CLINIC RECEPTIONIST, CONSULTATION CLINIC

GENERAL DESCRIPTION

A clinic receptionist plays a crucial role in ensuring the smooth operation of a hospital or clinic by providing both administrative and clinical support. Their responsibilities include assisting healthcare consultants, managing patient flow, handling administrative tasks, and ensuring a clean and organized clinical environment. This is an entry-level position that requires strong organizational and communication skills, as well as a willingness to work in a fast-paced environment. A successful Clinic Receptionist should be able multitask, prioritize tasks, an<l work well under pressure. Clinic Receptionist may also be required participate in hospital activities and be mobile to cover other clinic disciplines when needed. They may take on supervisory duties in the absence of the Lead of Consultation Clinic.

JOB DESCRIPTION

1.Patient Assistance & Front Desk Duties . Greet and assist patients during registration and appointment scheduling. . Provide information regarding clinic services, procedures, and policies. . Direct patients to consultation rooms and manage patient Flow efficiently. . Answer phone calls, respond to inquiries, and handle appointment rescheduling.

2.Administrative Support . Maintain and update patient records and medical histories in the clinic's system. . Handle billing, payment processing, and insurance claims as required. . Assist in maintaining confidentiality and accuracy of patient documentation. . Prepare and manage daily clinic schedules, ensuring smooth operations. . Monthly Census: This involves tracking the number of patients who visit the clinic each month. The clinic assistant records patient visits, categorizes them by type (e.g. new patients, follow up visits), and compiles this data into monthly reports submitted to the Leader on the first of the month. . GP Census: Similar to the monthly census, the GP (General Practitioner) census focuses on tracking the number of patients seen by each GP. This data helps in assessing the workload each GP and can be used for performance evaluations and scheduling. Submit it to the supervisor in the first week of the month. . Waiting Time Data: Collecting waiting time data involves recording the time patients spend waiting for their appointments. This includes the time from check-in to being seen by a consultant.

• Clinical Support . Assist doctors and nurses during medical procedures and minor treatments. . Measure and record vital signs (e.g., blood pressure, temperature, height, and weight).

. Ensure consultation rooms are clean, organized, and well-stocked with medical supplies. . Prepare and sanitize medical instruments and consultation rooms before and after use. . Ensure CSSD (Central Sterile Services Department) items are available and properly stored. . Receive and check sterile packs and instruments from CSSD. . Return used instruments to CSSD for reprocessing.

• Medical Supplies & inventory Management . Monitor and manage medical supplies inventory to ensure availability. . Ensure proper storage and organization of medical consumables. . Maintain and update the bin card system for inventory tracking. . Coordinate with suppliers or relevant departments for stock replenishment.
• lnfection Control & Hygiene . Follow infection control protocols, including sterilization of instruments (excluding CSSD sterilization tasks).

. Maintain cleanliness in the clinic, including waiting areas and consultation rooms. . Dispose of medical waste properly and ensure adherence to safety guidelines. . Comply with hospital health and safety regulations.

• Emergency Response & Support . Assist in emergency situations, including first aid and CPR if required, . Stay updated on basic life support (BLS) procedures.
• Compliance with Hospitral Policies & Training . Stay updated with hospital requirements such as:

SPP ( Standard People Practice)

PCS ( Premier Customer Service Class)

ACT (Annual Compulsory Training) . Attend mandatory hospital training, workshops, and continuous education programs. .Comply with hospital policies, regulations, and procedures to maintain high standards of patient care and safety.

JOB REQUlREMENT

Education: Minimum Education

• Sijil Pelajaran Malaysia.
• Diploma in healthcare or related (Preferred).

Knowledge and Experiences: . Experience working in a clinical or healthcare setting is an advantage. ' Familiarity with hospital or clinic workflows and patient management systems. . Understanding of infection control practices and patient safety standards. . Knowledge of medical equipment, CSSD items, and basic healthcare protocols. . Experience in handling medical supplies inventory and bin card management.

Skills & Gompetencles: . Administrative skills: Ability to manage patient records, schedules, and billing.

Customer service skills: Ability to communicate professionally with patients, doctors, and staff , . Basic clinical skills: Ability to take vital signs and assist during minor procedures. . Organizational skills: Ability to maintain accurate records and manage inventory. . lT & system proficiency: Familiarity with patient management software and Microsoft Office. . Multitasking:Ability to handle multiple responsibilities efficiently in a fast-paced environment. . Language proficiency: Able to speak English and Chinese (preferred for effective com m u nication with diverse patients),

Special skills required

. Basic Life Support (BLS) Training (prefened). . Knowledge of SPP (Standard People Practice), PCS (Patient Care Services), and ACT (Annual Compulsory Training). . Ability to adapt to different clinic disciplines when required. . Flexibility to cover supervisor duties during their absence. . Ability to participate in hospital activities and emergency response procedures.

Persona! attributes

.Responsible and reliable: Ability to perform duties with minimal supervision. . Detail-oriented: Ensuring accurate patient records and supply management.

.Team player: Works well with doctors, nurses, and other healthcare staff. . Adaptability: Willingness to work across different clinic disciplines as needed. . Professionalism: Maintains confidentiality and adheres to hospital policies.