Job Description

The primary role of the assistant coordinator is to provide assistance to Telehealth Team (TH) and Psychologists in terms of administrative and patient support.

Duties and Responsibilities

Manage patient waitlist with supervision from Telehealth Lead and Psychology Team Lead

Open appointment slots on a quarter-yearly basis for Telehealth team and Psychologists team

Book appointments for first visit and waitlisted patients once SAP slots are opened

Book and schedule tele appointments on Zoom

Update patient schedule log and ensure patient appointments are within timeline for Telehealth team

Liaise with schools for booking of school visit appointments for psychologists

Reschedule patients when Telehealth therapists and Psychologists are on urgent leave or Medical leave

Extract Psychologists statistic report from SAP, collate and update data and submit report to Psychology Team lead and operations manager

Handle procurement of Telehealth and psychologists operating expenses, which includes protocols, assessments tools, therapy resources and consumables

Assist in booking of rooms for meetings and online talks, when informed by psychologist and Telehealth team

Assist in maintenance of room occupancy schedule with supervision from Telehealth Lead and Psychology Team Lead

Assist to process forms / paperwork necessary for therapy / programs (e.g. process Caregiver Training Grant)

Photocopy and file appropriate documents as needed

Prepare information letters for therapy / programs with supervision from Telehealth team and Psychologists

Send out information on therapy / programs

Assist in preparation of therapy / programs materials

Score, scan and password protect documents and email to Telehealth team and Psychologists

Organize and maintain inventory of materials and equipment

Ensure 6S system of stock-taking and inventory for materials is sustained

Coordinate the maintenance of toys and equipment that require repairs or replacement

Ensure room and therapy equipment are cleaned up after therapy / programs are completed

Assist in coordinating department activities with supervision from Telehealth Lead and Psychologist Team Lead

Adhere to Hospital safety policies and infection control procedures, following cleaning protocols and coordinating laundry services

Handle purchase and work requisition processes, eg. e-stationery, claims - epay, request for payment for Telehealth team and Psychologists - (Approver: Ops manager)

Raise ITD request for Telehealth and Psychologist team

Other duties as assigned

Requirements

Possess a Diploma in any discipline

Minimum 3 years of relevant work experience in administrative work and proficient in MS office (experience in healthcare is an advantage).

Good team player with good communication and interpersonal skills

Proactive, meticulous and self-motivated

Strong time management and organizational Skills

National University Health System