Program Coordinator - UAEN

Summary

Performs a wide variety of complex responsible office functions and administrative support duties.
This may include supporting management and staff in business planning, budget tracking, administrative project coordination, and maintaining accurate records.

In addition, the Program Coordinator:

Provides comprehensive administrative, operational, and accreditation support to the Medical Internship Program at hospital level, working under the supervision of the Program Director and in coordination with group-level medical education governance structures.

The role ensures:

• Day-to-day operational coordination of the internship program
• Maintenance of accurate, complete, and survey-ready records
• Effective support to committees and governance activities
• Clear communication pathways between interns, faculty, leadership, and institutional oversight bodies
• Alignment with NIHS, DOH/DHA, and institutional requirements

Key Accountabilities

Program Administration and Operations

• Coordinate daily administrative activities related to the Medical Internship Program

• Maintain intern rosters, rotation schedules, leave records, and attendance documentation

• Support onboarding, orientation, and offboarding processes for interns

• Act as a primary administrative point of contact for interns and faculty for non-clinical matters

• Maintain organised program files (electronic and/or physical) in accordance with institutional requirements

Accreditation, Compliance, and Documentation

• Maintain accurate and up-to-date documentation required for NIHS accreditation and regulatory oversight

• Support preparation for accreditation submissions, reviews, site visits, and audits

• Track compliance-related documentation, timelines, and action items

• Ensure records are maintained in a manner that is traceable, version-controlled, and survey-ready

Committee and Governance Support

• Provide administrative support to program-level committees including CCC, PEC/MEC, and other education-related meetings

• Coordinate meeting logistics, agendas, minutes, and action tracking

• Maintain committee records and ensure appropriate documentation and follow-up

• Facilitate communication between program-level committees and group-level governance bodies as required

Intern and Faculty Support

• Serve as a coordination point for intern queries related to schedules, documentation, evaluations, and administrative processes

• Support faculty and program leadership with educational activity coordination, teaching schedules, and documentation

• Assist with collection, collation, and organisation of evaluation and feedback data as directed by program leadership

Confidentiality and Professional Conduct

• Maintain strict confidentiality of intern, faculty, and program records

• Handle sensitive information in accordance with institutional policies and professional standards

• Demonstrate professionalism in all communications and interactions

Additional Duties

• Support internal reviews, audits, quality improvement initiatives, and program development activities as assigned

• Assist with site visits, orientation sessions, educational events, and faculty development activities

• Undertake other duties consistent with the role and scope of responsibility as assigned by the Program Director or DIO

Occupational Safety and Health Management System (OSHMS)

• Comply with all Occupational Safety and Health policies and procedures and

• Promote a safe working and learning environment across internship programs

• Report incidents, hazards, and near misses in accordance with institutional policy

• Participate in mandatory OSHMS training and initiatives

Infection Prevention and Control (IPC)

• Comply with Infection Prevention and Control policies and procedures and

• Promote adherence to IPC standards across internship training environments

• Participate in mandatory IPC training and audits as required

Key Accountabilities

• Managing Patient Experience

Specific Responsibilities for this Role

• Greet patients, direct them to appropriate departments and provide routine information about the hospital when necessary.

• Handle telephone inquiries from patients and provide information to the respective doctor/nurse for the call backs.

• Appointment management including no-shows, rescheduling of patients and confirmations.

• Register new patients and ensure the records of current patients are up to date.

• Provide information about medical insurance coverage to patients and collect the payment/ co-payment based on the insurance eligibility.

• Provide claim forms in case the patient wants to claim reimbursement.

• Facilitate daily cash collection, credit card slips, and cheques deposits at the designated location within the hospital premises, ensuring timely and accurate processing at the end of each shift, adhering to the standards of finance protocols.

• Maintain working knowledge of the Hospital Information System, times of all clinics, duration of appointments, doctor’s duty roster, and procedures for booking appointments.

• Perform duties of handling patients, telephone calls, cash, and back-office work as specified in the duty roster.

• Check emails daily, ensuring you respond to queries in a timely manner.

• Ensure operations are carried out uniformly according to the hospital policies and procedures.

• Contributes to team effort by accomplishing related results as needed and maintains safe and clean reception area by complying with procedures, rules, and regulations.

• Participate in the Hospital training programs.

• Ensure complaints are handled in a structured, timely and professional manner which is fair, courteous and respectful of privacy, to identify problems and to continuously improve the department's services.

• Follows the duty schedule as assigned by the team leader/supervisor which includes different shift timings as per the need of the department

• Strictly adheres to NMC’s regulations and policies especially those related to infection control, patient safety & JCI.

• Supports Continuous Quality Improvement and participates and contributes to all the quality assurance activities of the service.

• Exercises effective interpersonal skills in dealings with department staff, colleagues and management.

• Maintains patient & staff confidentiality.

• Maintain high standards of data accuracy while ensuring compliance with privacy regulations.

• Generate and process patient invoices for services rendered, including consultations, treatments, and diagnostic tests.

• Ensure that all charges are accurately recorded in the patient’s account, reflecting the correct services, dates, and codes.

• Issue bills and invoices to patients for any outstanding balances, including co-pays, deductibles, or non-covered services.

• Provide patients with detailed statements and assistance in understanding their charges and payment options.

• Prepare and process patient invoices for services, ensuring accurate charges.

• Collect co-pays, deductibles, and outstanding balances at the time of service.

• Ensure billing practices comply with legal and insurance requirements.

Minimum Qualification & Experiences

• College Diploma - Any discipline or related fields.

Competencies