Senior/ Assistant Manager / Senior Executive, Medical Records Office

Job Description

1. Performance Management

• Set key performance targets for the financial year in alignment with departmental goals and mobilises the team to achieve these targets.

• Performance data is monitored regularly to assess team performance, identify trends, and design targeted initiatives to reduce error rates and inefficiencies.

  2. Operational Management

• Ensure adequate and efficient deployment of manpower across all sites

• Conducting regular site walkthroughs to identify gaps, resolving service disruptions promptly

• Ensuring work areas are adequately equipped and maintained.

• Ensure accurate, smooth frontline & backend operations

• Manage and resolve downtime situations promptly to minimise disruption to services.

• Provide operational support to frontline and backend functions when required.

• Oversee annual budget planning to ensure adequate resources for the following financial year.

  3. Staff Management

• Manage the recruitment, induction / orientation, learning and development, performance appraisal and career progression of a team of Associates located at various sites

• Fosters team cohesiveness within the department and promotes positive working relationships with other departments.

  4. Work Instructions and Training Management

• Develop, update and communicate work instructions and other training materials whenever there are new or changes in work processes, covering medical records, medical registry & reports and clinical coding procedures

  5. Competency Assessment and Audit Management

• Develop, update and conduct internal training, competency assessments and operational audits to ensure staff perform work activities consistently, meet stipulated turnaround times and comply with applicable MOH guidelines.

  6. Continuous Improvement and Project Management

• Identify operational deficiencies and execute improvement plans to address or resolve them

• Collaborate with other departments on continuous improvement initiatives and projects

• Develop and maintain performance dashboards to assess team performance and identify trends and support initiatives to reduce error rates and inefficiencies.

• Support, conduct and manage projects including quality improvement, LEAN, 6S initiatives

• Coach staff to use of project tools such as Fishbone diagram and root cause analysis

  7. Communications and Engagement

• Ensure timely and effective communication of departmental and organisational updates to the team through appropriate channels

• Engaging internal stakeholders across departments and external parties including MOH where relevant, to support operational and service requirements.

  8. Incident Management

• Manage service incidents end to end, including service recovery, post-incident follow-up, reporting, investigation, process improvement and staff counselling where necessary

• Ensure incident reports are drafted accurately and submitted in a timely manner.

  9. Asset and Business Continuity Management

• Oversee acquiring, maintenance, replacement, condemnation and stock take of IT, CAPEX and minor assets to ensure they are adequate and properly accounted for
• Develop, update and communicate service downtime and business continuity plans for various downtime and critical scenarios.

Job Requirements:

• Bachelor’s degree in any discipline, from a recognised university; a degree in Health Information Management, Allied Health Science, Biomedical Science or a related discipline would be advantageous.

• Proficient in administration, people management, process management, project management

• Desired attributes include amiable, analytical, driver, expressive, meticulous, resourceful

• Relevant experience in healthcare operations & supervisory role would be advantageous

• Staff with supervisory experience may be considered for appointment at a more senior level.