Assistant Clinic Operations Manager

Role Summary

The Assistant Operations Manager supports the daily operational functions of the clinic to ensure smooth workflow, service quality, and regulatory compliance. This role focuses on staff coordination, patient flow management, administrative processes, and supporting operational readiness across medical, radiology, and allied healthcare services.

Key Responsibilities

• Daily Clinic Operations
• Oversee daily patient flow and front desk operations.
• Ensure smooth coordination between doctors, nurses, and admin staff.
• Monitor service standards and handle operational issues promptly.
• Support implementation of clinic SOPs and workflow processes.

Radiology & Clinical Services Support

• Coordinate scheduling and operational needs for radiology services.
• Ensure required documentation for radiology operations is maintained and updated.
• Support operational readiness for imaging services in alignment with regulatory and clinic policies.
• Liaise with radiology staff and service providers to ensure smooth workflow.

Allied Healthcare Coordination

• Coordinate operational requirements for physiotherapists and other allied health professionals.
• Assist in managing therapy room scheduling and service flow.
• Support administrative processes for allied healthcare services.

Staff Coordination

• Provide guidance to frontline staff on operational procedures.
• Support onboarding and training of new clinic staff.
• Assist in resolving routine staff operational matters.

Administrative & Vendor Support

• Liaise with vendors for equipment servicing and maintenance.
• Ensure proper documentation and record-keeping practices.

Compliance & Documentation Support

• Assist in maintaining documentation required for Ministry of Health compliance.
• Support audit preparation and SOP updates.
• Ensure operational practices align with clinic policies and regulatory standards.

Clinic Claims & Panel Coordination

• Assist in processing and tracking clinic claims under MHCP and third-party administrator (TPA) panels
• Ensure proper documentation and submission of claims in accordance with panel requirements
• Liaise with panel providers and TPAs on claim status, discrepancies, and documentation clarification
• Support reconciliation of claims records with clinic billing

Reporting & Monitoring

• Support preparation of operational reports.
• Identify areas for process improvement.

Clinic Event & Logistics Support

• Support logistical coordination for clinic-related events such as team meetings, training sessions, and staff gatherings
• Assist with venue arrangements, scheduling, and vendor coordination
• Help disseminate operational information related to clinic activities

Requirements

• Diploma or Degree in Healthcare Administration, Business, or related field.
• Strong organisational and coordination skills.
• Familiarity with healthcare compliance standards is an advantage.

Skills & Competencies

✔ Operations coordination

✔ Problem-solving

✔ Ability to work in fast-paced healthcare setting

Purpose of the Role

This role is designed to support the Senior Operations Manager by taking over day-to-day coordination tasks, allowing the manager to focus on strategic planning, compliance oversight, and clinic development initiatives.

Benefits

- 5-day work week

- 14 days medical leave per year

- Medical benefits provided