The posting
Patient Care & Operations Executive
Job Summary
We are seeking a warm, organised Patient Care & Operations Executive to manage the full patient journey at a specialist women’s health clinic, coordinating appointments, surgeries, insurance, and follow-up care with healthcare partners.
Responsibilities
Patient Communication & Appointments
- Manage the clinic’s WhatsApp, telephone, and other patient communication channels promptly and professionally
- Respond to patient enquiries with accurate administrative information
- Schedule, confirm, and coordinate clinic appointments, investigations, and follow-up visits
- Manage appointment changes, cancellations, and waiting lists efficiently
- Ensure patients receive appropriate pre-appointment forms and instructions
Surgery & Procedure Coordination
- Coordinate surgeries and procedures from scheduling through completion
- Liaise with hospitals, operating theatres, anaesthetists, and other healthcare providers to arrange bookings and documentation
- Provide patients with clear pre-operative instructions and administrative information
- Schedule and coordinate post-operative appointments and follow-up care
- Maintain accurate tracking of upcoming surgeries and procedures
Insurance & Financial Coordination
- Assist patients with insurance and financial administrative matters related to their care
- Submit pre-authorisation, Letter of Guarantee (LOG), and insurance documentation as required
- Liaise independently with insurers, third-party administrators, and hospital business offices
- Follow up on pending approvals and outstanding documentation to ensure timely processing
- Support financial counselling and provide surgical cost estimates with relevant administrative forms
- Maintain accurate documentation for insurance claims and billing purposes
Clinic Operations
- Support smooth daily clinic operations and patient flow management
- Maintain accurate patient records, appointment schedules, and administrative documentation
- Coordinate referrals, investigations, reports, and external appointments to ensure continuity of care
- Collaborate closely with the doctor and clinic team to maintain seamless patient care
- Identify and proactively resolve administrative issues
- Uphold strict patient confidentiality and comply with clinic policies and PDPA requirements
Preferred competencies and qualifications
- Previous experience in a specialist clinic, hospital, or healthcare setting
- Experience with surgical coordination and/or medical insurance claims
- Excellent organisational skills with strong attention to detail
- Confident and professional communication skills with patients via WhatsApp, telephone, and in person
- Ability to liaise independently with hospitals, insurers, and healthcare professionals
- Warm, patient-centred, and service-oriented approach
- Responsible and discreet handling of confidential medical information
- Proficiency in written and spoken English; additional languages are a plus if relevant to patient communication
