Job Description

About GluCare:

GluCare is a leading healthcare clinic that specializes in comprehensive diabetes care. Our mission is to improve the lives of people living with diabetes through innovative technology and compassionate care. We leverage the latest advancements in wearables, IoT devices, machine learning, and artificial intelligence to empower our clinicians and provide personalized, data-driven coaching to our patients.

Job Summary:

The Medical Administrative Assistant at GluCare Integrated Diabetes Center will provide essential administrative and clerical support to ensure the smooth and efficient operation of the clinic. The role involves managing patient interactions, coordinating appointments, maintaining medical records, and supporting the healthcare team in delivering exceptional patient-centered care. Additionally, the role includes assisting the Research Department with data collection and ensuring timely resolution of medical enquiries.

Key Responsibilities:

Patient Coordination and Communication:

• Schedule, confirm, and manage patient appointments efficiently, including follow-ups and rescheduling
• Address patient inquiries in person, via phone, or email, providing accurate and timely information
• Ensure all medical enquiries are resolved within 4 hours, maintaining a high standard of patient care
  

Medical Records Management:

• Maintain and update patient records in compliance with clinic policies and data protection regulations
• Ensure accurate documentation and secure handling of sensitive patient information
• Coordinate the retrieval and delivery of medical reports, lab results, and imaging studies for the healthcare team
• Review all notes for missing documentation and promptly send them to the respective physicians for completion
• Proactively create and maintain a tracker to monitor the frequency of incomplete documentation requests, enabling the identification of patterns and opportunities for improvement
  

Administrative Support:

• Assist physicians and healthcare staff with administrative tasks, including preparation of documents and reports
• Manage clinic correspondence, including emails, memos, and mail distribution
• Ensure the availability and proper functioning of office supplies and equipment
  

Operational Support:

• Monitor the clinic’s daily schedule and ensure effective time management for appointments
• Coordinate with other departments, such as laboratory, pharmacy, and imaging, to streamline patient services
• Assist in organizing staff meetings, training sessions, and other clinic events
  

Quality Assurance and Compliance:

• Adhere to all clinic policies, protocols, and UAE healthcare regulations
• Support quality improvement initiatives aimed at enhancing patient satisfaction and operational efficiency
  

Research and Data Collection:

• Assist in data collection for the Research Department, ensuring accurate and timely gathering of relevant information to support ongoing studies and projects
• Collaborate with the research team to maintain organized and efficient data documentation
  

Infection Control and Compliance:

• Understand, follow, and support all hospital infection control guidelines and protocols
  

Requirements

Education and Certification:

• Diploma or degree in healthcare administration, medical assisting, or a related field
• Certification in medical administration is an advantage
  

Experience:

• Minimum 2 years of experience in a similar role, preferably in a healthcare setting
• Familiarity with medical terminology and clinic workflows
  

Technical Skills:

• Familiarity in using healthcare management systems, such as EMR/EHR software
• Strong computer skills, including MS Office Suite (Word, Excel, Outlook)
  

Soft Skills:

• Excellent communication and interpersonal skills to interact effectively with patients and staff
• Strong organizational abilities with keen attention to detail
• Ability to multitask and remain calm under pressure in a fast-paced environment
  

Key Performance Indicators (KPIs):

• Patient satisfaction scores related to administrative services
• Accuracy and timeliness of appointment scheduling and medical record updates
• Compliance with clinic policies and healthcare regulations
• Effective coordination with healthcare staff and other departments
• Resolution of medical enquiries within 4 hours
• Frequency and resolution rate of incomplete documentation requests
• Efficiency and accuracy in data collection for the Research Department