Patient Care & Operations Executive

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