System Officer

Join My Clinic, the leading multispecialty outpatient care provider in Saudi Arabia, where our mission to help people live longer, healthier, and happier lives drives everything we do. Since 2017, we've been at the forefront of healthcare, combining innovation with a deep commitment to care, collaboration, ambition, and responsibility. As we continue to grow and reach new heights, we're looking for passionate individuals who share our vision and values.Overview:The Clinical Operations – System Officer is a system-heavy operational role responsible for managing physician schedules, system configurations, data accuracy, and cross-department coordination.The role serves as the central system custodian and coordination arm between Medical Leadership, Clinical Operations, HR, IT, Planning, and patient-facing teams to ensure operational continuity, compliance, and service excellence.Basic Function:Responsible for all system scheduling, coordination, and communication with stakeholders including the CMO, Medical Director, Department Chairs/Heads, Physicians, Planning Department, Call Center, PXO, and Floor Managers. Ensures accuracy of data management, timely system updates, and smooth facilitation of changes across platforms.Principal Duties & Key Functions1. Orientation & Onboarding (System Ownership)Set up system accounts, schedules, and required business/system rulesCreate and maintain physician profiles in the Doctor’s Search EngineProcess external hospital privileges for partnered facilitiesEnsure all system requirements are completed prior to physician go-live2. System Scheduling & Platform ManagementManage physician schedules across all systems and platformsOpen, block, and unblock schedules in adherence to My Clinic policiesPublic holidays and special eventsMaintain Master Schedules, Daily Blockage Reports, and patient impact logsEnsure system accuracy to prevent service disruption3. Digital Visibility & AnnouncementsPublish monthly physician new-joiner announcementsEnsure accurate physician visibility across:WebsitesMobile applicationsValidate consistency of physician data across all digital platforms4. Stakeholder Coordination & Communication HubActs as the main coordination point between:CMO, Medical DirectorPlanning DepartmentCall Center, PXO, and Floor ManagersEnsures alignment, timely communication, and escalation of operational risks.5. Capacity Planning & Coverage SupportSupport capacity planning and coverage allocationCoordinate schedules aligned with room availability and clinical prioritiesIdentify scheduling gaps and support coverage planning6. Oracle Collaboration & Leave ManagementManage leave notifications and approval trackingMaintain Oracle Leave Tracker and system recordsCoordinate between HR, Clinical Operations, Chairs, and PhysiciansPrepare quarterly leave plans including holidaysProvide department chairs visibility on leave plans and gaps7. Payroll & Incentive SupportCalculate physician incentives related to blockages and utilizationCalculate telemedicine payments based on session countEnsure accuracy of reports supporting payroll processing8. Data, Reports & GovernancePrepare and maintain:Ensure full documentation of system actions and changesSupport audits, leadership reviews, and operational reporting9. Licensing & Compliance AccountabilityMaintain consolidated MOH & SCL licensing trackerSend reminders at 90 / 60 / 30 days prior to expiryEscalate expired or non-compliant licenses to:Medical DirectorHead of Clinical OperationsHR Head10. Committee & Program SupportSupport:Bi-Monthly Doctors’ MeetingsMedication Safety CommitteePharmacy & Therapeutics CommitteeProvide required system data and coordination supportSkills & Knowledge Required:Technical / Hard SkillsStrong command of MS Office (Excel, Outlook, Word, PowerPoint)Data management and reportingSystem coordination and basic troubleshootingDocumentation and record-keepingSoft SkillsAnalytical and solution-drivenAssertive with sound judgmentHighly detail-orientedProfessional demeanor and teamworkAccountability and consistencyKPIs & Performance ObjectivesTimely and accurate system setup for new physicians100% accuracy in schedule development and loggingAccurate physician visibility across all digital platformsComplete documentation of system actionsTimely submission of required reportsProactive licensing compliance trackingAdhering to workplace standards, policies, and regulationsDemonstrating teamwork spirit and professional collaborationWilling to go the extra mile and beyond the call of duty to ensure operational continuitySmoothly collaborating with stakeholders (internal and external) to deliver outputs aligned with departmental goals and objectivesDemonstrating strong ownership and accountability for system accuracy and data integrityMaintaining clear, respectful, and proactive communicationDemonstrating a solution-driven mindset under pressureBachelor’s degree in MISMinimum of 2–3 years’ experience in administrative or syst