System Officer

<div><h3>Overview:</h3><p>The Clinical Operations – System Officer is a system-heavy operational role responsible for managing physician schedules, system configurations, data accuracy, and cross-department coordination.</p><p>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.</p><h3>Basic Function:</h3><p>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.</p><h3>Principal Duties&Key Functions</h3><h3>1. Orientation&Onboarding (System Ownership)</h3><ul><li>Set up system accounts, schedules, and required business/system rules</li><li>Create and maintain physician profiles in the Doctor’s Search Engine</li><li>Process external hospital privileges for partnered facilities</li><li>Ensure all system requirements are completed prior to physician go-live</li></ul><h3>2. System Scheduling&Platform Management</h3><ul><li>Manage physician schedules across all systems and platforms</li><li>Open, block, and unblock schedules in adherence to My Clinic policies</li><li>Public holidays and special events</li><li>Maintain Master Schedules, Daily Blockage Reports, and patient impact logs</li><li>Ensure system accuracy to prevent service disruption</li></ul><h3>3. Digital Visibility&Announcements</h3><ul><li>Publish monthly physician new-joiner announcements</li><li>Ensure accurate physician visibility across:</li><li>Websites</li><li>Mobile applications</li><li>Validate consistency of physician data across all digital platforms</li></ul><h3>4. Stakeholder Coordination&Communication Hub</h3><h3>Acts as the main coordination point between:</h3><ul><li>CMO, Medical Director</li><li>Planning Department</li><li>Call Center, PXO, and Floor Managers</li></ul><p>Ensures alignment, timely communication, and escalation of operational risks.</p><h3>5. Capacity Planning&Coverage Support</h3><ul><li>Support capacity planning and coverage allocation</li><li>Coordinate schedules aligned with room availability and clinical priorities</li><li>Identify scheduling gaps and support coverage planning</li></ul><h3>6. Oracle Collaboration&Leave Management</h3><ul><li>Manage leave notifications and approval tracking</li><li>Maintain Oracle Leave Tracker and system records</li><li>Coordinate between HR, Clinical Operations, Chairs, and Physicians</li><li>Prepare quarterly leave plans including holidays</li><li>Provide department chairs visibility on leave plans and gaps</li></ul><h3>7. Payroll&Incentive Support</h3><ul><li>Calculate physician incentives related to blockages and utilization</li><li>Calculate telemedicine payments based on session count</li><li>Ensure accuracy of reports supporting payroll processing</li></ul><h3>8. Data, Reports&Governance</h3><ul><li>Prepare and maintain:</li><li>Ensure full documentation of system actions and changes</li><li>Support audits, leadership reviews, and operational reporting</li></ul><h3>9. Licensing&Compliance Accountability</h3><ul><li>Maintain consolidated MOH&SCL licensing tracker</li><li>Send reminders at 90 / 60 / 30 days prior to expiry</li><li>Escalate expired or non-compliant licenses to:</li><li>Medical Director</li><li>Head of Clinical Operations</li><li>HR Head</li></ul><h3>10. Committee&Program Support</h3><ul><li>Support:</li><li>Bi-Monthly Doctors’ Meetings</li><li>Medication Safety Committee</li><li>Pharmacy&Therapeutics Committee</li><li>Provide required system data and coordination support</li></ul><h3>Skills&Knowledge Required:</h3><h3>Technical / Hard Skills</h3><ul><li>Strong command of MS Office (Excel, Outlook, Word, PowerPoint)</li><li>Data management and reporting</li><li>System coordination and basic troubleshooting</li><li>Documentation and record-keeping</li></ul><h3>Soft Skills</h3><ul><li>Analytical and solution-driven</li><li>Assertive with sound judgment</li><li>Highly detail-oriented</li><li>Professional demeanor and teamwork</li><li>Accountability and consistency</li></ul><h3>KPIs&Performance Objectives</h3><ul><li>Timely and accurate system setup for new physicians</li><li>100% accuracy in schedule development and logging</li><li>Accurate physician visibility across all digital platforms</li><li>Complete documentation of system actions</li><li>Timely submission of required reports</li><li>Proactive licensing compliance tracking</li><li>Adhering to workplace standards, policies, and regulations</li><li>Demonstrating teamwork spirit and professional collaboration</li><li>Willing to go the extra mile and beyond the call of duty to ensure operational continuity</li><li>Smoothly collaborating with stakeholders (intern