Senior Executive Secretary
Hamad medical corporation
Total years of experience :26 years, 6 Months
• Coordinate and facilitate the executive's calendar to arrange appointments, meetings, and conferences.
• Prepare agenda and collect materials for meetings, speeches and conferences; take minutes of meetings and keep records and follow up of proceedings as required.
• Gather information related to key issues by collaborating with various levels of management.
• Maintain up-to-date management/operational manuals, directives, organizational chart.
• Compose letters and memoranda in response to incoming mail/calls and correspondence as appropriate.
• Transmit directives, instructions & assignments and follow up on status of assignments between the executive and various department heads.
• Domestic and International travel arrangements; prepare itineraries; compile and maintain travel records.
• Participated in activities to promote business and expand services, and provide assistance in marketing initiatives including corporate medical camps.
• Manage and organize office parties, lunches and various annual get-togethers.
• Liaison with various leading corporate clients with respect to medical services.
• Assist in planning and coordinate arrangements for continuous medical education conferences.
• Responsible for coordination and allocation of work for the medical secretaries.
• Training and guiding new secretaries for transcribing records in Radiology, Laboratory Medicine, Gastroenterology, Orthopedics and various other departments’ summaries of patients discharge, medical reports, letters and clinical notes, general/executive health checkups and visa medicals etc.
• Coordinate / Liaise with customer care / insurance / radiology / corporate / laboratory / technical services regarding complaints and queries with respect to reports.
• Schedule and maintain duty roster and attendance / leave details of the secretaries.
• Coordinating with HR on MTs yearly appraisals.
• Playing key role in annual planning and budget of advertising & marketing; operates within approved
budget.
• Coordinate and liaise with advertising agency regarding creative campaigns (press advertisements, leaflets,
brochures, posters etc)/ PR / press conferences / media related works.
• Handle print media bookings including press and magazine ads.
• Plan advertising / media schedules in accordance with the marketing plan
• Send media kits, press releases and pitch stories to appropriate media.
• Communicate promptly and effectively to requests for response, research, quotes, photos, interviews and information from media contacts; and coordinate with various departments internally.
• Joined as a quality analyst and promoted to as an assistant continuous education coordinator.
• Coordinate with the quality supervisor and format specialist about training schedule.
• Assist in developing the skills in transcribing files, medical terminology, English usage, grammar, sentence structure on a day-to-day basis for trainees.
• Evaluating the trainees on an everyday basis and placing them in production once they complete their training.
• Oversee daily activities of the team to optimize productivity and quality of work.
• Meeting management performance standards, team supervision and management.
• Handled tough accounts in various departments and ensured that the team met with quality standards.
• Induction Quality Control to assess the capability of a newly recruited Proofer/Sr. Proofer/Editor.
• To check the quality of transcribe and edited documents with respect to medical terminology and English usage.
• Being part of team for any new account and to transcribe until the account gets recognized by speech recognition software.
• Joined as a trainee medical transcriptionist and promoted as a Editor.
• Transcribed and edited recorded material, including discharge summaries, patient history and physical examinations, physician letters, consultation notes, behavioral health notes, rehabilitation, and x-ray reports and emergency room notes.
• Handling calls from customers regarding paging the messages
• Coordinating with customer care and technical services regarding complaints and queries.
• Responding to incoming inquiries from web and phone about the various services offered.
• Processing both inbound and outbound international calls in terms of handling calls for placement of advertisements, sales, and information on products.
• Coordinating with MIS and administrative services regarding day-to-day review of the sales made.
• Confirmation calls on every appointment and follow-up calls regarding service needs.