Medical Quality Administrator

The Medical Quality Administrator plays a crucial role in supporting the quality management efforts of a healthcare provision setting. This position is responsible for organizing and coordinating committee meetings, documenting meeting minutes, tracking attendance, sharing meeting minutes, following up with committee members on assigned tasks, collaborating with different teams during accreditation, and performing various administrative duties. The Medical Quality Administrator contributes to maintaining and improving the quality of care provided by the organization

Committee and Meeting Management

• Organize and coordinate committees meetings and related activities.
• Schedule committees meetings, ensuring availability and participation of relevant stakeholders.
• Prepare meeting agendas and distribute them to committees members in advance.
• Coordinate meeting logistics, such as reserving meeting rooms, arranging audiovisual equipment, and ensuring necessary materials are available.
• Record meeting minutes, capturing discussions, decisions, and action items.
• Share meeting minutes with committees members and other stakeholders in a timely manner.
• Follow up with committees members on assigned tasks and provide progress updates to the committees chairs and other relevant stakeholders.
• Record attendance of committees members at each meeting.
• Ensure attendance records are up to date and easily accessible.
• Provide attendance reports to the appropriate stakeholders as required

Accreditation Support

• Collaborate with different teams to ensure successful accreditation.
• Work closely with various departments to gather required documentation and evidence for accreditation purposes.
• Assist in preparing accreditation materials, reports, and presentations.
• Participate in accreditation surveys and audits, ensuring compliance with standards and requirements

Administrative Duties

• Perform various administrative tasks to support quality management efforts.
• Maintain and update documentation related to quality management, including policies, procedures, and protocols.
• Assist in the development and implementation of quality improvement initiatives.
• Coordinate and track quality-related training and education programs for staff.
• Assist in data collection, analysis, and reporting for quality management purposes.
• Support the coordination of internal and external audits related to quality management.
• Support in policies and procedures development, maintenance and renewals.

Communication and Collaboration

• Engage with internal and external stakeholders to support quality management efforts.
• Liaise with committees members, department heads, and other relevant personnel to facilitate effective communication and collaboration.
• Share meeting minutes, reports, and updates with appropriate stakeholders.
• Participate in quality improvement initiatives and provide support as needed.
• Foster a culture of quality and continuous improvement throughout the organization

Quality Management and Compliance

• Assist in the development, implementation, and maintenance of quality assurance programs, ensuring adherence to regulatory standards, institutional policies, and best practices in medical care.
• Support the Medical Quality Officer in conducting audits, reviews, and assessments of clinical practices, processes, and documentation to identify areas for improvement and implement corrective actions.
• Collect, analyze, and report quality data and metrics, communicating findings to the quality management team.
• Assist in investigating and addressing patient complaints and incidents related to the quality of care, ensuring appropriate documentation and follow-up.
• Stay updated with regulatory requirements, accreditation standards, and industry trends in healthcare quality management to support continuous improvement efforts

• Previous experience in a healthcare setting, preferably in an administrative or quality-related role.
• Familiarity with regulatory requirements and standards applicable to healthcare quality and patient safety.
• Excellent organizational and time management skills.
• Strong attention to detail and ability to produce accurate documentation.
• Effective communication and interpersonal skills.
• Ability to work independently and collaboratively in a team setting.
• Proficiency in using computer software and applications, including Microsoft Office suite (Word, Excel, PowerPoint) and electronic document management systems.
• Familiarity with quality management principles and accreditation standards.
• Good analytical skills with the ability to interpret data and identify trends or patterns.
• Strong written and verbal communication skills to effectively communicate with various stakeholders.
• Ability to work collaboratively in a team environment and adapt to changing priorities.
• Knowledge of quality improvement methodologies, such as Lean Six Sigma, is a plus.
• Commitment to maintaining confidentiality and privacy of patient information.