Clinic Executive / Operations Executive

About Us

Private Space Medical is a specialist outpatient mental health practice operating across 3 locations in Singapore with a multidisciplinary team of close to 20 clinicians. We are dedicated to treating mental health conditions in children and adults, including ADHD, depression, anxiety, OCD, early psychosis, PTSD, and insomnia. We also provide learning assessments, family therapy, and behavioural interventions. Our mission is clear: to provide exceptional care within a safe, private environment, empowering clients toward Positive Change and Purposeful Lives.

Job Summary

You will support daily specialist outpatient clinic operations, front-desk administration, and patient management. This role acts as a central link between clinicians and patients, maintaining high standards of care delivery while overseeing core operational duties, vendor/TPA coordination, and end-to-end medical claims and billing processes.

Key Responsibilities

• Front-of-House & Patient Experience: Manage front desk operations including patient registration, appointment scheduling, billing, payment collection, and medication dispensing with high empathy and confidentiality. Serve as the primary point of contact for patient inquiries.

• Clinician & Operational Support: Facilitate smooth communication between clinicians and patients to ensure seamless clinic flow. Prepare and maintain the clinic premises to ensure operational and service readiness at all times.

• Insurance & TPA Claims Management: Process insurance claims, verify panel eligibility and guarantees of payment (GOP), handle pre-authorizations, and manage direct billing workflows with various Third-Party Administrators (TPAs) and insurers. Follow up on claim status and address billing queries efficiently.

• Administrative & Inventory Support: Assist the Clinic Manager with daily administrative tasks, inventory tracking, stock ordering, and maintaining accurate records to support clinic audits. You will also provide executive administrative support to the CEO.

• Process Enhancement: Participate in operational improvement initiatives to optimise patient touch points, shorten wait times, and streamline backend billing workflows.

Requirements & Preferred Competencies

• Education & Experience: Diploma in any discipline. Previous experience in a healthcare setting, specialist outpatient clinic, or customer-oriented environment is highly preferred.

• Operational & Claims Knowledge: Familiarity with outpatient clinic workflows and hands-on experience or understanding of medical insurance claim processing, TPA portals, and panel billing setups.

• Technical Proficiency: Experience with the Plato clinic management system is a strong advantage.

• Language Skills: Proficiency in Mandarin will be preferred to communicate effectively with Mandarin-speaking patients.

• Key Traits: Excellent interpersonal and communication skills, strong attention to detail (especially for administrative and claims processing), multi-tasking ability, and a passionate, team-oriented approach to patient care.