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 Functions

1. Orientation & Onboarding (System Ownership)

• Set up system accounts, schedules, and required business/system rules
• Create and maintain physician profiles in the Doctor’s Search Engine
• Process external hospital privileges for partnered facilities
• Ensure all system requirements are completed prior to physician go-live

2. System Scheduling & Platform Management

• Manage physician schedules across all systems and platforms
• Open, block, and unblock schedules in adherence to My Clinic policies
• Manage special schedules including:
• Ramadan
• Eid Al-Fitr
• Eid Al-Adha
• Public holidays and special events
• Maintain Master Schedules, Daily Blockage Reports, and patient impact logs
• Ensure system accuracy to prevent service disruption

3. Digital Visibility & Announcements

• Publish monthly physician new-joiner announcements
• Ensure accurate physician visibility across:
• Internal portals
• Websites
• Mobile applications
• Validate consistency of physician data across all digital platforms

4. Stakeholder Coordination & Communication Hub

Acts as the main coordination point between:

• CMO, Medical Director
• Department Chairs & Heads
• Physicians
• Planning Department
• Call Center, PXO, and Floor Managers

Ensures alignment, timely communication, and escalation of operational risks.

5. Capacity Planning & Coverage Support

• Support capacity planning and coverage allocation
• Coordinate schedules aligned with room availability and clinical priorities
• Identify scheduling gaps and support coverage planning

6. Oracle Collaboration & Leave Management

• Manage leave notifications and approval tracking
• Maintain Oracle Leave Tracker and system records
• Coordinate between HR, Clinical Operations, Chairs, and Physicians
• Prepare quarterly leave plans including holidays
• Provide department chairs visibility on leave plans and gaps

7. Payroll & Incentive Support

• Calculate physician incentives related to blockages and utilization
• Calculate telemedicine payments based on session count
• Ensure accuracy of reports supporting payroll processing

8. Data, Reports & Governance

• Prepare and maintain:
• Blockage & Patient Impact Reports
• Medication Error Reports
• Ensure full documentation of system actions and changes
• Support audits, leadership reviews, and operational reporting

9. Licensing & Compliance Accountability

• Maintain consolidated MOH & SCL licensing tracker
• Send reminders at 90 / 60 / 30 days prior to expiry
• Escalate expired or non-compliant licenses to:
• Medical Director
• Head of Clinical Operations
• HR Head

10. Committee & Program Support

• Support:
• Bi-Monthly Doctors’ Meetings
• Medication Safety Committee
• Pharmacy & Therapeutics Committee
• Provide required system data and coordination support

Skills & Knowledge Required:

Technical / Hard Skills

• Strong command of MS Office (Excel, Outlook, Word, PowerPoint)
• Data management and reporting
• System coordination and basic troubleshooting
• Documentation and record-keeping

Soft Skills

• Analytical and solution-driven
• Assertive with sound judgment
• Highly detail-oriented
• Strong stakeholder management
• Professional demeanor and teamwork
• Accountability and consistency

KPIs & Performance Objectives

• Timely and accurate system setup for new physicians
• 100% accuracy in schedule development and logging
• Zero preventable scheduling-related service disruptions
• Accurate physician visibility across all digital platforms
• Complete documentation of system actions
• Timely submission of required reports
• Proactive licensing compliance tracking

Behavioral Competencies Required

• Adhering to workplace standards, policies, and regulations
• Demonstrating teamwork spirit and professional collaboration
• Willing to go the extra mile and beyond the call of duty to ensure operational continuity
• Smoothly collaborating with stakeholders (internal and external) to deliver outputs aligned with departmental goals and objectives
• Demonstrating strong ownership and accountability for system accuracy and data integrity
• Maintaining clear, respectful, and proactive communication
• Demonstrating a solution-driven mindset under pressure

Essential Skills & Experience

• High school diploma required; bachelor’s degree preferred
• Minimum of 2–3 years’ experience in administrative or system-based roles
• Healthcare experience preferred
• Proficiency in spoken and written English
• Strong organizational and prioritization skills
• Ability to manage multiple stakeholders effectively