Ruwayne October
Administration
Swellendam
Summary
Proven to enhance efficiency and patient satisfaction at the Department of Health, bring strong organizational skills and adeptness in records management. Leveraging data entry expertise and a knack for administrative support streamlined processes, significantly reducing wait times. Proactive approach and ability to prioritize tasks have consistently improved operational outcomes. Administration experienced in high-volume hospital environments and skilled in handling both administrative and patient-focused tasks. Good time management and problem-solving abilities, as well as advanced understanding of clerical needs and confidentiality requirements.
Overview
7
7
years of professional experience
2
2
Languages
Work History
Admissions
Department of Health
01.2024 - Current
- Registration of new patients on Clinicom
- Update patient information on Clinicom daily
- Requesting relevant documents from new patients such as, proof of address, medical aid card, proof of income, ID document, marriage certificate, sassa card etc
- Capturing EC & OPD visit on Clinicom daily
- Phone medical aids for correct medical aid member numbers and for medical aid payment statements
- Ensure availability of patient folder at all time
- Patient administration including admission and discharge of patients and liaise with all clients and ensure follow-up appointments on Clinicom system
- Update patient information on systems daily
- Record and collect patient statistics, daily, weekly and monthly
- Clinicom and other PGWC system computer duties such as folder and x-ray control
- Assets and ward stock order via LOGIS
- Effective support to the nursing and operational manager, supervisor and colleagues
- Maintain patient confidentiality on information
- Assess patients accurate and record data according the means test
- Filling of patient folders, lab results and documents daily
- Record keeping of folders, retrieving of patient folders, trace old folders and compile new folders and destruction of folders
- As main collector, I assured accurate cash collection, safekeeping and deposit of state money daily
- Compile WCA and RAF documents for third parties for payments daily
- Phone Hotline to report MVA & IOD hospital admissions and capture AFCT references on system (Assist)
- Capturing correct ICD10 Codes when doing deposal of patient’s files at the end of each visit
- Capture male, female, and maternity ward admissions on Clinicom
- Capturing discharges and do patient transfers to other hospitals or within the Hospital
- Checking that all ICD 10 coding are completed, and patients are admitted on Clinicom
- Printing of ward admissions report to validate if all patients are in ward as admitted on Clinicom
- Printing of admission list and ward list with diagnosis daily to check for new admissions at wards
- Capturing of different boarders and escorts and the discharges of it
- Ensure accurate assessment of patients according the means test and billing of patient accounts
- Relieve supervisor & admissions/medical records clerk when necessary
- Capture all rate changes and reallocation on Clinicom
- Manage the franking machine
- Collect, Scrutinize and distribute incoming post office mail daily
- Record keeping of folders, retrieving of patient’s folders, trace old folders and compile new folders and destruction of folder
- Proficient administrative and reception experience in a primary health care facility
- Perform front desk reception in a primary health care facility which includes greeting patient and/ or family in a friendly and professional manner, registration and capturing of patient’s information, obtaining registration information from patients, ensure that the information on PHCIS (Primary Health Care Information System) is correct
- Booking of transport for patient on Healthnet and Emergency IFT Booking System and book patients for follow-up appointments where necessary at health care facilities
- ART capturing on Tier.net and daily RMR data capturing on excel
- Answering and directing phone calls at the switchboard
- Assisting and preparing of folders for CDU outreaches at facilities
- Processing of applications such as photocopying of ID, pay slips, proof of address and stationery
- Collect, collate, verifying and recording information on application
- Collate, correct and checking and verifying the accuracy of facility data
- Filling of personal data, policies, regulations and circulars
- Recording, storing and retrieval of patient’s folders
- Archiving and disposal of records at sub district level
- Ensuring that patient folders are filled according numerically or alphabetically order and split folders to volumes thicker than 3cm
Asset Management Intern
Department of Health
10.2023 - Current
- Receiving of Log 1’s
- Procurement of assets via IPS
- Invite formal and informal price quotations
- Opening of new ledgers on BAS when necessary
- Capturing making sure the right SCOA code is used and processing of assets orders
- Receiving and labeling of assets
- Delivery of assets to end user
- Doing a quarterly asset count verification within the institution and balance adjustments
- Movement of assets internal (Bamv) and external (RCXO and Issuing)
- Labeling and re-labeling of stock or assets received
- Doing a monthly reporting on both major and minor assets Note 39 & Note 40 as well Bas & Logis Reporting
- Filing of Loss Control items
- Doing disposal on a quarterly basis for all redundant or obsolete items
- Requesting of Logis reports (BRRR)
- Filing of Reports IFS/ AFS
- Reception tasks giving assistance to supplier’s re-enquiries of IPS events, orders, general enquiries and provides support regarding meetings
- Ensure compliance and control is always adhered to as stipulated in the SCM policies and practices
Procurement
Department of Health
03.2023 - Current
- Receiving of signed log 1’s from end users
- Ensure copies of log 1’s is made and filed to avoid future duplications
- Distinguish if its buy-out or contract requests
- Buy-Out request for buy-out form approval
- Holding of site meetings if necessary
- Uploading, downloading event on IPS and attaching appropriate documents for compliance of the batch and prepare for Quotation Committee Meeting
- Invite formal and informal price quotations
- Capturing making sure the right SCOA code is used, processing of orders and filing in 0- 9 file
- Doing follow ups on outstanding orders
- Receiving of orders ensuring it’s the right order number, item and quantity
- Labeling of assets and deliver to end user
- Preparing batch for payment process
- Reception tasks giving assistance to supplier’s re-enquiries of IPS events, orders, general enquiries and provides support regarding meetings
- Ensure compliance and control is always adhered to as stipulated in the SCM policies and practices
- Responsible for the receiving of stock, counting and packing from suppliers to the warehouse
- Labelling and re-labeling of stock (Bar-coding)
- Issuing and moving of stock from warehouse to the store to be displayed
- Responsible for displaying stock on shelves using the FIFO method
- Responsible for storage/safekeeping of stock
- Assist with stock taking - counting
- Placing orders for stock needed
- Updating stores stock on the control sheet
- Keeping track of stock levels always
- Assist customers(end-users) with stock information
- Responsible for cleaning department
- Ensure compliance and control is always adhered to
- Report on discrepancies
- Rendering in-house training to new appointees
- Double checking of expiry dates
- Capturing of Log1’s and Issue Voucher
- Issue, receive, capture and ensure safekeeping of stock
- Compile source documents in preparation of payment
- Effective and efficient handling and control of orders and SR’s, RC’s
- Preparation of Stock Spreadsheets for vetting meeting (STORE ITEMS)
- Requesting of Logis reports (BRRR)
- Uploading and downloading information (IPS)
- Reception tasks giving assistance to supplier’s re-enquiries of IPS events, orders, general enquiries and provides support regarding meetings
- Ensure compliance and control is always adhered to as stipulated in the SCM policies and practices
Program Facilitator
CAP SWELLENDAM
01.2022 - 03.2023
- Fundraised for materials and activities to foster positive and supportive environments for participants
- Organized supplementary materials such as handouts, slides, and case studies to complement core program offerings for a comprehensive learning experience
- Identified areas in need of improvement and implemented solutions
- Planned and facilitated workshops in accordance with curricula, employing varied methods to maximize attendance
- Planned special events for program participants based on changing needs, times of year, and availability
- Collected data on program efficacy through data analysis and implemented solutions for improvement
- Provided leadership for program workers and attendees, guiding day-to-day activities and facilitating environment
- Facilitated dialogue between participants, family and program workers to provide best possible program and individualized program
- Monitored field trips and special events to maintain safety and increase attendee retention
- Supported students and individuals with issues, liaising between participants, families, and program executives about needs
- Advocated for program participants in program, outlining cases and needs to program executives
- Implemented time management strategies within sessions to cover all relevant topics effectively while adhering to schedule constraints closely
- Provided ongoing support to participants beyond the duration of the program, reinforcing key learnings through follow-up resources and check-ins as necessary
- Coordinated event logistics such as room setup, equipment management, and registration processes to ensure smooth operation of each session offering
- Assisted management in optimizing program content for improved participant satisfaction and learning outcomes
- Mentored junior facilitators on best practices for effective content delivery techniques and audience engagement tactics
- Tailored presentation styles to accommodate diverse learner preferences, resulting in greater participant satisfaction rates overall
- Contributed to the ongoing development of future program offerings by identifying areas for growth or expansion in response to participant feedback and market demand
- Monitored participant progress throughout the program, adjusting content delivery as needed to ensure optimal comprehension levels were achieved
- Developed comprehensive program materials that facilitated insightful conversations, promoting increased knowledge retention among participants
- Enhanced participant engagement by incorporating interactive activities and group discussions in program sessions
- Collaborated with fellow facilitators to create a cohesive and consistent experience across all program offerings
Library Assistant
Department of Education
01.2019 - 01.2022
- Collected fees, fines and donations for balanced library finances
- Organized library shelves, materials and equipment in clear, alphabetized order
- Located library materials, resources and technologies to fulfill patron requests
- Supported community engagement initiatives by coordinating successful library events and programs for patrons of all ages
- Answered patron questions in-person or by phone regarding library services and resources
- Facilitated positive learning environments with effective supervision during study sessions, computer usage, and library visits
- Enhanced patron experience by providing efficient and courteous customer service at the circulation desk
- Handled check-in and check-out process of library books and materials at circulation desk
- Served as a reliable point of contact for patrons needing technical support with computers, printers, or other equipment
- Assisted patrons with printing and copying according to personalized requirements
- Ensured timely access to resources by efficiently processing incoming books, periodicals, and multimedia items
- Developed library displays and implemented innovative outreach activities for improved community engagement
- Maintained secure environment by monitoring visitors at front desk
- Processed library card applications and maintained patron records with accurate contact information
- Helped children select appropriate reading level library books
- Contributed to the library’s overall mission by performing additional tasks or responsibilities as assigned, adapting quickly to new challenges and demands
- Promoted a culture of continuous improvement within the library staff by participating in ongoing professional development opportunities
- Compiled and submitted library activity and performance reports for improved insight
- Monitored library environments to maintain safe, hazard-free settings
- Contributed to a welcoming atmosphere by maintaining clean, safe, and inviting spaces within the library premises
- Streamlined library operations by assisting in the accurate cataloging and organization of materials
- Provided valuable research assistance to patrons seeking information or guidance on various topics
- Enabled better decision-making among librarians through regular tracking of circulation statistics and user trends data generation
- Answered questions from patrons and helped to find desired materials
Education
Some College - Education
Stadio
Cape Town, South Africa09.2025
No Degree - Financial Planning
University of Cape Town
Cape Town, South Africa12.2020
No Degree - Water And Waste Water Treatment Process Control
Boland College
Caledon, South Africa11.2019
Skills
- Data Entry
- Strong Organization
- Paperwork coordination
- Document coordination
- Reception Management
- Patient records
- Task Delegation
- Administrative Support
- Work Prioritization
- Records Management
- Records Maintenance
Timeline
Admissions
Department of Health
01.2024 - Current
Asset Management Intern
Department of Health
10.2023 - Current
Procurement
Department of Health
03.2023 - Current
Program Facilitator
CAP SWELLENDAM
01.2022 - 03.2023
Library Assistant
Department of Education
01.2019 - 01.2022
Some College - Education
Stadio
No Degree - Financial Planning
University of Cape Town
No Degree - Water And Waste Water Treatment Process Control
Boland College
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