Vanessa Poon

Medical and Innovation Technology Department

Projects Management

• Assisted and directly reported to the Medical Director on various projects, including planning, coordinating, and executing events and initiatives to meet established timelines and objectives
• Acted as the liaison between the Medical Director and staff, departments, and external stakeholders, facilitating effective communication and collaboration

Office Management

• Maintained and organized confidential records, reports, and documentation in compliance with healthcare regulations and policies
• Provided high-level administrative assistance to the Medical Director and department, including calendar management, meeting scheduling, and correspondence preparation

Subject Officer of Research Office

• Provide comprehensive administrative and support for the execution of research trials, including the coordination and facilitation of clinical research services
• Established quality systems to monitor compliance with organizational policies, Good Clinical Practice (GCP), and applicable local and international guidelines and regulations
• Developed and maintained a centralized database to track and monitor all clinical research activities, ensuring the efficient operation of the committee.

Committee Serving

• Secretary of CREC, sustainability steering committee and Innovation lab steering committee
• Organized meetings and prepared agendas in collaboration with the Chair, ensuring effective documentation of meeting minutes and ensure committee adherence to governing requirements Handled all communication for the committee, serving as a reference point for the Chair and members
• Managed the workflow for submission approvals, summarized submissions in biannual reports, and conducted quality assurance reviews

Student Engagement Team

Office Management

• Ensure smooth operations of office and provide high-level administrative support to the team
• Assist in the due diligence check of applicant lists, files and records
• Ensure proper organization and accurate filing records on shared drive, and up to date record of database
• Prepare and distribute reports, presentations and other meeting materials
• Maintain and mange departmental calendar for team reference
• Collect and assist in analyze data to prepare audit and management reports in relation to admission figures, offer acceptances and conversion rates Outreach Activities
• Assist in university- and faculty-wide events and ceremony
• Communicate with schools/departments/central office related to admission matters, and provide assistance when necessary

Student Engagement

• At first point, walk- in enquires from prospective pre-admitted students, parents and general public, and respond to media enquires
• Handling enquires from students and the public to ensure effective communication, including phone calls and written correspondence
• Support the operation of undergraduate admissions

Interview Support and Scheduling

• Facilitate the process of admissions interview, resource allocation and assist in interview logistics
• Coordination with the interviewers and managing any scheduling conflicts
• Provide onsite support for admissions interviews

Quality, Safety & Risk Management Department

Data Analysis

• Manage and evaluation of confidential and sensitive data, give statistical analysis to support Senior Leader Team monthly reporting
• Quality indicators and high-risk procedures data analysis support to Value Driven Outcomes (VDO) corporate project
• Collect and analyse data and trends on aspects of quality, risk and safety and report findings that stimulate continuous improvements

Quality and safety enhancement and incident management

• Assisting with establish and foster relationships with staff to ensure quality is embedded within clinical practice and all organizational programs and activities
• Assisting with the development, enhancement and implementation of appropriate risk management policies, procedures and systems
• Assisting with develop, modify the development and organizations wide policies to meet the varying requirements of program areas
• Support Hospital Accreditation Scheme (The Australian Council of Healthcare Standards (ACHS)) processes

Committee Serving

• Secretary of OT committee, Endoscopy committee and Primary Care Workgroup - Supported administrative tasks and maintained event calendar for committee - Created and provided schedules, agendas, and minutes for all committee meetings
• Provide executive assistance to QSR departmental committees

Executive support to the department

• Overseas the office daily operations, covers finance matter, resource management, operational plans and calendar management
• Editorial support for hospital ‘Riskmatter'
• Assisting in clinical research with academic units

Medical Affairs & Physician Engagement Department

Hospital administrative support to senior management

• Personal assistant of Chief Medical Officer & Deputy Chief Medical Officer
• Perform a variety of administrative tasks for the CMO. Managed an extremely active calendar of appointments; completed expense reports; composed and prepared confidential correspondence and reports
• Assist in implementing and coordinating the policy and operational plans

Committee Serving

• Provide secretarial support to several committees, liaise with members, drafting agenda, meeting paper, presentation file and minutes, and taking up follow-up actions.

Management of academic programmes and development support

• Seminar, Symposium, conference and hospital events planning, resource allocation and collaborate with internal and external parties
• Liaise with academic stakeholders and as a coordinator to allocate several HKU MBBS programs / clinical attachment for medical students
• Coordinator of Continuing Medical Education (CME) program for healthcare professional
• Verify the expenditure and handle budgets matters.

Credentialing and recruitment support

• Processes for credentialing and defining the scope of clinical practice to support hospital recruiting healthcare professional
• Confirm the pre-employment review, verifying claimed work experience, additional training, references and employment history before issuing a contract or commencing immigration processes for healthcare professionals
• Involves delineating the extent of, and the limits to, an individual's clinical practice within a particular organization based on that individual's credentials, competence, performance and professional suitability, and the needs and the capability of the organization to support the individual's scope of clinical practice
• Process for re-credentialing health professionals that is as stringent as that followed for the initial credentialing
• Formalize the approval and monitoring processes of the new intervention or treatment

Executive support to the department

• Manage and update hospital Dr webpage and portal
• Administrative support to the Medical Board

Patient Relations and Engagement Department

• Handling public complaints, enquires or feedback
• Draft correspondence for managers
• Liaise, coordinate and prepare panel board meetings
• Handling incoming letters, faxes and emails to ensure timely handling of the cases received
• Assist to handle cases of Kowloon Central Cluster and miscellaneous cases