Program Coordinator

The Program Coordinator - Patient Imaging & Medical Records is responsible for the day-to-day administration of patient imaging and medical records for the Operation Smile Philippines (OSP) Cebu Comprehensive Cleft Care Center of Excellence (COE). This position ensures the accurate and timely collection, processing, and management of patient images and digital records. The technician facilitates the flow of patient data to medical providers and staff, ensuring all programmatic needs are met and helping to strengthen the Center to meet its deliverables. This role reports directly to the Cebu COE Program Manager for Patient Services.

Essential Functions:

Imaging and Record Management

• Oversee day-to-day logistics of patient imaging, including scheduling, image acquisition, and operational flow for programmatic success at the Cebu COE.
• Support the operations team by ensuring all needs for staff, medical volunteers, and patients receiving care are met during the Center's operations.
• Prepare weekly and monthly reports, including data and metrics coordination, and support for medical records and Center data coordination.
• Maintain and update patient files for scheduled appointments; file study patient charts; file all patient data upon receipt of information; initiate records for new patients and create a computer index; prepare levels; maintain filing statistics; and audit filing sequences.
• Respond to requests for medical records; process letters and reports; and distribute lab reports, patient schedules, and other necessary documents, facilitating needs within the Center operations.
• Review medical records for completeness, assemble them into a standard order, and compile, verify, type, and file medical records of newly admitted patients.
• Facilitate special projects as needed.

Team Engagement and Operations

• Collaborate with all operations, education, and patient teams to ensure the smooth flow of program activities and daily resources, planning for potential needs and challenges.
• Represent Operation Smile Philippines and the Cebu COE to stakeholders visiting the COE, including government officials, NGOs, LGUs, community members, and patient caregivers.
• Actively identify and support improvements in operations that may impact the overall success of the Center. Exercise good judgment in escalating issues.
• Assist in leveraging functional and technical expertise from Operation Smile HQ and elsewhere to strengthen Center services within the Cebu COE.
• Actively engage in team goal setting, weekly meetings, and professional growth alongside the OSP team and Cebu COE.
• Build and maintain relationships with OSP staff, OSI leadership, and community groups.

Experience Required

• University degree (BA/BS) in a health-related field, information technology, business, or a related field.
• Two or more years of professional experience in a healthcare or clinic setting.
• Professional experience working with various stakeholders and partners is highly desirable.
• Work experience in an international NGO context is a plus.

Knowledge, Skills, and Abilities for Success

• High capability of building interpersonal relationships and effective communication skills.
• Proficiency in using the Microsoft Office Suite and other relevant software.
• Strong verbal and written communication skills in a business and multi-cultural context.
• Project management skills and a self-driven attitude with the capability to lead, problem-solve, and execute tasks independently.
• Proficiency in English and Visayan / Cebuano languages is mandatory.
• Experience with Electronic Medical Records (EMR) systems is essential.
• Ability to operate and maintain imaging equipment, ensuring image quality and patient safety.
• Attention to detail and accuracy when entering patient data.
• Knowledge of patient privacy laws and ethical guidelines for handling medical information.

To send your application, click the QUICK APPLY button or send your CV and cover letter to

Deadline of Applications: Sunday 21 December 2025