Unit: Document Registration Unit
Job Title: Document Registration Officer
Supervisor and Higher-Level Supervisors: Deputy Manager of Administrative and Financial Affairs or Administrative and Financial Affairs Unit Supervisor / Manager of Administrative and Financial Affairs / Chief Physician
Delegation of Duties: Another Document Registration Officer Purpose (Definition) of the Job: To carry out all internal and external correspondence tasks and transactions through the document management automation system, working with a team spirit based on solidarity and ethical principles.
Authorities
In carrying out the defined duties, authorities, and professional responsibilities, they are obliged to execute the tasks assigned by their higher-level supervisors in accordance with existing laws, regulations, and current legislation. While performing their duties, they must comply with the ethical behavioral principles specified in the regulation regarding the ethical behavioral principles of public officials and application procedures and principles.
Basic Duties and Responsibilities
Receives physical documents and their attachments coming from institutions not affiliated with the Ministry of Health by checking them, scans them into the DYS (Document Management System), assigns a document number, and registers them into the system.
Checks whether the physical attachments of the documents sent to the institution via DYS have arrived. If the physical documents in question have not arrived, contacts the relevant units to ensure the deficiencies are resolved.
Forwards the documents registered in DYS to the Administrative and Financial Affairs Unit Supervisor responsible for the Document Registration Unit via DYS for distribution.
Tracks the documents forwarded to the relevant units and employees via DYS by the Administrative and Financial Affairs Unit Supervisor.
Records the physical copies of the tracked documents in the Internal Handover/Log Book and delivers them to the relevant units and employees in exchange for a signature.
Forwards the official letters written via DYS by all units and requiring distribution via DYS to the relevant units and institutions after they are signed by the hospital chief physician.
Implementing and ensuring the implementation of the policies, procedures, processes, and plans determined by the institution within their unit.
Taking a role in carrying out activities within the scope of Health Quality Standards, efficiency, and Patient and Employee Safety practices.
Reporting any near-miss or actual adverse events related to the safety of patients and employees via the Adverse Event Reporting System over the HBIS (Hospital Information Management System).
Fulfilling the tasks assigned by the administration.
Ethical Principles
Carries an awareness of public service and serving the public in the fulfillment of their duty.
Complies with service standards.
Shows commitment to the purpose and mission.
Acts honestly and impartially.
Complies with the principles of respectability, trust, and courtesy.
Follows the necessary procedures regarding notification to authorized bodies.
Avoids conflicts of interest.
Does not use their duties and authorities for personal gain.
Complies with the ban on accepting gifts and gaining benefits.
Avoids wastefulness in the use of public goods and resources.
Avoids binding statements and false declarations.
Complies with the accountability responsibility of managers.
Submits a declaration of wealth.
Procedure to Follow in Case of Conflict in the Distribution of Duties
In the event of a conflict in the distribution of duties, a meeting is held with the Unit Supervisor / Deputy Manager of Administrative and Financial Affairs. If the issue cannot be resolved, it is discussed with the Manager of Administrative and Financial Affairs.
Legal Basis
Regulation on the Improvement and Evaluation of Quality in Health (Dated 27.06.2015 and numbered 29399), Regulation on the Job and Duty Deions of Healthcare Professionals and Other Professionals Working in Healthcare Services (May 2, 2014), Directive on the On-Site Evaluation of the Efficiency of Health Facilities Affiliated with the Ministry of Health, Regulation on the Ethical Behavioral Principles of Public Officials and Application Procedures and Principles.
12 Haziran 2026