About this role
Job Description:
ORGANIZATION AND MANAGEMENT
i. Medical Report
• Assist in handling and preparing medical report applications, endorsements, and payments for medical reports and insurance claims.
• Manage the retrieval, filing, issuing, and receiving of medical records related to medical report applications and endorsements.
• Support medico-legal requirements for the release of patient medical information.
ii. Electronic Medical Record Archive (EMRA)
• Ensure all hard-copy medical records are integrated with electronic medical records to maintain patient continuity of care.
• Verify the accuracy of hard-copy medical records and ensure their preparedness for authorized requests.
• File patient medical records from respective services using the Medical Record Number (MRN) system.
• Check the completeness of patient medical records from outpatient and inpatient services on a timely basis.
iii. Library
• Prepare patient medical records for appointments, walk-ins, and authorized requests.
• Manage the distribution and collection of patient medical records on a daily basis.
• Oversee the creation, barcoding, color coding, and documentation of new, volume, and deceased medical records in manual books and the HITS system.
• Monitor the movement, location, and retention of patient medical records at all times.
2) HUMAN RESOURCE AND DEVELOPMENT
• Actively participate in new services introduced by the hospital.
• Adhere to Standard People Practice (SPP) and carry out all 5S activities as directed by management.
3) POLICIES AND PROCEDURES
• Ensure strict control of access to records and entry into the unit by authorized personnel only.
• Comply with the PHFS Act 1998 & Regulations 2006, and PDPA Act 2010.
• Manage new, volume, and deceased medical records, including creation, barcoding, color coding, and documentation in manual books and the HITS system.
4) FACILITIES AND EQUIPMENT
• Maintain adequate stock levels of stationery and ensure equipment is in good working condition.
• Report any equipment breakdown promptly.
• Ensure the preparedness of patient medical records for authorized requests.
• Manage both physical and electronic medical records.
5) SAFETY AND QUALITY IMPROVEMENT ACTIVITIES
• Participate actively in all quality improvement activities.
• Carry out duties as stipulated in the Occupational Safety and Health Act Regulations 1994 (OSHA).
• Ensure medical records are checked for completeness on a timely basis.
• Comply with all accreditation standards and regulations.
Job Requirement:
Education:
• Sijil Pelajaran Malaysia (SPM) preferable.
Knowledge and Experiences:
• Familiarity with HIMS systems.
• Minimum of 2 years of experience in managing health information systems.
Skills & Competencies:
Special skills required
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Knowledgeable and committed to job responsibilities.
• Critical thinking, problem-solving, and negotiation skills.
• Familiarity with medical record management, data entry, and medical report preparation.
• Ability to manage and prioritize tasks effectively under pressure
Personal attributes
• Good leadership, interpersonal, and communication skills.
• High integrity, patience, and attention to detail.
• Willingness to work scheduled hours, shifts, weekends, public holidays, and during emergencies.