About this role
GENERAL DESCRIPTION
To manage, maintain, and safeguard the hospital’s Electronic Medical Records Archive (EMRA) archive, ensuring accurate, secure, and compliant storage, retrieval, and disposal of patient information in accordance with hospital policies, MSQH / JCI standards, MOH requirements, and the Personal Data Protection Act (PDPA) 2010.
JOB DESCRIPTION
Main Responsibilities
- Sort, scanning and index patient medical records accurately into the Electronic Medical Record (EMR) system in accordance with established standards and timelines.
- Check and verify that all scanned records are complete, legible, properly labeled, and retrievable for authorized clinical or administrative use.
- Ensure and implement data integrity controls to prevent duplication, loss, or misfiling of electronic medical records.
- Maintain and update documentation logs to track the movement, status, and storage of medical records using the hospital’s approved tracking system.
- File, process, and distribute complete scanned medical records accurately according to the hospital’s filing system and numbering sequence, and ensure secure storage in the hospital library or designated outsourced facility.
- Provide support to healthcare providers on the retrieval, review, and access of EMR documentation.
- Safeguard and enforce strict confidentiality and access control to electronic medical records, ensuring only authorized users may retrieve or modify data.
- Conduct regular audits on EMR accuracy, completeness, and compliance, and submit findings to Head, HIMS for management review.
Other Duties and Responsibilities
- Perform any other responsibilities assigned by immediate superior or hospital management.
JOB REQUIREMENT
Education
- Sijil Pelajaran Malaysia (SPM) or other relevant qualifications.
Knowledge and Experiences
- Preferably at least 1 - 2 years of experience from any established medical organization.
- Familiarity working in HIMS / medical records
- Experience of electronic medical records / hospital information system (HIS).
- Computer literacy and comfort with digital records management.
Skills & Competencies
Special skills required
- Strong analytical and problem-solving skills.
- Detail-oriented with a focus on accuracy.
- Effective project management skills to handle multiple tasks simultaneously.
- Proficiency in Microsoft Excel and PowerPoint
Personal attributes
- Results-oriented mindset, with the ability to work under pressure to meet deadlines.
- Self-motivated and able to work independently.
- Strong ethics and integrity.
- Openness to learning and adapting to change.
- A collaborative and team-oriented approach.