ASSISTANT, ADMISSION

KPJ Healthcare Berhad; Kajang; On-site; MYR 28,000 - 45,000; Full time

Job summary

KPJ Healthcare Berhad is seeking an Admission Assistant to manage patient admissions, verify identity and insurance, and ensure accurate data entry in the HIS, while maintaining PDPA compliance.

You will coordinate with doctors and nursing staff, counsel patients financially, monitor deposits, handle VIP/international cases, and support process improvements to reduce delays and improve service quality.

Qualifications

• 3+ years in hospital admissions or related area.
• Experience with Hospital Information Systems.
• Strong data entry and record-keeping abilities.
• Excellent communication with patients, families, and staff.
• Knowledge of PDPA and financial policy basics is preferred.

Responsibilities

• Manage patient admission process efficiently and ensure all required documents are collected.
• Verify patient identity, insurance coverage, and financial arrangements before admission.
• Ensure accurate data entry in the Hospital Information System (HIS) to maintain patient records.
• Coordinate with doctors, nurses, and other departments to ensure a smooth admission process.
• Handle special admission cases such as emergency admissions, VIP patients, and international patients (Health Tourism).

Skills

Attention to detail

Excellent communication skills

Data entry accuracy

Customer service orientation

Multitasking

Financial counseling

Education

Diploma in Business Administration, Healthcare Management

Tools

Hospital Information Systems (HIS)

Microsoft Office

Job description

The Admission Assistant is responsible for managing the patient admission process, ensuring accurate data entry, verifying financial and insurance details, and maintaining compliance with hospital policies. This role requires strong attention to detail, excellent communication skills, and the ability to handle patient inquiries professionally. The Admission Clerk also plays a critical role in financial counseling, outstanding deposit monitoring, and policy compliance.

2) JOB DESCRIPTION

• Manage patient admission process efficiently and ensure all required documents are collected.
• Verify patient identity, insurance coverage, and financial arrangements before admission.
• Ensure accurate data entry in the Hospital Information System (HIS) to maintain patient records.
• Coordinate with doctors, nurses, and other departments to ensure a smooth admission process.
• Handle special admission cases such as emergency admissions, VIP patients, and international patients (Health Tourism).

Financial Verification & Counseling

• Verify and obtain insurance eligibility and policy coverage before admission.
• Ensure financial counseling for patients regarding hospital charges, payment plans, and financial aid options.
• Monitor patient billing and outstanding payments to control financial risk.
• Handle top-up deposits and guarantee letter (GL) verification with insurance providers and corporate clients.
• Ensure compliance with financial policies when dealing with patient payment arrangements.
• Ensure compliance with hospital financial policies in verifying deposits and payment requirements.
• Maintain accurate financial records for billing and admission purposes.
• Ensure documentation complies with PDPA regulations to maintain patient confidentiality.

Compliance & Accreditation Standards

• Ensure compliance with ISO 9001:2015, Environmental Act, OHS Act, and hospital accreditation requirements.
• Participate in audits and implement corrective actions for compliance improvements.
• Ensure policies regarding patient rights and family support are followed at all times.
• Ensure adherence to the Baby Friendly Hospital Initiative (BFHI) policy.

Customer Service & Patient Relations

• Provide excellent customer service by assisting patients and families with admission-related inquiries.
• Liaise with doctors, nurses, and external parties to facilitate a smooth patient experience.
• Handle patient complaints professionally and elevate issues when necessary.
• Assist in managing patient flow to reduce waiting times and improve service efficiency.

Operational Support & Team Leadership

• Supervise and support junior admission clerks in their daily duties.
• Ensure the admission counter is always well-staffed and operational.
• Assist in implementing process improvements to enhance efficiency inpatient admissions.
• Monitor and report daily admission activities to the Head of Business Operation.

Decision-Making Authority

• Ensure financial clearance before patient admission.
• Handle escalated patient admission issues and coordinate resolutions with management.
• Approve minor exceptions in the admission process within hospital policies and guidelines.
• Ensure compliance with hospital financial policies when managing patient payments and outstanding bills.

Additional Responsibilities

• Participation in New Services – Actively support the implementation of new hospital services.
• General Duties – Perform any other relevant tasks assigned by the superior.
• Policy & Procedure Compliance – Follow all hospital financial policies, maintaining accurate records when required.
• Corrective Actions – Take prompt action to resolve compliance issues related to hospital standards and audits.
• Audit Performance – Ensure department compliance with internal and external audits.
• Data Protection – Maintain strict confidentiality of patient information, ensuring PDPA compliance.

3) JOB REQUIREMENT

• Preferred Diploma in Business Administration, Healthcare Management, or a related field.
• At least 3 years of experience with in-depth knowledge of hospital admission procedures.
• Experience working with Hospital Information Systems (HIS).
• Attention to Detail – Ensuring accurate patient registration, billing, and financial records.
• Communication Skills – Effectively interacting with patients, families, doctors, and hospital staff.
• Problem-Solving Skills – Addressing admission issues, insurance concerns, and financial disputes.
• Time Management & Multitasking – Handling multiple admissions efficiently in a fast-paced environment.
• Customer Service Orientation – Providing a positive and professional experience for patients.
• Financial & Insurance Knowledge – Understanding hospital billing, deposits, insurance verification, and guarantee letters.
• Leadership & Teamwork – Supervising junior clerks and collaborating with other departments.
• Ability to Work Under Pressure – Managing workload during peak hours and emergency admissions.
• Proficiency in Microsoft Office – Strong in Excel, Word, PowerPoint, and Outlook.

Performance Metrics & Expected Outcomes:

• Accuracy in patient data entry - 100% error-free admission records
• Timeliness of patient admission process - Reduce waiting times to within hospital KPIs
• Compliance with hospital policies - 100% adherence to regulations and standards
• Financial accuracy - Correct billing with minimal outstanding payments
• Patient satisfaction score - Achieve and maintain high satisfaction ratings
• Insurance verification efficiency - Ensure all insurance cases are verified within 30 minutes
• Response time to patient inquiries - Address all patient concerns within a 10-minute timeframe
• Audit compliance - Pass internal and external audits with minimal corrective actions

Special Skills Required:

• Hospital Information Systems (HIS) Experience – Managing patient records, financial details, and insurance processes.
• Regulatory Compliance Knowledge – Adhering to ISO 9001:2015, PDPA, OHS Act, and BFHI policies.
• Financial Counseling Expertise – Assisting patients with financial planning, top-up deposits, and payment support.
• Insurance & Billing Proficiency – Ensuring proper processing of GLs, insurance approvals, and outstanding payments.

Personal Attributes:

• Professional & Ethical – Handling confidential patient data responsibly.
• Adaptable & Flexible – Willing to work shifts, weekends, and public holidays.
• Empathetic & Patient-Focused – Ensuring patients feel supported and informed.
• Reliable & Responsible – Taking ownership of assigned tasks and maintaining accuracy.
• Team-Oriented – Working effectively with colleagues and healthcare professionals.

Unlock job insights

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Healthcare Services More than 10,000 employees

KPJ Healthcare Berhad is the leading provider of private healthcare services in Malaysia, with a history dating back to 1981 when it introduced the first private specialist hospital in Johor. The Group's core values of Safety, Courtesy, Integrity, Professionalism, and Continuous Improvement drive its integrated network of more than 29 specialist hospitals across Malaysia. Additionally, KPJ has expanded its presence internationally, with hospitals in Indonesia, Bangkok, and Bangladesh, as well as investments in retirement and age-care resorts in Australia and Malaysia.

KPJ's competitive advantage stems from its extensive reach and accessibility throughout the nation, offering a wide range of medical specialist services, some of which are pioneering in the country's healthcare industry. The company also excels in utilizing integrated technology to enhance patient care, including the adoption of Cloud Computing and continuous improvements to the KPJ Clinical Information System (KCIS). Furthermore, KPJ is exploring digitalized medical technology applications in areas such as E-Pharmacy, wearable technology, robotics, Artificial Intelligence (AI), and the Internet of Things (IoT).

With over three and a half decades of experience in hospital development and management, KPJ is built on strong fundamentals, positioning it well for the evolving healthcare industry. The company's health tourism segment has experienced significant growth through aggressive marketing strategies, expanding its footprint in various regions.

In addition to hospital-based care, KPJ has made strides in healthcare-related industries, particularly in KPJ Senior Living Care services and Healthcare Education, recognizing their potential for the future due to increasing consumer demand. KPJ hospitals have received recognition from accreditation bodies, ensuring the quality and safety of their services.

The company is committed to giving back to the community and has established a network of Klinik Wakaf An-Nur (KWAN) charity clinics and a Hospital Waqaf An-Nur (HWAN) to provide care to the underprivileged. With 18 KWAN clinics and five mobile clinics, KPJ's efforts have positively impacted over one million patients since 1998.

Overall, KPJ Healthcare Berhad's extensive network, commitment to innovation, and dedication to quality healthcare services and community outreach make it a prominent and trusted player in the private healthcare industry.

KPJ Healthcare Berhad is the leading provider of private healthcare services in Malaysia, with a history dating back to 1981 when it introduced the first private specialist hospital in Johor. The Group's core values of Safety, Courtesy, Integrity, Professionalism, and Continuous Improvement drive its integrated network of more than 29 specialist hospitals across Malaysia. Additionally, KPJ has expanded its presence internationally, with hospitals in Indonesia, Bangkok, and Bangladesh, as well as investments in retirement and age-care resorts in Australia and Malaysia.

KPJ's competitive advantage stems from its extensive reach and accessibility throughout the nation, offering a wide range of medical specialist services, some of which are pioneering in the country's healthcare industry. The company also excels in utilizing integrated technology to enhance patient care, including the adoption of Cloud Computing and continuous improvements to the KPJ Clinical Information System (KCIS). Furthermore, KPJ is exploring digitalized medical technology applications in areas such as E-Pharmacy, wearable technology, robotics, Artificial Intelligence (AI), and the Internet of Things (IoT).

With over three and a half decades of experience in hospital development and management, KPJ is built on strong fundamentals, positioning it well for the evolving healthcare industry. The company's health tourism segment has experienced significant growth through aggressive marketing strategies, expanding its footprint in various regions.

In addition to hospital-based care, KPJ has made strides in healthcare-related industries, particularly in KPJ Senior Living Care services and Healthcare Education, recognizing their potential for the future due to increasing consumer demand. KPJ hospitals have received recognition from accreditation bodies, ensuring the quality and safety of their services.

The company is committed to giving back to the community and has established a network of Klinik Wakaf An-Nur (KWAN) charity clinics and a Hospital Waqaf An-Nur (HWAN) to provide care to the underprivileged. With 18 KWAN clinics and five mobile clinics, KPJ's efforts have positively impacted over one million patients since 1998.

Overall, KPJ Healthcare Berhad's extensive network, commitment to innovation, and dedication to quality healthcare services and community outreach make it a prominent and trusted player in the private healthcare industry.