ASSISTANT, HEALTH INFORMATION MANAGEMENT SERVICES

KPJ Pahang Specialist Hospital; Pahang; On-site; MYR 36,000 - 60,000; Full time

Job summary

KPJ Healthcare Berhad is seeking a Records Archivist to manage the Electronic Medical Records Archive (EMRA), ensuring secure storage, accurate retrieval, and compliant disposal of patient information in line with MSQH/JCI standards, MOH requirements, and the PDPA 2010.

The role emphasizes data integrity, confidentiality, and proactive documentation, with collaboration to support clinicians and administrators in EMR access and continual improvements across KPJ facilities.

Responsibilities

• Sort, scanning and index patient medical records accurately into the EMR system.
• Check and verify scanned records are complete, legible, labeled, and retrievable for authorized use.
• Ensure data integrity controls to prevent duplication, loss, or misfiling of electronic medical records.
• Maintain and update documentation logs to track movement, status, and storage of medical records.
• File, process, and distribute complete scanned medical records accurately according to the hospital’s filing system and numbering sequence, and ensure secure storage.
• 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.
• Perform any other responsibilities assigned by immediate superior or hospital management.

Job description

To manage, maintain, and safeguard the hospital’s Electronic Medical Records Archive (EMRA), 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.

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.

KPJ Healthcare Berhad is founded on the vision of being the preferred healthcare provider in the region. We are focused on delivering world-class quality healthcare services throughout our regional footprint across 5 countries, namely Malaysia, Indonesia, Thailand, Bangladesh, and Australia. We are in search of remarkable people to join us in exploring and discovering better healthcare solutions together. Whether you are a student, a graduate, or an experienced professional, discover the impact you could make with a career at KPJ.