ASSISTANT, HEALTH INFORMATION MANAGEMENT SYSTEM

KPJ Healthcare Berhad; Kuala Lumpur; On-site; MYR 20,000 - 33,000; Full time

Job summary

KPJ Healthcare Berhad is seeking an Assistant, Health Information Management System to manage and process requests for medical reports in a timely, accurate, and confidential manner, ensuring compliance with hospital policies, MOH, MMC, MSQH/JCI standards, and PDPA.

Key duties include receiving, verifying, and processing requests from patients and external parties; ensuring complete applications; coordinating with clinicians and service units; and maintaining secure storage and retrieval of

Qualifications

• Familiarity with PDPA 2010 and confidentiality practices.
• Detail-oriented with a focus on accuracy and timeliness.
• Proficiency in Microsoft Excel and PowerPoint for reporting.

Responsibilities

• Receive, verify, and process medical reports requests from patients, insurers, lawyers, and agencies.
• Ensure applications have valid authorization, forms, and payment proof before processing.
• Coordinate with clinicians and reception to prepare and verify reports.
• Store, retrieve, and track medical records securely and efficiently.

Skills

Detail-oriented

Team-oriented

Self-motivated

Education

SPM or equivalent

Tools

Microsoft Excel

Microsoft PowerPoint

Job description

ASSISTANT, HEALTH INFORMATION MANAGEMENT SYSTEM

To manage and process all requests for medical reports ina timely,accurate, and confidential manner, ensuring compliance with hospital policies, Ministry of Health (MOH), Malaysian Medical Council (MMC), MSQH /JCI standards, and the Personal Data Protection Act (PDPA) 2010.

2) JOB DESCRIPTION

Main Responsibilities

Receive, verify, and processmedical reports, medical board and copy of medical records requests from patients, next-of-kin, insurers, lawyers, and external agenciesin accordance withhospital policies and procedures.

Check and ensurethat all applications are complete with valid authorization, consent forms, identification documents, and proof of payment before processing.

Liaise and coordinatewith clinicreceptionist, doctors, and relevantservicestofacilitatethe preparation, completion, verification, and approval of medical reports.

Track, arrange, and follow upon pending medical reports to ensuretimelycompletion and delivery within timelines given.

Assistin enteringcharges or receive payments for medical reports, medical board and copy of medical records requestsin accordance withhospital policies and procedures (If applicable).

Assisttyping medical report for consultants (if applicable) and ensure that all medical reports prepared by Consultants, Medical Officers, or ad hoc personnel are processed promptly and typed accurately with minimal errors.

Submit and distributecompleted medical reports to clinicsreceptionistor authorized recipients after confirming payment and monitor collection or delivery status.

Gather, record, and updateall application details, including request type, payment status, processing timelines, and report completion dates, in both manual and electronic systems.

Ensure and enforcethat only authorized personnel arepermittedto access, view, or collect medical reports, in compliance with confidentiality policies.

Provide guidance andassistanceto patients, next-of-kin, and authorized requestorsregardingmedical report procedures, requirements, and payment processes.

Respond promptly and professionallyto inquiries from patients, legal firms, insurance companies, and government agenciesregardingmedical report requests.

Scan, upload, andoperatehospital systems to ensure completed medical reports are accurately stored and easily retrievable by authorized users.

Retrieve and providepatient medical records folder upon requests via phone call or system for clinics, wards, Accident & Emergency (A&E), audits, or other authorized purposes.

Collect, process, and returnmedical record folders from wards and clinics, ensuring all movements are accurately documented and tracked.

Receive, verify, and process inpatient medical record documents to ensure completeness and compliance with the discharge checklist.

Trace, prepare, and checkmedical record folders for walk-in patients and upcoming appointments to ensure readiness for clinical use.

Issue and releasemedical records folder only to authorized personnel andmaintainand collateaccuratetracking logs (manual or electronic) for all medical records folder movements.

File, arrange, andmaintainreturned medical record folders accurately according to the hospital’s approved filing system and numbering sequence.

Repair and processdamaged, incomplete, or soiled records, andproducenew volume folders for bulky patient files asrequired.

Identifyduplicate medical records and ensure the merging process is accurately executed and fully completedin accordance withhospital policies and data integrity standards.

Ensure and checkthat all medical records are stored securely and neatly under proper environmental conditions (clean, dry, and pest-free) and ensure maintenance of facilities in a proper condition.

Assistand liaisewith staff inlocatingor retrieving missing or misfiled medical records folder and promptlyreport and evaluatecases of loss or damage to the Head of HIMS.

Other Duties and Responsibilities

Perform any other responsibilities assigned by immediate superior or hospital management.

3) JOB REQUIREMENT

Sijil Pelajaran Malaysia (SPM) or other relevant qualifications.

Preferablyat least1 - 5 years of experience from any established medical organization.

Preferablyexperience in hospital administration or medical records.

Familiarity ofworking in HIMS / medical records.

Familiarity with medical terminology and hospital documentation processes.

Knowledge of PDPA 2010 and confidentiality practices.

Detail-oriented with a focus on accuracy.

Proficiencyin Microsoft Excel and PowerPoint.

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.

Unlock job insights

Hirer responsiveness Salary match Number of applicants

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.