ASSISTANT, HEALTH INFORMATION MANAGEMENT SYSTEM

KPJ Perlis Specialist Hospital; Malaysia; On-site; MYR 28,000 - 50,000; Full time

Job summary

KPJ Perlis Specialist Hospital is seeking a dedicated Medical Records Administrator to manage and process requests for medical reports and copies of records, ensuring compliance with MOH, MMC, MSQH/JCI, and PDPA 2010.

You will verify authorizations, coordinate with clinics and doctors, ensure timely completion, manage payments, and maintain secure filing while guiding patients and authorized requestors through procedures.

Qualifications

• SPM or equivalent qualifications.
• 1–5 years experience in a medical organization.
• Experience in hospital administration or medical records.
• Familiarity with HIMS / medical records.
• Familiarity with PDPA 2010 and confidentiality practices.
• Proficiency in Microsoft Excel and PowerPoint.
• Detail-oriented with accuracy.
• Ability to work under pressure to meet deadlines.
• Self-motivated and able to work independently.
• Collaborative and team-oriented.

Responsibilities

• Receive, verify, and process medical reports and records requests.
• Liaise with clinics, doctors, and services to prepare and verify reports.
• Track pending reports to ensure timely completion and delivery.
• Enter charges or process payments for reports and records requests.
• Assist typing medical reports for consultants when applicable.
• Ensure access control and confidentiality for all records.
• Maintain accurate tracking logs for all movements of records.

Skills

Attention to detail

Independence

Teamwork

Adaptability

Integrity

Learning mindset

Education

SPM or equivalent qualifications

Tools

Microsoft Excel

Microsoft PowerPoint

Job description

GENERAL DESCRIPTION

To manage and process all requests for medical reports in a 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.

JOB DESCRIPTION

Main Responsibilities Receive, verify, and process medical reports, medical board and copy of medical records requests from patients, next-of-kin, insurers, lawyers, and external agencies in accordance with hospital policies and procedures. Check and ensure that all applications are complete with valid authorization, consent forms, identification documents, and proof of payment before processing. Liaise and coordinate with clinic receptionist, doctors, and relevant services to facilitate the preparation, completion, verification, and approval of medical reports. Track, arrange, and follow up on pending medical reports to ensure timely completion and delivery within timelines given. Assist in entering charges or receive payments for medical reports, medical board and copy of medical records requests in accordance with hospital policies and procedures (If applicable). Assist typing 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 distribute completed medical reports to clinics receptionist or authorized recipients after confirming payment and monitor collection or delivery status. Gather, record, and update all application details, including request type, payment status, processing timelines, and report completion dates, in both manual and electronic systems. Ensure and enforce that only authorized personnel are permitted to access, view, or collect medical reports, in compliance with confidentiality policies. Provide guidance and assistance to patients, next-of-kin, and authorized requestors regarding medical report procedures, requirements, and payment processes. Respond promptly and professionally to inquiries from patients, legal firms, insurance companies, and government agencies regarding medical report requests. Scan, upload, and operate hospital systems to ensure completed medical reports are accurately stored and easily retrievable by authorized users. Retrieve and provide patient 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 return medical 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 check medical record folders for walk-in patients and upcoming appointments to ensure readiness for clinical use. Issue and release medical records folder only to authorized personnel and maintain and collate accurate tracking logs (manual or electronic) for all medical records folder movements. File, arrange, and maintain returned medical record folders accurately according to the hospital’s approved filing system and numbering sequence. Repair and process damaged, incomplete, or soiled records, and produce new volume folders for bulky patient files as required. Identify duplicate medical records and ensure the merging process is accurately executed and fully completed in accordance with hospital policies and data integrity standards. Ensure and check that 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. Assist and liaise with staff in locating or retrieving missing or misfiled medical records folder and promptly report and evaluate cases of loss or damage to the Head of HIMS. Other Duties and Responsibilities Perform any other responsibilities assigned by immediate superior or hospital management.

JOB REQUIREMENT

• Sijil Pelajaran Malaysia (SPM) or other relevant qualifications.
• Preferably at least 1 - 5 years of experience from any established medical organization.
• Preferably experience in hospital administration or medical records.
• Familiarity of working 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.
• Proficiency in 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.

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.