ASSISTANT, HEALTH INFORMATION MANAGEMENT SYSTEM

KPJ Seremban Specialist Hospital; Seremban; On-site; MYR 33,000 - 50,000; Full time

Job summary

KPJ Seremban Specialist Hospital in Seremban, Negeri Sembilan, seeks an organized Health Information Records Clerk to manage medical reports, EMR archive integration, and patient records.

You will support filing, MRN-based retrieval, and ensure compliance with PHFS Act 1998 & Regulations 2006, PDPA Act 2010, OSHA, and accreditation standards, while collaborating with hospital teams.

Qualifications

• Education: SPM preferable.
• Knowledge and Experiences: Familiarity with HIMS systems. Minimum of 2 years of experience in managing health information systems.
• Skills & Competencies: Strong communication and interpersonal skills. Ability to work independently and as part of a team. Knowledgeable and committed to job responsibilities. Critical thinking, problem-solving, and negotiation skills. Familiarity with medical record management, data entry, and medical report preparation. Ability to manage and prioritize tasks effectively under pressure.
• Personal attributes: Leadership, interpersonal, and communication skills; high integrity, patience, and attention to detail.

Responsibilities

• Assist in handling and preparing medical report applications, endorsements, and payments for medical reports and insurance claims.
• Manage retrieval, filing, issuing, and receiving of medical records related to medical report applications and endorsements.
• Support medico-legal requirements for the release of patient medical information.
• Ensure all hard-copy medical records are integrated with electronic medical records to maintain patient continuity of care.
• Prepare patient medical records for appointments, walk-ins, and authorized requests; manage distribution and collection daily.

Skills

Communication skills

Interpersonal skills

Teamwork

Leadership

Critical thinking

Organizational skills

Education

Sijil Pelajaran Malaysia (SPM)

Tools

HIMS systems

MRN system

Job description

Job Description:

ORGANIZATION AND MANAGEMENT

• Medical Report: Assist in handling and preparing medical report applications, endorsements, and payments for medical reports and insurance claims. Manage the retrieval, filing, issuing, and receiving of medical records related to medical report applications and endorsements. Support medico-legal requirements for the release of patient medical information.
• Electronic Medical Record Archive (EMRA): Ensure all hard-copy medical records are integrated with electronic medical records to maintain patient continuity of care. Verify the accuracy of hard-copy medical records and ensure their preparedness for authorized requests. File patient medical records from respective services using the Medical Record Number (MRN) system. Check the completeness of patient medical records from outpatient and inpatient services on a timely basis.
• Library: Prepare patient medical records for appointments, walk-ins, and authorized requests. Manage the distribution and collection of patient medical records on a daily basis. Oversee the creation, barcoding, color coding, and documentation of new, volume, and deceased medical records in manual books and the HITS system. Monitor the movement, location, and retention of patient medical records at all times.

HUMAN RESOURCE AND DEVELOPMENT

Actively participate in new services introduced by the hospital. Adhere to Standard People Practice (SPP) and carry out all 5S activities as directed by management.

POLICIES AND PROCEDURES

Ensure strict control of access to records and entry into the unit by authorized personnel only. Comply with the PHFS Act 1998 & Regulations 2006, and PDPA Act 2010. Manage new, volume, and deceased medical records, including creation, barcoding, color coding, and documentation in manual books and the HITS system.

FACILITIES AND EQUIPMENT

Maintain adequate stock levels of stationery and ensure equipment is in good working condition. Report any equipment breakdown promptly. Ensure the preparedness of patient medical records for authorized requests. Manage both physical and electronic medical records.

SAFETY AND QUALITY IMPROVEMENT ACTIVITIES

Participate actively in all quality improvement activities. Carry out duties as stipulated in the Occupational Safety and Health Act Regulations 1994 (OSHA). Ensure medical records are checked for completeness on a timely basis. Comply with all accreditation standards and regulations.

Job Requirement

• Education: Sijil Pelajaran Malaysia (SPM) preferable.
• Knowledge and Experiences: Familiarity with HIMS systems. Minimum of 2 years of experience in managing health information systems.
• Skills & Competencies: Special skills required Strong communication and interpersonal skills. Ability to work independently and as part of a team. Knowledgeable and committed to job responsibilities. Critical thinking, problem-solving, and negotiation skills. Familiarity with medical record management, data entry, and medical report preparation. Ability to manage and prioritize tasks effectively under pressure.
• Personal attributes: Good leadership, interpersonal, and communication skills. High integrity, patience, and attention to detail. Willingness to work scheduled hours, shifts, weekends, public holidays, and during emergencies.

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.