Medical Records & HIMS Coordinator

KPJ Selangor Specialist Hospital; Perlis; On-site; MYR 20,000 - 40,000; Full time

Job summary

KPJ Selangor Specialist Hospital is seeking a dedicated Medical Records Clerk to manage requests for medical reports, ensure proper authorisation and timely processing, and maintain strict confidentiality in line with MOH, MMC, MSQH/JCI standards and the PDPA 2010.

You will coordinate with clinicians and reception, verify documents, input data, and ensure accurate storage and retrieval of medical records for audits, wards, and A&E.

Qualifications

• 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.

Responsibilities

• Receive, verify, and process medical reports, medical board and copy of medical records requests.
• Check that applications have valid authorization, consent forms, identification, and payment proof.
• Liaise with clinic reception, doctors, and services to prepare and verify reports.
• Track pending reports to ensure timely completion and delivery.
• Enter charges or receive payments for report requests per hospital policies.
• Assist typing medical reports for consultants and ensure accuracy.
• Submit reports to authorized recipients after payment confirmation.
• Record all application details in manual and electronic systems.
• Ensure access controls are enforced for confidentiality.
• Guide patients and requestors on procedures and payments.
• Respond to inquiries from patients, lawyers, insurers, and government agencies.
• Scan, upload, and store reports in hospital systems.
• Retrieve patient records for clinics, wards, A&E, audits.
• Collect and return medical record folders with proper documentation.
• Process inpatient medical record documents per discharge checklist.
• Prepare records for walk-ins and upcoming appointments.
• Release medical records only to authorized personnel and maintain tracking logs.
• File and organize returned folders according to filing system.
• Repair damaged/ incomplete records and create new volume folders as needed.
• Identify duplicates and merge records per policy.

Skills

Attention to detail

Communication

Self-motivation

Education

SPM or equivalent

Tools

Microsoft Excel

PowerPoint

HIMS software

Job description

KPJ Selangor Specialist Hospital is seeking a dedicated Medical Records Clerk to manage requests for medical reports, ensure proper authorisation and timely processing, and maintain strict confidentiality in line with MOH, MMC, MSQH/JCI standards and the PDPA 2010.

You will coordinate with clinicians and reception, verify documents, input data, and ensure accurate storage and retrieval of medical records for audits, wards, and A&E.