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.

Other Duties and Responsibilities

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

JOB REQUIREMENTS

Education:

• Sijil Pelajaran Malaysia (SPM) or other relevant qualifications.

Knowledge and Experiences:

• 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.

Skills & Competencies:

Special skills required

• Detail-oriented with a focus on accuracy.
• Proficiency in Microsoft Excel and PowerPoint.

Personal attributes

• 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.