ASSISTANT, HEALTH INFORMATION MANAGEMENT SYSTEM

1) GENERAL DESCRIPTION

Responsible for supporting the daily operations of the Health Information Management Services (HIMS) Services by ensuring the accurate management, maintenance, retrieval, filing, and confidentiality of patient medical records and related healthcare information.  The HIMS Assistant plays an important role in ensuring the availability, integrity, and security of patient information while maintaining compliance with hospital policies, MSQH standards, PDPA requirements, and other regulatory requirements.

2) JOB DESCRIPTION

Main Responsibilities

• Assist in the processing of medical reports, medical records requests, clinical documentation management, data entry, scanning, indexing, and statistical reporting activities.

• Retrieve, file, sort, and maintain patient medical records accurately and efficiently.

• Ensure medical records are properly assembled, organized, and available when required.

• Monitor the movement and tracking of medical records to prevent loss or misfiling.

• Assist in record retention, storage, and disposal activities in accordance with hospital policies.

• Receive and process applications for medical reports and medical records requests.

• Verify supporting documents and ensure completeness of application requirements.

• Monitor and follow up on medical report requests to ensure compliance with turnaround time targets.

• Coordinate with consultants and relevant departments regarding pending reports.

• Scan, upload, index, and verify documents in the hospital information system.

• Ensure electronic records are complete, accurate, and easily retrievable.

• Report any system-related issues affecting medical record management.

• Assist in compiling patient statistics and departmental reports.

• Assist in maintaining data accuracy for reporting purposes.

• Always maintain strict confidentiality of patient information.

• Ensure medical records and patient data are only released in accordance with hospital policies and authorized procedures.

• Comply with PDPA requirements and hospital information governance policies.

• Adhere to departmental Standard Operating Procedures (SOPs), work instructions, and hospital policies.

• Participate in quality improvement activities, audits, and accreditation exercises.

• Report incidents, errors, or non-compliance related to medical records management.

• Support the department in achieving quality objectives and key performance indicators (KPIs).

• Respond professionally to inquiries from patients, consultants, insurance companies, employers, and other authorized parties.

• Provide assistance regarding medical report applications, medical records requests, and related services.

• Ensure customer requests are handled promptly and courteously.

• Gather, collect, and dispatch the external form from the nearest JPN branch within the stipulated time.

• Indent and collect the external form from the nearest JPN branch to ensure availability.

• Liaise and communicate with medical practitioners to clarify incomplete, uncertain, or unclear documentation in patient medical records.

• Liaise with consultants, clinical departments, insurance companies, legal firms, government agencies, and external stakeholders regarding HIMS-related matters.

Other Duties and Responsibilities  

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

3) JOB REQUIREMENT

• Diploma in healthcare management or related field.

• SPM holders with relevant healthcare administrative experience may be considered.

• Certified Clinical Coder or equivalent credential preferred.
• Minimum 1–2 years of experience in healthcare administration, medical records, or hospital operations is an advantage.

• Fresh graduates are encouraged to apply.

• Knowledge of PDPA and International Classification Diseases (ICD 10 & ICD 11).

• Familiarity working in HIMS / medical records.
• Strong analytical and problem-solving skills.

• 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.