ASSISTANT, HEALTH INFORMATION MANAGEMENT SYSTEM

• Retrieve and provide patient medical records notes upon requests via phone call or system for clinics, wards, Accident & Emergency (A&E), audits, or other authorized purposes.

• Process, and received medical record notes 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.

• Issue and release medical records notes only to authorized personnel and maintain and collate accurate tracking logs (manual or electronic) for all medical records notes movements.

• File, arrange, scan, index and maintain returned medical record notes accurately.

• 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 notes and promptly report and evaluate cases of loss or damage to the Head of HIMS.

• Gather and distribute reports on notification of infectious diseases to the MOH via email / fax or through the e-Notification system within the stipulated time (if applicable)

• 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.

• Assist in assigning ICD and external cause code / procedure codes for all inpatient cases based on discharge diagnoses, in accordance with ICD regulations for statistical and reporting purposes.

• Liaise with Information Technology (IT) services for change request via the system to register new ICD code in the system.

Requirements: