Medical Record Officer

Purpose of Role To manage the preparation and completion of patient reports, such as health screenings, medical examinations, and occupational health documents, and ensure they are sent to clients accurately and timely. The role involves maintaining proper archiving of reports and adhering to compliance standards, including the Personal Data Protection Act (PDPA), to ensure the secure and efficient handling of sensitive patient information. Primary Responsibilities and Duties: Accurately manage medical records through scanning, indexing, retrieval, processing, and delivery. Assist in the tracking, organization, and maintenance of medical records.

Ensure proper storage and archiving of medical records for easy retrieval and compliance with regulations.

Arrange the secure transfer of documents to respective clinics, patients, or stakeholders as required.

Provide administrative support for medical records management, including data entry and report preparation.

Collate all aspects of medical reports, verify completeness, and ensure accuracy before delivery.

Maintain continuity of work operations by documenting and communicating actions, irregularities, and follow-up needs.

Ensure strict compliance with PDPA by maintaining accuracy and privacy in report management and when sending reports to clients and handling of documents containing patient’s medical information.

Participate in on-site reports management for specific projects or assignments.

Retrieve medical records by following chart-out procedures and document reasons for any missing records.

Retrieve medical records for complaints management and tracing purposes as required.

Prepare health screening reports for review appointments or upon patient requests.

Liaise with other departments for results, reports, and follow-ups on pending cases to expedite processes.

Ensure all medical records and reports meet the company’s target turnaround times.

Assist in preparing documentation for examinations such as pre-employment examinations, work permits, VISA medicals and other form of medical examinations.

Supervise less experienced staff and provide guidance to address their learning needs.

Collate and prepare medical reports for corporate summaries or MOM reporting.

Follow up with relevant stakeholders to resolve outstanding issues as necessary.

Maintain effective communication and collaboration with patients, team members, and cross-departmental colleagues.

Adhere to the organization’s policies, procedures, and standard protocols.

Uphold service quality, ensuring compliance with infection control, safety standards, and operational guidelines.

Management of patients’ records in accordance with PDPA act

Carry out any additional tasks assigned by the Clinic Supervisor, Clinic Manager, Operations Executives, or Operations Manager.

Key Skills: Strong organizational and time management skills to handle multiple tasks effectively.

Attention to detail and accuracy in managing medical records and reports.

Proficiency in data management and tools such as Microsoft Office.

Knowledge of PDPA regulations and best practices for medical records management.

Excellent written and verbal communication skills.

Ability to work independently and as part of a team in a fast-paced environment.

Problem-solving skills and a proactive approach to work.

Qualifications: Minimum GCE “O” Levels,

At least 1–2 years of experience in medical records management or healthcare administration.

Experience in handling sensitive data and ensuring compliance with data protection standards

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