Assistant Manager, Medical Records

Responsible for leading and monitoring daily Medical Records operations and projects by driving continuous quality improvement in compliance with statutory regulations, legislation, and accreditation requirements. Ensure Medical Records staff and users comply with hospital policies and procedures, thereby achieving the department’s goals.

Responsible for maintaining and securing all written and electronic medical records, ensuring that information contained in the record is complete, accurate, and only available to authorized personnel. Ensure effective, efficient, and responsive day-to-day health records management service delivery, including timely completion of medical reports and insurance, correct arrangement and filing of patient records, ICD 10 and procedure coding, and notification of communicable diseases in compliance with MOH and legislative requirements.

Core Duties

• Ensure effective and efficient day-to-day health records management service by ensuring adequate staff and supplies, conducting regular meetings, and leading process improvement initiatives.
• Plan, coordinate, and conduct audits on compliance with medical record policies; collaborate with stakeholders and execute actions to close gaps to improve performance, compliance, and service standards.
• Communicate department performance indicators and monitoring metrics to staff, such as Turnaround Time on retrieving ad hoc requests, appointment folder preparation, filing and coding completion, and notification of communicable diseases within predefined standards.
• Monitor operational costs (e.g., OT claims and casual wages) and external vendor agreements (tenancy, records management, etc.), providing monthly inventory reports and analysis to HODs to ensure smooth running of the department.
• Develop in-house work manuals, training programs, and materials, and evaluate the technical competencies of staff.
• Work closely with doctors and relevant stakeholders to improve compliance with medical record handling, policies and procedures, documentation, and reporting to healthcare authorities.
• Investigate and review e-incidents and customer complaints, implementing corrective and preventive actions to mitigate risks and comply with required standards.

Qualification & Requirements

• Degree in Health Information Management / Record Management, or equivalent.
• Trained in ICD-10 disease classification and procedure coding, gained via related degree/diploma education or training certification.
• Generally, would have acquired up to 3 years of working experience in Medical Records department services, with up to 1 year at an increasingly responsible executive level position and supervisory experience in a hospital setting.
• Extensive knowledge of the overall functions and processes of medical records department services, quality improvement, and staffing.
• Working knowledge of disease notifications and mandatory reporting requirements, birth and death registrations, MOH and legislative requirements, efficient medical folder and document filing and archiving systems, and use of electronic or computerized systems.
• Working knowledge of requirements for medical records services described in the Private Healthcare Facilities and Services Act, Personal Data Protection Act, and other related Acts, regulations, and accreditation standards.