Staff Roles & Stations
This page is a clinic-agnostic reference for the staff types, clinical stations, and responsibilities found across a typical Klinik Kesihatan operating under CCMS. It is organized by the patient journey — from front-door touchpoints through to specialist units and support services.
Front Door & Shared Services
These staff manage the universal entry pathway that all patients pass through before reaching their assigned clinical unit.
1. Triage Staff
Patient Stratification & Routing
- Screen presenting complaint, fever risk, pregnancy status, and appointment type.
- Redirect to appropriate unit: OPD, Fever Clinic, MCH, Wound Care, NCD, TB Clinic, or Procedure Room.
- Assist patients with TCA verification and MySejahtera issues.
Emergency Routing
- Direct unstable or high-alert patients immediately to the Acute Care & Procedure Room.
Alert Activation
- Flag notifiable disease suspicions (TB, dengue, COVID-19, MPOX).
- Activate high-risk pregnancy indicators for clinician dashboard alerts.
Education & Awareness
- Provide clinic SOP awareness and educational pamphlets.
- Facilitate patients with MySejahtera or appointment-related issues.
2. Registration Staff
Patient Lookup & Verification
- Search and verify patient demographics using NRIC/Passport in CCMS.
- Ensure contact details, address, and next-of-kin are current.
- Mandatory fields: ethnicity, contact details, latest address.
Record Flagging & Payment
- Update social flags: OKU status, BSH/PBAPP eligibility, pensioner.
- Verify insurance / exemption status before routing.
- Process payment for eligible patients.
Appointment Check-in
- Check in patients with booked TCAs, linking the visit to the scheduled SystmOne slot.
Accurate Auto-Allocation
- Allocate patient to correct unit and room based on visit indication, TCA card, or MySejahtera appointment.
- Refer to the Auto-Allocation Guide for complex cases.
3. Health Assistants, Nurse, MA — Vital Signs Counter
Vital Signs Entry
- Document BP, PR, SpO₂, temperature, height, weight, BMI, and RBS where indicated.
- Use the standardized Assessment & Procedure Template for consistent capture.
Risk Screening Forms
- Facilitate disease stratification questionnaires.
- Screenings include: PHQ-9 (depression), BSSK & NHSI, elderly assessment, smoking cessation.
Patient Flow Facilitation
- Guide patients through their visit flow.
- Use CCMS auto-allocation to send patients to the correct next station when necessary.
- Escalate abnormal vitals or system alerts to the MO in charge immediately.
4. Health Assistant, Nurse, MA — Appointment Counter
TCA Scheduling
- Create To-Come-Again (TCA) appointments in SystmOne based on the clinician's plan.
- Issue TCA card to patient with date, time, destination, and preparation instructions.
Slot Management
- Organize and update doctor appointment slots for NCD and OPD cases.
- Inform patients that rescheduling can only be done via clinic visit or phone call.
External Referral Appointments
Book referral hospital / specialist clinic appointment slots for:
- Ultrasound Request
- Echocardiography Procedure Request
- X-Ray Reporting Request
OPD Core — Consultation
The OPD Medical Officers provide the primary consultation layer for acute and general cases, as well as the return-review step for patients coming back from investigations or linked services.
Clinical Documentation
- Record consultation notes, differential diagnoses, and management plans using SNOMED-CT.
- Select the correct CCMS clinical template according to the encounter type.
Investigation Orders
- Order laboratory tests, imaging (X-ray), ECG, and referrals digitally in SystmOne.
- Track specimen status and radiology report availability within the patient timeline.
Coding & Reporting
Ensure accurate ICD-10 / SNOMED-CT coding for MOH reporting & audit readiness. This involves documentation:
- History taking & current complaints
- Clinical assessment
- Investigation finding & result
- Diagnosis
- Management
- SNOMED-CT code used in encounter templates
Prescribing (CCMS–PHIS Integration)
- Generate electronic prescriptions linked to the PHIS formulary.
- Review drug interactions and allergy alerts before finalising.
Sick Leave & Certificates
- Issue medical certificates directly from the encounter with CCMS documentation.
- Physical MC is still use and given to patient.
Internal & External Referral
- Initiate ED referrals, specialist referrals & internal service referrals.
- Ensure referral letters, printed documentation & verbal handovers are completed.
Linked Clinical Services
These units receive patients from OPD and other clinical areas during the general patient journey.
1. Procedure Room
Medical Assistants (MA)
- Perform venous blood sampling, intramuscular/intravenous injections, and nebulization.
- Provide emergency stabilization and prepare patients for ED referral.
- Document procedures and specimen details in CCMS.
Health Assistants (PPK)
- Prepare patients and set up equipment and consumables before each procedure.
- Provide documentation support and maintain procedure room readiness.
- Handle room turnover, restocking, and clinical waste segregation between patients.
2. Wound Care Clinic
MA / Nurses
- Assess wounds using the T.I.M.E. framework (Tissue, Infection, Moisture, Edge).
- Perform dressing procedures and serial wound imaging for progress tracking.
- Document wound status, dressing type, and review plan in CCMS.
Health Assistants (PPK)
- Prepare the room, dressing trolley, and sterile supplies before each case.
- Assist with patient positioning and mobility.
- Manage clinical waste disposal and room cleaning between patients.
3. Radiology Unit
Radiographers (JXR)
- Perform X-ray imaging following correct positioning and radiation safety protocols.
- Operate CR equipment and upload images to PACS via DICOM.
- Verify image quality and link studies to the patient record.
Health Assistant (PPK)
- Escort and position patients, supporting those with mobility needs.
- Manage the imaging queue and patient flow.
- Assist with registration of imaging requests in CCMS.
4. Pharmacy
Pharmacists
- Medication dispensing and PHIS verification
- Patient counselling on adherence, side effects, and drug interactions
- DM-MTAC (Diabetes Medication Therapy Adherence Clinic) reviews
- Stock monitoring and inventory management (FEFO)
CCMS & EMR Usage
- Process e-prescriptions generated by MOs in SystmOne via PHIS integration
- Review drug interaction alerts and allergy flags before dispensing
- Document medication dispensing and counselling in the patient record
- Generate medication labels and dosage instructions from SystmOne
5. Laboratory
MLT / Lab Technologists
- Specimen processing and blood test analysis
- Rapid diagnostic test verification and result entry in CCMS
- Equipment calibration and quality control
- Proper cold chain and specimen storage management
CCMS & EMR Usage
- Receive and verify lab orders entered by MOs in SystmOne
- Enter and validate test results directly into CCMS linked to the patient encounter
- Flag critical/high-alert results for immediate clinician review
- Track specimen lifecycle from collection to processing in CCMS
Laboratory staff operate behind the counter and do not typically have a public-facing patient workflow. Specimens are delivered by Procedure Room staff or patients after blood taking.
Contributor
Dr Fuad Jaafar
Facilitator, CCMS • KK Bandar Maharani
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