Medical Professional Development

Vision 

To be a leading unit in the professional development of clinical personnel through excellence in the governance of training, placement, and privileging, towards the delivery of safe and high-quality healthcare services.

Mission

1. To coordinate the implementation of the House Officer Training Programme in accordance with the policies and guidelines established by the Ministry of Health Malaysia and the Malaysian Medical Council.
2. To develop competent, professional, and ethical House Officers through a high-quality training system.
3. To optimise the placement of Medical Officers based on service requirements, training capacity, and the hospital’s human resource needs.
4. To manage the implementation of privileging to ensure safe, high-quality, and ethical clinical practice.
5. To strengthen the professional development, welfare, and supervision of Medical Officers in support of excellence in healthcare service delivery.

Organisation Chart

1.0 COORDINATION OF MEDICAL OFFICER TRAINING PROGRAMMES

1.1 Management of Orientation for Newly Appointed House Officers and House Officers Undergoing Final Assessment

1. Plan the orientation programme.
2. Make facility reservations according to the scheduled orientation programme dates.
3. Identify the speakers involved.
4. Provide a briefing to newly reporting House Officers at Hospital Kuala Lumpur on matters related to the postgraduate medical training they will undergo throughout the two-year training period.
5. Ensure that every House Officer reporting for duty brings the required reporting documents as stipulated by the Medical Officer Management Unit.
6. Conduct a five-day orientation programme, including the Patient Safety Course, Basic Life Support Course, Best Practices in General Procedures Workshop, Digital Logbook Workshop, and other relevant briefings for newly appointed House Officers.
7. Update the House Officer Database and the E-Houseman System with information on newly reporting House Officers.

1.2 Conducting the Patient Safety Examination in accordance with the Ministry of Health Malaysia (MOH) Guidelines for the Implementation of the Orientation Programme

1. Ensure that the Patient Safety Awareness Course Module for House Officers is implemented in accordance with MOH requirements.
2. Prepare examination papers based on the question framework prescribed by the Patient Safety Unit, MOH.
3. Ensure that all newly appointed House Officers sit for the Patient Safety examination.
4. Mark the House Officers’ examination papers.
5. Ensure that officers who fail the examination repeat the examination.
6. Submit examination results to the Patient Safety Unit, Medical Development Division (MDD), MOH.

1.3 Coordinating House Officer Placements

1. Coordinate placements in the five (5) compulsory departments for House Officers at Hospital Kuala Lumpur and Hospital Tunku Azizah according to the prescribed rotation schedule.
2. Coordinate House Officers’ placement in one of the elective service placements, namely the Emergency Department, Department of Anaesthesiology, Department of Psychiatry and Mental Health, or Health Clinic.
3. Receive officers’ logbooks from the respective departments.

1.4 Managing Extensions of Postings and Final Assessments for House Officers

1. Ensure that every decision regarding extension of postings and final assessments is discussed during the Training Committee and House Officer Coordinating Committee meetings.
2. Prepare the required documents for the Human Resources Branch (HRB), HKL, and the Medical Development Division (MDD), MOH.

1.5 Managing the Completion of Housemanship Training

i. Appointment

1. Identify House Officers who are due to complete their housemanship training by checking the following documents:
   • UD2A Form
   • Supporting documents
   • Certificate of Completion of Housemanship Training (CCHT)
2. Process the application form for appointment as a Medical Officer, Grade UD41 (Contract), upon completion of housemanship training with the Ministry of Health Malaysia.
3. Prepare accompanying documents, including a copy of the marriage certificate (where applicable), spouse’s employer confirmation letter, and letter confirming registration in a specialist training programme or specialist course completion certificate.

ii. Training Output

1. Update the MOH database and prepare a summary of training outcomes.

1.6 Managing and Monitoring the Work Performance Target (SKT) and Annual Performance Assessment Report (LNPT) of House Officers

1. Enter House Officers’ LNPT scores at the end of each posting into the SKT and LNPT database and generate the annual average score.
2. Ensure that House Officers complete their SKT and LNPT in HRMIS within the prescribed timeframe.
3. Verify the officers’ SKT and serve as the First-Level Performance Evaluating Officer for House Officers’ LNPT.

1.7 Managing House Officers with Issues

Manage officers facing various issues to ensure compliance with hospital organisational policies.

i. Extension of Training

1. Identify House Officers recommended by departments for an extension of training.
2. Receive decisions regarding House Officer training extensions from the Training Committee and House Officer Coordinating Committee meetings.
3. Update the House Officer database regarding the decision on the officer’s training extension and update the officer’s file with the relevant training extension documents.

ii. Final Training Assessment

1. Inform the departments of the decisions made by the Training Committee and House Officer Coordinating Committee.
2. Review the final assessment forms and performance reports submitted by the departments and submit applications for final assessment to the MDD, MOH.

iii. Resignation

1. Receive notification of resignation.
2. Receive and complete Appendix C-6 containing the Department’s comments on the performance, competency, and personal attributes of the resigning officer.

iv. Contract Termination

1. Receive recommendations for contract termination from the Training Committee and House Officer Coordinating Committee.
2. Request supporting documents for contract termination from the relevant department.
3. Submit the supporting documents together with the Head of Department’s comments (Appendix C-6) to the Human Resources Branch.

v. Medical Review Panel (MRP) Assessment

1. Identify House Officers who require referral to or reassessment by the Medical Review Panel.
2. Request the following documents from the relevant department:
   • Latest medical report
   • Latest performance reports from all departments
3. Submit the completed documentation to the Malaysian Medical Council.

vi. Disciplinary Issues

1. Receive reports from departments regarding disciplinary issues, such as:
   • Forgery of logbook signatures
   • Forgery of medical certificates
   • Overseas travel without permission
   • Other related matters
2. Discuss disciplinary issues during Training Committee and House Officer Coordinating Committee meetings.
3. Receive relevant documents from the department, such as attendance reports, fraudulent medical certificates, relevant logbooks, or warning letters issued to officers.
4. Prepare recommendations/proposals for contract termination to the Human Resources Branch.

1.8 Supervising the Management of House Officers’ Digital Logbooks

Ensure compliance with the Digital Logbook submission schedule and effective use of the system to prevent unnecessary extensions of training due to failure to fulfil the required marks or Digital Logbook requirements.

2.0 WORKSHOPS AND TRAINING FOR HOUSE OFFICERS

2.1 Planning Annual Activities for House Officers

1. Plan various annual activities to support House Officers in completing their housemanship training, such as the Corporate Work Culture Workshop, Helping Hands Programme, and other activities aimed at enhancing officers’ professionalism and promoting mental health and well-being among House Officers.
2. Prepare working papers for activities throughout the year according to the dates stipulated in the Unit’s annual calendar.
3. Implement the HEARTS mental health support group programme for House Officers.

3.0 QUALITY OF HOUSEMANSHIP TRAINING IMPLEMENTATION

3.1 Conducting Training Committee and House Officer Coordinating Committee Meetings

1. Conduct Training Committee and House Officer Coordinating Committee meetings on a monthly basis to discuss issues raised by Department Coordinators.
2. Raise issues relating to deficiencies or gaps in the housemanship training guidelines during Training Committee, House Officer Coordinating Committee, and Heads of Department meetings.
3. Receive extension-of-training forms from departments when a House Officer is recommended for an extension of housemanship training.
4. Prepare the annual meeting calendar and reserve meeting venues according to the schedule.
5. Prepare meeting invitation letters for all members of the Training Committee and House Officer Coordinating Committee.
6. Obtain feedback on meeting minutes and issues related to House Officer training.
7. Ensure that every House Officer discussed at the meeting has first been assessed by the relevant departmental coordinator using the “House Officer Performance Evaluation Form” and “Housemanship Training Extension Form”.
8. Coordinate and administer Training Committee and House Officer Coordinating Committee meetings.
9. Record and prepare meeting minutes and circulate the minutes to all members for further action.

3.2 Managing House Officer Complaints Relating to Housemanship Training Management

1. Receive complaints from House Officers concerning deficiencies or issues in housemanship training, either through face-to-face complaints or the Public Complaints Management System (SISPAA).
2. Investigate complaints by meeting with the complainant, the person complained against, and other relevant officers.
3. Refer the complaints to senior management for further action and, where necessary, present them during Training Committee and House Officer Coordinating Committee meetings for discussion.

3.3 Conducting Training of Trainers (TOT) Workshops for Department Coordinators

Ensure that House Officer Coordinators receive training in the management of House Officers within their respective departments by conducting an annual Housemanship Training Management Enhancement Workshop for all Heads of Department, Coordinators, and Administrative Assistants.

4.0 ORGANISATIONAL DEVELOPMENT AND PLACEMENT

4.1 Managing Applications for Full Registration with the Malaysian Medical Council (MMC) and Monitoring Issues Relating to the Annual Practising Certificate (APC) of Non-Specialist Medical Officers

1. Review documents such as proof of application for full registration in the MERITS system.
2. Review supporting documents, such as:
   1. Form A (fifth posting)
   2. Letter of extension of training period (where applicable)
   3. Medical certificate (where applicable)
   4. Medical report (where applicable)
   5. Letter of explanation from the officer for leave exceeding the permitted training leave (where applicable)
   6. Copy of maternity leave approval (where applicable)
   7. Letter of explanation and copy of the report concerning absence from duty (where applicable)
3. Complete Form 8.
4. Obtain endorsement from the Deputy Director of Medical Services II for Form 8 and the covering letter.
5. Submit the full registration documents to the MMC within one month after the officer completes training in the fifth posting.
6. Ensure that Non-Specialist Medical Officers possess a current and valid Annual Practising Certificate (APC).

4.2 Coordinating Placements

i. Medical Officers, Grade UD41, Upon Completion of Housemanship

1. Ensure that newly qualified Medical Officers complete the temporary placement (“floating”) application form.
2. Determine the temporary placement of Medical Officers who have completed housemanship according to vacancies in clinical departments while awaiting MOH redeployment decisions.
3. Conduct a Preparation Programme for Floating Medical Officers to enhance professionalism and a sense of responsibility towards their duties as public servants.

ii. Medical Officers and Medical Specialists

1. Send the Google Form to officers who will be reporting for duty via their official email addresses.
2. Determine officers’ placements according to service requirements.
3. Ensure that all staff movements are updated in the database for reference in relation to Medical Officer placements.
4. Work together with liaison officers and administrative assistants in each department on matters relating to staff transfers and other issues.
5. Manage internal transfers of Medical Officers.

4.3 Managing Document Verification for Educational Commission for Foreign Medical Graduates (ECFMG) Applications

Verify the Certificate of Completion of Housemanship Training (CCHT) documents for officers applying to work overseas.

5.0 MANAGEMENT OF APPLICATIONS FOR CONSULTANT SPECIALIST RECOGNITION

1. Receive and review applications for Consultant Specialist recognition from applicants.
2. Verify the completeness of supporting documents based on the requirements and guidelines stipulated by the Ministry of Health Malaysia.
3. Prepare appointment letters for applications endorsed by the Medical Dental Advisory Committee (MDAC).
4. Inform applicants and relevant departments of the outcome of their applications.

6.0 MANAGEMENT OF CLINICAL OFFICER PRIVILEGING

1. Manage and coordinate privileging matters for all clinical officers at Hospital Kuala Lumpur.
2. Coordinate new applications, renewals, extensions, and changes to the scope of clinical practice in accordance with established policies and procedures.
3. Ensure that all clinical officers have valid and up-to-date privileging status, Annual Practising Certificates (APCs), and National Specialist Register (NSR) registration, and that these comply with the approved scope of clinical practice.
4. Coordinate Clinical Privileging and Credentialing (C&P) Committee meetings and ensure that all related documentation is complete, properly organised, and compliant with established requirements.
5. Coordinate monitoring and reporting related to privileging to ensure compliance with hospital and Ministry of Health Malaysia policies.

7.0 ADMINISTRATION/GOVERNANCE

7.1 Data and Document Management

Carry out data collection and document management to ensure that work processes are more efficient and run smoothly.

1. UPPP House Officer Masterlist Data
2. UPPP House Officer Cohort Masterlist Data
3. UPPP SKT & LNPT Masterlist Data for House Officers and Medical Officers Who Have Completed Housemanship
4. UPPP HEARTS Masterlist Data
5. Hospital Kuala Lumpur Medical Officer Masterlist Data
6. Hospital Kuala Lumpur Medical Specialist Masterlist Data
7. Posting Completion Masterlist Data
8. Staffing Establishment/Filled Position Status Masterlist Data

7.2 Hospital Quality Projects

Participate in courses and training and plan quality improvement projects such as Quality Assessment and Quality Improvement (QA/QI), Lean Healthcare, and Risk Management.

7.3 Unit Administration

Manage all aspects of unit administration in accordance with the requirements of hospital management.