Building A GP Clinic in Malaysia – Part 3: Getting Ready for Inspection

In part 2 of How To Build Your GP clinic in Malaysia, we covered the essential steps involved in executing the construction of your GP practice in Malaysia, and now in Part 3, we will discuss the essential actions required for running and maintaining your practice.

After finalizing the plan for your GP clinic and obtaining the necessary approvals from the relevant authorities, it’s time to prepare for inspection. This involves several steps, including setting up standard operating procedures (SOPs), creating an organizational chart, setting fee schedules, establishing an inventory system, ensuring the clinic’s physical setup meets guidelines, and ensuring that all equipment is in working order. Additionally, there are several compulsory items that must be present in your clinic, and you’ll need to apply for mandatory contributions and undergo CKAPS inspections.

SOP and Guidelines:

Setting up standard operating procedures (SOPs) and guidelines is crucial to the smooth operation of your GP clinic. SOPs help ensure that your clinic’s operations are consistent and efficient, and that staff members understand their roles and responsibilities. SOPs should cover everything from appointment scheduling to patient registration, medical procedures, and handling medical emergencies. You can refer to guidelines from the Malaysian Ministry of Health (MOH) for best practices and to ensure that your SOPs meet regulatory requirements.

Org Chart:

Creating an organizational chart will help clarify the roles and responsibilities of each staff member in your GP clinic. This will help ensure that your clinic operates smoothly and that staff members understand their responsibilities. It also helps to create a hierarchy of authority, which is particularly important in emergency situations.

Fee Schedules:

Establishing fee schedules is another crucial step in setting up your GP clinic. You’ll need to determine your pricing structure for consultations, medical procedures, and any other services you offer. This will help ensure that you’re providing quality services at a fair price and that your clinic is financially sustainable. The fees schedule for professional fees (consultations and procedural fees) are determined by the MOH as prescribed by the 7th Schedule of the Private Healthcare Facilities and Services Act 1998.

Inventory System:

Having a robust inventory system is essential to ensure that your clinic has the necessary supplies and equipment to operate smoothly. You’ll need to track items such as medications, medical equipment, and office supplies to ensure that you have enough on hand and that they don’t expire or become obsolete.

Size of Alley, Doors, Ramps:

It’s essential to ensure that your GP clinic’s physical setup meets guidelines and requirements, including the size of the alley, doors, ramps, and other features. This will help ensure that your clinic is accessible to all patients, including those with disabilities. These physical set up requirements are regulated by the MOH. Alley and doors for example have their own stipulated size provided by the law.

how to build your GP clinic with ramps

Check Functioning Equipment:

Before opening your GP clinic to the public, it’s essential to check that all the equipment is in working order. This includes equipment such as refrigerators, sterilizers, suction machines, ECG machines, and oxygen tanks. Any non-functioning equipment should be replaced or repaired to ensure that your clinic operates smoothly.

Compulsory Items:

There are several compulsory items that must be present in your GP clinic, including a clinical waste disposal system, a cold chain storage system for vaccines, and a Clinical Decision Support System (CDSS) that complies with the MOH’s requirements. It’s important to ensure that these items are present in your clinic and that they meet regulatory requirements.

Mandatory Contributions Application:

As an employer, you’ll need to apply for mandatory contributions for your staff members, including the Employee Provident Fund (EPF), Social Security Organization (SOCSO), and the Employment Insurance System (EIS). These contributions are mandatory in Malaysia, and it’s important to ensure that you comply with the relevant regulations.

CKAPS Inspection:

Finally, you’ll need to undergo a CKAPS inspection to ensure that your clinic meets the regulatory requirements set out by the MOH. This includes ensuring that your clinic’s physical setup, equipment, and staff meet the necessary guidelines and requirements. Make sure that you’re well-prepared for this inspection, as it can be a critical step in obtaining your license to operate.

During the CKAPS inspection, the inspectors will evaluate various aspects of your clinic, including its size, layout, and design, as well as its equipment, cleanliness, and safety measures. They will also review your clinic’s policies and procedures, such as infection control protocols and emergency response plans, to ensure that they meet the necessary standards.

To prepare for the inspection, it’s important to have a clear understanding of the CKAPS requirements and guidelines, which can be found on the MOH website. You should also ensure that your clinic is fully compliant with all of the regulations and guidelines, including those related to staff training, equipment maintenance, and record-keeping.

During the inspection, be sure to have all of the necessary documentation on hand, including your valid Annual Practicing Certificate (APC), staff certifications, and maintenance records for your equipment. You should also ensure that your staff are well-trained and knowledgeable about the CKAPS requirements and guidelines.

If the inspection reveals any areas of non-compliance, be sure to address them promptly and thoroughly. This may require making changes to your clinic’s policies and procedures, upgrading your equipment, or providing additional staff training. Once all of the necessary improvements have been made, you can schedule a follow-up inspection to ensure that your clinic is fully compliant with the CKAPS guidelines.

Conclusion: 

Building a GP clinic in Malaysia requires careful planning, preparation, and attention to detail. From developing a comprehensive plan and obtaining the necessary approvals, to procuring equipment and hiring staff, every step of the process is critical to the success of your clinic. Once your clinic is up and running, it’s important to ensure that you comply with the necessary regulations and guidelines, including those set out by CKAPS. By following these steps and ensuring that your clinic meets the highest standards of quality and care, you can provide your patients with the best possible healthcare services and build a successful GP practice in Malaysia.

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