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Malaysia Medical Report for Foreign Worker

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BORANG PENDAFTARAN PEMERIKSAAN PERUBATAN PEKERJA ASING
FOREIGN WORKER’S MEDICAL EXAMINATION REGISTRATION FORM

UNITAB MEDIC SDN. BHD. (312291-X)

(Formerly known as PANTAI FOMEMA & SYSTEMS SDN. BHD.)

A-18-1, Level 18, Hampshire Place Office, 157 Hampshire, 1 Jalan Mayang Sari, 50450 Kuala Lumpur.

Tel: 03-2782 8777 Fax: 03-2782 8778 www.fomema.com.my

BAYARAN PENDAFTARAN / PAYMENT FOR REGISTRATION

• RM 190 (perempuan) atau RM 180 (lelaki) dalam bentuk Draf Bank, Kiriman Wang, Wang Pos, CIMB Clicks atau Kredit Kad melalui POS Online atas nama FOMEMA SDN. BHD.

RM 190 (female) or RM 180 (male) in the form of Bank Draft, Money or Postal Order, CIMB Clicks or Credit Card through POS Online payable to FOMEMA SDN. BHD.

• Bayaran pendaftaran TIDAK AKAN DIKEMBALIKAN. Payment for registration is NON REFUNDABLE.

• Pemeriksaan kesihatan mesti dijalankan dalam tempoh 90 hari dari tarikh pendaftaran. The Medical Examination must be done within 90 days from the date of registration.

JENIS PENDAFTARAN / TYPE OF REGISTRATION (TANDAKAN “√” / TICK “√”)

Sila bawa dokumen-dokumen berikut / Please bring the following documents:

1. Dokumen asal / Original document

i. Paspot asal / Original passport

2. Dokumen salinan / Photocopy documents

i. Paspot / Passport

a) Mukasurat butiran diri pekerja / Foreign Worker’s details page

b) Mukasurat Pengesahan Tarikh Ketibaan / Foreign Worker’s Date of Arrival page

ii. Salinan Surat Kelulusan Visa / Photocopy of Calling Visa

iii. Laporan Perubatan dari negara asal (sekiranya ada) / Medical Report from country of origin (if available)

1. Dokumen asal / Original document

i. Paspot asal / Original passport

2. Dokumen salinan / Photocopy document

i. Sila lampirkan salinan Paspot asal Pekerja Asing - mukasurat Butiran Diri & Permit Kerja. Please attach a copy of original passport – Foreign Worker’s Details & Work Permit Page.

3. Kod Pekerja Asing / Foreign Worker’s Code W

A. BUTIRAN PEKERJA / WORKER’S DETAILS

1. Nama Pekerja Mengikut Paspot / Worker’s Name According to the Passport

2. Nombor Paspot (lama) / Passport Number (old)

3. Nombor Paspot baru (Jika ada) / New Passport Number (If any)

Sila sertakan salinan nombor paspot baru / Please attach copy of new passport number

4. Sektor / Sector

B. BUTIRAN MAJIKAN / EMPLOYER’S DETAILS

1. Nama Syarikat / Nama Majikan

2. No. Pendaftaran Syarikat / No. Kad Pengenalan Majikan

3. No. Telefon / Tel No.

4. No. Faks / Fax No.

C. DOKTOR YANG DIPILIH OLEH MAJIKAN / SELECTION OF DOCTOR BY THE EMPLOYER

1. Nama Doktor / Doctor’s Name

2. Nama Klinik / Clinic’s Name

3. Bandar / Town

4. Kod Doktor / Doctor’s Code (jika ada/ if any) D

PENGESAHAN PENDAFTARAN / ACKNOWLEDGEMENT OF REGISTRATION (TANDAKAN “√” / TICK “√”)

Saya/Kami dengan ini mengesahkan bahawa semua maklumat dan dokumen yang diberikan bagi permohonan ini adalah sah, benar dan lengkap. Permohonan klinik/doktor di atas adalah pilihan saya/kami. Saya/Kami faham dan bersetuju dengan terma-terma dan syarat-syarat yang dinyatakan di atas. I/We hereby confirm that all the information and documents given are valid, true and complete. The requested clinic/doctor has been selected by me/us. I/We understand and agree with the terms and conditions as stated above.

Tarikh tiba di Malaysia / Date of arrival in Malaysia

1. Nama / Name:

2. Tandatangan / Signature :

3. Jawatan / Designation :

4. No. Telefon / Tel No. :

5. No. Kad pengenalan atau No. Paspot / IC. No or Passport No.:

6. Tarikh / Date:

7. Cop syarikat / Company stamp:

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What the Malaysia Medical Report for Foreign Worker Is

The Malaysia Medical Report for Foreign Worker is a standardized clinical certificate documenting a migrant worker's medical status after a targeted health examination. It records identification details, medical history, physical examination findings, laboratory and radiology results, and the examining clinician's certification. Employers and immigration authorities use the report to confirm fitness for work, screen for communicable diseases, and meet regulatory or contract requirements. Although this page focuses on completion and eSubmission considerations, confirm country-specific formats and validity periods with the receiving authority.

Why this medical report matters for employers and clinics

A clear, complete report reduces onboarding delays, supports regulatory compliance, and documents fitness-to-work decisions. Accurate records protect employers from hiring-related risks and give medical providers an auditable clinical record.

Why this medical report matters for employers and clinics

Who prepares and relies on this report

Several parties routinely prepare, review, or rely on the Malaysia Medical Report for Foreign Worker during hiring and deployment.

  • Employers and HR teams — request, review, and retain reports to verify fitness and meet workplace health policies.
  • Designated medical clinics and licensed physicians — perform the examination, complete clinical sections, and certify results.
  • Immigration or placement agencies — use the report to support visa, permit, or deployment clearance.

Each party has distinct responsibilities: clinicians record findings, employers verify completeness, and agencies confirm acceptance against local requirements.

Step-by-step: completing the medical report

Follow a consistent sequence to ensure accuracy, improve turnaround, and preserve evidentiary value for audits or immigration checks.

  • 01
    Collect ID: Verify passport/ID and record identifiers exactly.
  • 02
    Perform exam: Complete history, vitals, physical exam, and required tests.
  • 03
    Document results: Enter lab and imaging findings and any diagnoses.
  • 04
    Certify and send: Clinician signs, dates, and report is transmitted to requester.

Core components of a professional medical report

A complete report groups identifying data, clinical findings, diagnostics, and clinician attestation so reviewers can rapidly confirm fitness and compliance.

Patient ID

Full name, date of birth, passport/ID number, nationality, and contact details—critical for matching records to the correct individual.

Medical History

Brief past medical and medication history relevant to occupational fitness, including previous infectious disease history and chronic conditions.

Physical Exam

Vital signs and focused physical findings pertinent to the intended role, such as respiratory, cardiac, musculoskeletal, and neurologic assessments.

Laboratory Results

Tabulated lab values with reference ranges and interpretation notes for abnormal findings; indicate specimen date and laboratory accreditation where possible.

Radiology

Chest X-ray or other imaging results, with date, impression, and whether images are available on request for review.

Clinician Certification

Statement of fitness-to-work or restrictions, signature, printed name, medical license number, clinic stamp, and date.

Required administrative and security entries

Encryption: AES-256 at rest; TLS 1.2/1.3 in transit
Access Controls: Role-based access with audit logging
Audit Trail: Timestamps, IP, and action history retained
BAA Availability: HIPAA BAA required for health data sharing
File Formats: PDF/A or DOCX accepted
Retention Controls: Configurable retention and deletion policies

Common preparation mistakes to avoid

  • Incomplete identification fields — missing passport numbers or inconsistent name spellings cause verification failures and rework.
  • Unclear test results — using free-text without reference ranges or units makes interpretation difficult for reviewers or adjudicating authorities.
  • Unsigned or undated clinician blocks — absent clinician signature nullifies the attestation and often triggers rejection.
  • Poor document scans — low-resolution or skewed images of X-rays and signatures delay acceptance and require resubmission.

Consequences of an incorrect or incomplete report

Deployment Delay: Work start postponed or visa processing delayed
Record Rejection: Immigration or employer may reject report
Regulatory Fines: Possible fines by licensing bodies
Clinical Liability: Provider exposed to malpractice or duty claims
Privacy Breach: HIPAA or data-protection consequences if PHI exposed
Employment Action: Offer withdrawal or contract termination

Where the completed report typically goes

After certification, route the report promptly to the authorized recipient to maintain validity and facilitate clearance.

  • Employer HR: Primary recipient for hiring verification and personnel file inclusion
  • Immigration Agency: Used for permit or visa review when required by authorities
  • Consulate / Embassy: Submitted when consular medical clearance is part of the process
  • Clinic Records: Original retained by clinic as clinical and legal record

Configuring an efficient eSubmission workflow

Set up consistent fields, authentication, and storage rules to reduce errors and preserve evidentiary value.

Field Configuration
Authentication Method Email link + SMS code or organization SSO
Template Fields Pre-fill ID, employer, and test lists
Signature Order Clinician signs before employer reviewer
Storage Location Encrypted cloud with role-based access

Digital signing and eSubmission considerations

Choose a platform that supports secure signatures, audit trails, and healthcare compliance when transmitting medical data.

  • File Formats: PDF and DOCX supported; produce PDF/A for archiving
  • Integrations: Connectors for HRIS, Google Workspace, or NetSuite streamline routing
  • Authentication: Options include email, SMS, KBA, and SSO

Ensure the chosen platform can provide an audit trail, retain tamper-evident records, and support any required Business Associate Agreement (BAA) for HIPAA-covered workflows.

eSignature vendor comparison relevant to medical reports

Simple, HIPAA-capable eSignature plans can lower turnaround and preserve audit evidence. The table compares basic pricing and common compliance features across major providers.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Timing to keep in mind for medical reports

Observe timing windows to preserve report validity and avoid onboarding delays; follow any deadlines specified by the receiving authority.

Exam Currency:

Complete exam within the timeframe required by the employer or immigration body

Report Delivery:

Send certified report promptly after signature to maintain validity

Follow-up Testing:

Schedule confirmatory tests quickly if initial results require repeat or reflex testing

Re-examination:

Re-exams may be required if deployment is delayed beyond the report's accepted validity

Record Access:

Respond to legitimate requests for records in a timely manner per privacy rules

Key milestones from exam to clearance

Track these sequential milestones to ensure the report supports timely clearance and deployment.

01

Pre-exam Verification

Confirm identity, required tests, and consent documentation before proceeding

02

Clinical Examination

Complete physical exam and specimen collection during the clinic visit

03

Documentation and Certification

Clinician records findings, signs, and stamps the report

04

Transmission and Confirmation

Transmit the certified report to recipient and confirm receipt

Real-world examples of report use

These use cases show how clinics and employers structure processes to reduce delays.

Clinic Streamlines Intake

A regional clinic standardized a template and pre-filled employer fields to reduce data entry errors

  • They combined lab routing with the exam visit to avoid repeat appointments
  • As a result, review time fell and employers received consistent, auditable reports that matched their acceptance criteria.

Employer Centralizes Review

A staffing agency created a single intake portal for multiple employers to submit requirements

  • The portal validated required fields before acceptance
  • This cut return-for-correction events and centralized record retention for compliance checks.

Frequently asked questions and solutions

Answers to common questions about completing, signing, and transmitting the Malaysia Medical Report for Foreign Worker.


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