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How to Open and Set Up a Private Clinic in Malaysia

How to Set up a Medical Clinic in Malaysia

It might be a dream of yours to open and set up your own private clinic in Malaysia.

After years of acquiring experiences and knowledge, it really is a great idea for you to take the next step to open and set up your very own clinic in Malaysia.

Now, you might do some research on how to open and set up your own private clinic in Malaysia, but still haven’t found a clear answer yet, you’ve come to the right place!

Here, we will share with you the steps on how to open and set up a private clinic in Malaysia.

1. Location To Open and Set Up Your Clinic in Malaysia

You may already envision where the location is or even have purchased a location for your private clinic.

Setting up a private clinic also depends on a good location.

A good location is where the traffic is and not to forget, it must also be accessible.

However, you might also need to consider other factors such as patient demographics.

This factor closely affects your target patients.

Based on your expertise, find a location that is situated between the right age group.

For example, if you’re planning to set up a clinic specialized in pediatrics, then move to a location where the demographic is young parents.

Moreover, the average income of the location will also affect your consultation fees.

2. Register your company with SSM

Since you are going to open and set up your clinic in Malaysia, you have to register your company with the Companies Commission of Malaysia, under the Registration of Business Act 1956.

You may have already registered your company, but if you haven’t already, then these steps will help you to achieve this!

You will need to visit the nearest SSM office once for confirmation of identification.

The fee for the registration of a company is RM1,010.

A step-by-step guide on the registration of your company is as the following:

  1. Account registration on MyCoID portal
  2. Activate your account at SSM counter
  3. Then, you will receive MyCoID portal login credentials upon account activation
  4. Company name search on the Direct Incorporation Application on MyCoID portal homepage
  5. Other information under Name Search
  6. Super Form to clarify your proposed company name
  7. Business code selection and description
  8. Directors and shareholders information
  9. Application submission
  10. Make the payment of RM1,000 as an incorporation fee (before tax) and get a transaction receipt.
  11. Notice of Registration as proof of incorporation received through email

3. Approval of Signboard for Your Clinic From The Local City Council

A signboard can help to notify your local community of your soon-to-be-open clinic.

This will improve your clinic’s presence in the community.

You can apply for approval of the signboard online at your clinic’s local city council.

For example, if your clinic is located at Petaling Jaya, Selangor, then the application must be made to Petaling Jaya City Council ( MBPJ).

As such, requirements to apply for a signboard license may vary according to the respective local authority.

Generally, the documents that you need are as the following:

  • Copy of either the rental agreement or the sale and purchase agreement of the company’s business premise
  • Copy of the location plan of the company’s business premise
  • Photographs showing the location of the company’s signboard
  • Samples of the signboard indicating its design and colors
  • Samples of the signboard indicating its design and colors

4. Registration of Your Private Clinic in Borang A

In order to set up your private clinic and legally operate, your clinic must comply with Act 586 Private Healthcare Facilities and Services Act 1998 and its regulations.

Furthermore, you also have to obtain a Certificate of Registration to operate the private medical clinic.

In order for you to get this, you must register your clinic using Borang A.

So what exactly is Borang A?

Borang A is a form that must be filled out to set up a private clinic.

This is in accordance with Act 586.

You can fill Borang A online, from the CKAPS website or you can print out Borang A.

Fill Borang A accurately and completely.

For the instruction on how to fill in Borang A online, click here.

On the other hand, if you fill this form manually, only use a black ink pen and it must be written in capital letters.

In Borang A, you need to fill in all the details such as details of your clinic such as the clinic’s name and operation hours.

The name of your clinic should comply with the requirement. It should describe the services that your clinic provide.

For example, “Klinik Perubatan Dr. Tan” or “Klinik Pakar Kanak-Kanak Dr. Lee”.

On top of that, using names that may mislead customers or overclaim is not allowed.

Your clinic’s name must be the same on the clinic’s signboard and on the Certificate of Registration.

On top of that, you will also need to fill in details on the applicant’s information and details of the person-in-charge or ‘Orang Yang Bertanggungjawab’ (OYB), such as name, address and past working experience.

To add, you also need to fill in the details of the business.

Lastly, fill in details on employees as well as the clinic’s proposed floor plan.

The floor plan must be drawn on a scale of 1:100 (1cm=1m).

A complete floor plan must also include a symbol legend, measurements of each room and measurements of the door opening, and all the related rooms labelled.

Another thing is, all the documents must be certified by Commissioner for Oaths or Grade A Management or Professional Group.

The copies must also be made into 2 copies each.

5. Submit Borang A to Unit Kawalan Amalan Perubatan Swasta (UKAPS)

Now, since you’ve already completed Borang A, it must be printed out (if the form is done online).

A processing fee of RM500 must be paid in order to proceed to the next step.

If you fill the form manually, you should complete the processing fee to UKAPS Jabatan Kesihatan Negeri/Wilayah Persekutuan (JKN/WP) and submit for processing.

At this stage, UKAPS will review your application.

This also includes the proposed floor plan for your clinic.

The approved floor plan will be given a “No Objection Letter”.

Once you receive this letter, the renovation of your clinic can proceed.

The usual renovation period is 3 months.

In the event that the renovation takes longer than 3 months, a written letter notifying your local JKN/WP regarding this must be submitted.

However, there is also a chance that you may need to improve your floor plan.

Thus, you shall make an improvement on your floor plan and submit the document again to your local JKN/WP.

6. Renovation of your premise

Clinic Floor Plan Layout from EnviMedi consultant

As mentioned before, the layout of your clinic’s floor plan has to comply with the regulations set by the Ministry of Health (MOH).

There are several aspects of your clinic that need to comply with the regulation, which are infrastructure, documents available in the clinic and pharmaceutical services.

i) Infrastructure

As for the infrastructure, do ensure that your clinic’s main entrance has a clear door opening with at least 1.2 meters and does not swing to the corridors.

On top of that, your premises should not connect to other premises through doors or any other entrances.

For the waiting area, it must have adequate space and the height of the ceiling must be more than 2.4 meters for air-conditioned and more than 3 meters if non-air-conditioned.

The consultation room must also be commensurate with the number of personnel.

Justification and purpose of each consultation room must also be given if there is more than 1 consultation room.

Your clinic must also have the patient’s toilet, janitor’s closet, storeroom and staff restroom as well as basic emergency care services.

ii) Documents available in clinic

There are documents that must be readily available in your clinic.

This includes a written policy, policy statement, patient grievance mechanism plan and organisation chart.

A written policy may include a written contract between the practitioner and private clinic, the procedure of patient registration, attendance and referral as well as incident reporting, infection control, general maintenance and fee schedule.

On the other hand, policy statements comprise staff identification, billing procedure and patient’s right.

The patient Grievance Mechanism Plan is a mechanism where patients and their families can avail themselves when dissatisfaction occurs.

When this occurs, the licensee or person in charge is should provide a speedy resolution whenever possible.

Solutions include explanation and apology.

iii) Pharmaceutical Services

Every private clinic must have a dispensing counter.

The work counter must be an impermeable surface.

What’s more, the dispensing counter should also be equipped with medicine storage, a locked cabinet for narcotics, psychotropics, poisons and controlled drugs.

Additionally, a refrigerator must be available if you carry medications that require refrigeration, such as vaccines.

You should also record the temperature at least twice daily.

Do notify CKAPS after the completion of your clinic’s renovation through either letter, email or phone.

7. Inspection of Private Clinic by UKAPS

After notifying UKAPS of the completion of your clinic’s renovation, the date of inspection will be given.

During the inspection, aspects of your clinic, as listed above, must be complied with.

The inspection will also follow this guideline.

You can read through this guideline to have a better view and understanding of what will be evaluated during the inspection.

If everything complies with the requirement, your application will be sent to CKAPS in Putrajaya.

8. Evaluation of Private Clinic Application by Cawangan Kawalan Amalan Perubatan Swasta (CKAPS)

During this stage, your application will be evaluated thoroughly by CKAPS within 4 weeks by the processing officer.

The status of your application will be notified.

If your application is approved, you will be sent a letter to pay a withdrawal fee.

You will need to pay a fee of RM1,000. Payment must be made in either bank draft or money order to ‘Ketua Setiausaha Kementerian Kesihatan Malaysia’.

Personal cheques or cash will not be accepted.

After payment, you will be able to print out Borang B, which enables you to start operating your private clinic.

9. Launch your Clinic

Now that you know how to set up your own private clinic, here are some tips and tricks on how to attract and retain customers to come to your clinic.

Firstly, your patients will be grateful if you keep them engaged with personalized, and timely outreach during their journey.

You should also drive more qualified leads to generate revenue.

Most importantly, improve your strategic advantage to attract patients.

As such, we at Mayflax can offer you the ease of mind on the procurement of drugs.

With over 2,000 products, our hassle-free ordering process and our fast delivery, you are able to focus more on your customers and ultimately see your patient population volumes grow faster!

Sign up here to get more information on our services.

Reference

  1. GARIS PANDUAN MEMPROSES PERMOHONAN PENDAFTARAN KLINIK
    PERUBATAN DAN PERGIGIAN SWASTA
  2. SENARAI SEMAK PELAN LANTAI DAN PEMERIKSAAN PRA-PENDAFTARAN KLINIK SWASTA (KLINIK PERUBATAN SWASTA)
  3. PROSEDUR PERMOHONAN-PERMOHONAN BERKAITAN PERAKUAN PENDAFTARAN BAGI KLINIK PERUBATAN SWASTA
  4. ACT 586 PRIVATE HEALTHCARE FACILITIES AND SERVICES ACT 1998
  5. SYARAT KEPERLUAN DOKUMEN BAGI IKLAN PAPAN TANDA PREMIS