Document Control

Version Revision Date Summary Remarks

3.0 - 10/05/2021 Creation of document
 User Guide Documentation
(Individual)

1.0 Guide to Purchase Medical Form

Step 1: Register Worker

i. Existing Worker
ii. New Arrival Worker

Step 2: Make Payment

i. iPay88
ii. Swipe Pay

Step 3: Select Your Panel Clinic

Step 4: Print Medical Examination Form

2.0 Guide to Print Invoice

3.0 Guide to Refund

4.0 Guide to Check Medical Result Online

5.0 Guide to Check Appeal Status

6.0 Guide to Purchase Insurance

i. Purchase Insurance Only

ii. Purchase Insurance and Medical Form at once

7.0 Guide to Amend Foreign Worker’s Information

8.0 Guide to Update Profile

9.0 Guide to Update Password

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 User Guide Documentation
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1.0 Guide to Purchase Medical Form

There are 4 main steps for worker’s registration:

Step 1: Register Worker

Step 2: Make Payment

Step 3: Select your panel clinic

Step 4: Print medical form

Module Action
Register Step 1: Register Worker
Worker
a) Existing Worker
For employer to search on the existing worker you may enter one of the following details
at the fields provided below.

• Name
• Passport number
• Worker Code

*Note: If you wish to update your existing worker details, please click here to go to Guide
to Amend Foreign Worker’s Information.

b) New Arrival Worker

Please click on “Add New Worker” if your worker is:
• New arrival worker with new calling VISA/ Immigration Approval
• Worker’s first registration with FOMEMA

Fill in all the field with red asterisk and click “Save”

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Tick the worker you wish to register and Click “Purchase Medical Form”

Payment Step 2: Make Payment

Employer may choose the payment method by clicking on the dropdown menu

Select payment method > Tick the worker name you wish to make payment for > Click
“Make Payment”

To repurchase expired form, employer need to acknowledge the disclaimer to verify no

medical examination has been carried out.

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Type of payment method:

i. iPay88- FPX B2B Corporate- Company bank account
ii. iPay88- FPX B2C Consumer- Personal bank account
iii. Swipe- Credit/ Debit Card
iv. Swipe- FPX B2B Corporate- Company bank account
v. Swipe- FPX B2C Consumer- Personal bank account

For iPay88- FPX B2B Corporate/ B2C FPX Consumer online banking please refer below:

Select the foreign worker and click “Make payment” to proceed with payment.

You will be directed to the payment page and you may need to select the bank first
from the options provided at the select bank dropdown menu.

iPay88

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After selection of the bank you may click “Proceed” to perform the transaction

You will be directed to the bank page for you to perform the transaction.
Selected
Online
Banking
Portal

Click continue to perform the payment and the TAC number will be sent to the
registered employer’s mobile number with the respective bank.

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Click here to complete the transaction

FPX page

Once the payment has been successful employer will be directed to the registration
history page to select the clinic.

For FPX B2B Corporate, company authorizer is required to approve the transaction
before moving to the next step.

For Swipe payment method, user is required to download “The Swipe App” from
Google PlayStore or Apple Apps Store.

Payment

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You may refer to above screen to download “The Swipe App” guideline.

Swipe Support
Hotline : +6 012
-566 7251
Email:[email protected]
Operating Hours: 9 amʹ6pm

“ Payment successful, kindly proceed to select clinic.” will prompt after the payment is
successful.

Registration Step 3: Select your panel clinic

History
Once payment successful, portal will direct customer to Registration History to Select
Clinic.

You may enter one of the following details at the fields provided below to check on the
registration history status:

• Worker Code
• Worker Name
• Country
• Passport Number
• Registration Date

Tick the worker name in the check box > click “Select Clinic”

A Select Clinic pop-up will prompt > Tick worker you wish to select clinic > Key in any
field (clinic code/clinic name/state or town) > Click “Search” to find list of clinics

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From the list, click “Select doctor”.

The clinic was successfully paired, as below screen. Click “Save” to confirm the clinic.

*Note: User is not allowed to change clinic after click “Save”

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Registration Step 4: Print Medical Examination Form

History
After the clinic is successfully paired, click “Bulk Print Medical Exam Form”

You may also tick on the worker name and click on “Print ME form” to generate the
form.

If you have more than one worker registered in the batch, tick all the worker you wish to
print and click “Bulk Print Medical Exam Form” to print the form in bulk.

Below is the sample of the medical examination form.

You may also download the form as PDF into your local hard drive.

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2.0 Guide to Print Invoice

Module Action
Payment You may enter one of the following details at the fields provided below to search for
your worker:

• Key in the payment code

• Search the category of the payment
• Choose the date created from and date created to
• Choose the payment from and payment to date
• Choose the payment status

Category and definition:

i. Transaction Registration- payment for medical registration
ii. Special Renewal Transaction Registration- payment registration on blood
group discrepancy and for previous medical examination result unsuitable
and this year allowed to perform medical registration.
iii. Transaction Cancellation- payment has been cancelled by the employer
iv. Insurance Purchase- payment for the insurance policy

Payment status and definition:

i. New- Employer has registered the foreign worker however no payment
method was selected
ii. Pending payment- Employer has chosen payment method however yet to
proceed with payment
iii. Cancelled- payment has been cancelled by user
iv. Rejected- payment has been rejected from the bank

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v. Paid- payment successfully paid

vi. Failed- payment has failed due to the FPX issue
vii. Pending Authorization- person in charge for corporate payment FPX B2B
required to authorize the payment

You may generate invoice for status of payment shows PAID.

The invoice will be opened in new tab and it contains 2 pages. If you purchase
insurance only, the invoice will contain only 1 page. You may also download this
invoice as PDF format into your local hard drive.

Invoice- Medical Registration

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Invoice- Insurance

*Note: User will also receive an official email from FPX and Swipe Pay for every
transaction made.

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3.0 Guide to Refund

Module Action
Registration Select the required registration history, click “Refund” button.
History

Click “Agree”. For every refund request, RM25.00 per worker will be imposed as
service fee.

The message below will prompt once your refund request is successfully created.

If the message shows:

Please update bank details by clicking on the user icon at the top right corner and
click on profile under the user icon.

Profile
Settings

Select your bank and fill in your account number. Please note that bank details
should belong to the registered employer. Any representative account number is not
allowed.

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 User Guide Documentation
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The message will show after bank details has been updated.

Refund You may go to “Refund” module and enter one of the following details at the fields
provided below to check on refund status.
• Key in payment code
• Choose the payment status
• Choose the payment from and payment to date

You may also filter your search here.

You may refer to the status column.

Status and definition.

i- Cancelled- Employer has requested for refund
ii- Pending Send to Accounting System- Payment is yet to be processed
iii- Pending Payment- Your payment is in process
iv- Payment Success- Payment has been successfully released to employer’s
bank account
v- Rejected- refund is rejected due to certain reason
vi- Payment Failed- Payment was rejected by bank due to certain reason

*Note: Refund process will take up to 14 working days from date request.

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4.0 Guide to check Medical Result

Module Action
Medical Result Select your “Search type” as worker code or passport number

Fill in the blank with your search criteria and click on “Search”

You may search up to 10 workers at a time.

The worker result will show as below:

You may also view the details of your worker such as worker name, passport
number, country, Date of Birth and gender.

The details displayed is similar to the data sent to Immigration Department.

Examination Date: The date of the worker went to clinic to carry out medical
examination.
Certification Date: The date of clinic transmits the result to FOMEMA.

You may refer to the status column.

Status and definition.

i- Pending Select Clinic- Please go to “Registration History” and select
clinic
ii- Pending Examination- Please proceed to the selected clinic to
undergo medical examination
iii- Pending for Lab/ X-ray Transmission- No result transmitted from
Lab/ X-ray
iv- Pending Certification- Medical clinic is yet to transmit the result to
FOMEMA
v- Certified Transaction- Clinic has transmitted the result to FOMEMA,
please expect result in 3-5 working days after the certification date.
vi- Review- The result is still under review by FOMEMA
vii- Unsuitable- The foreign worker is not fit for employment

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 User Guide Documentation
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viii- Suitable- The foreign worker is fit for employment, you may
proceed for permit renewal
ix- Expired- The medical result of the foreign workers has exceeded
180 days from the examination date OR The validity of medical form
has expired.
x- Cancelled- Employer has requested for refund

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5.0 Guide to check Appeal Status

Module Action
Appeal For employer to check on the appeal status you may enter one of the following
details at the fields provided below.

• Key in the workers name or worker’s code

• Search the appeal status
• Choose the appeal date
• Choose the appeal status of the foreign worker

Status and definition:

i. Doctor submitted an appeal- Doctor has submitted the appeal application
ii. To be reviewed- Appeal application to be reviewed by the appeal committee
iii. Doctor examination- Pending action from your panel doctor
iv. Document completed/Awaiting approval- All document is well received and
awaiting approval from appeal committee.
v. Closed Appeal/ Cancelled - Appeal application has been closed if the required
assessment has not been submitted to FOMEMA approximately 4 weeks
from the date of appeal registered
vi. Successful- Appeal status is successful and the foreign worker is fit for
employment
vii. Unsuccessful- Appeal status is unsuccessful and the foreign worker is unfit
for employment

At the action column click “Decision letter” to download the appeal letter for
successful and unsuccessful appeal cases.

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 User Guide Documentation
(Individual)

6.0 Guide to Purchase Insurance

Module Action
Our portal allows user to
i. Purchase insurance only
ii. Purchase medical form and insurance at once

Purchase insurance only.

Go to “Register Worker”

Tick the worker you wish to purchase insurance > Click “Purchase Insurance”

Register
Worker

You will be directed to the payment page.

Purchase Medical Form and Insurance at once.

After click on “Purchase Medical Form” the page will direct you to the payment page.

Tick on the checkbox for the worker you wish to purchase insurance and click on “Add-on
Insurance”

Payment

Click “Yes” to proceed

Select the insurer name. Two insurer name options available.

a) Liberty Insurance Berhad (policy turnaround time 1-3 days)

b) Etiqa General Insurance Berhad (policy turnaround time 3 – 5 days)

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Select the insurance products. Two insurance products available.

a) Insurance Guarantee & Foreign Worker Hospitalisation scheme

b) Foreign worker hospitalisation scheme only (Not applicable for maid)

Once the insurer name and insurance product has been selected click calculate to check
on the insurance premium.

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The summary of the insurance premium will be shown above and to proceed click
“Confirm & Pay”

Click “OK” if you agree to the terms and condition.

Select your payment method or click here for guide to make payment.

After payment is successful, you will be directed to the payment page and the following
instruction will be provided for employer to complete the insurance details.

Payment

A confirmation email will be sent to the registered employer email address by the
insurance company for you to click on the link provided to complete the insurance details.

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The Howden insurance broker will issue an invoice as well in the email.

Example of email from Howden

Good news – we have received your payment.

Please find the attached herewith copy of our Invoice and Receipt for the transaction.

In order for us to process your policies, please Click here to update the missing insurance fields. eg: Work Permit Id, Work
Permit Expiry, Insured For*.

At the page link you may do any one of the following to update:

1. Click ‘Edit Worker’, to edit the details one by one for each worker, then click ‘update’ to submit ; or
2. Click ‘download’ to download the template in excel file where existing worker’s data will be readily available at the
template. Once all information is updated (please make sure all fields are completed, no empty data), click ‘upload’ and
‘update’ to submit.

*Note that for the field ‘Insured For’, the answers should be any one of the following only:
C - Calling Visa Application
P - Renewal of Work Permit (PLKS)
S - Special Application Consented By KKM

We will process your policy immediately upon receiving the complete updated information from you. To avoid delays in the
policy issuance, we strongly suggest that you complete updating the information as soon as payments are made.

Once you done update the required information, you may check your policy status from time to time via https://howden-
fomema.instapol.my/PremiumCalculation/insuranceStatus.php

If you have any questions at all, we would love to hear from you. You may call or WhatsApp the following number Customer
Service Number: +603-7989 0386 or email us at [email protected]

Thank you.

Regards,
Howden Insurance Brokers Sdn. Bhd. (197801001023)
Malene Insurance Brokers Sdn. Bhd. (198001010734)
Level 27, Menara Etiqa, No. 3, Jalan Bangsar Utama 1, 59000 Kuala Lumpur.

www.howdenmalaysia.com
Need instant coverage for your personal motor insurance too? Check out our portal https://motor.instapol.my/?r=fomema

******This is computer generated, no signature is required. ******

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Insurance Invoice by Howden Insurance Brokers

For employer to check on the insurance status you may enter one of the following details
at the fields provided below.

• Key in the worker’s name

• Worker’s code
• Worker’s passport
• Payment code
• Search the payment status from the payment status

Insurance

Status and definition:

i. New- Insurer name and insurance product has not been chosen and payment had
not been made. Go to payment > search status NEW > click show > edit payment >
calculate insurance premium > confirm payment > save and proceed to payment

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ii. Pending payment- Insurer name and insurance product has been chosen however
payment is not made. Go to payment > search status PENDING PAYMENT> click
show > proceed to payment
iii. Cancelled- Payment has been cancelled by the employer
iv. Rejected- Payment has been rejected by the bank
v. Paid- Payment has been made successfully and insurance purchased
vi. Failed- Payment has not been completed while performing FPX transaction
vii. Pending authorization- Payment needs to be authorized by the company person in
charge for FPX Corporate

If you have further enquiry or to cancel your insurance policy you may contact:

Howden Insurance Brokers Support

Hotline: 03-7989 0386
Email: [email protected]

Or you may scan the QR below for assistance:

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 User Guide Documentation
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7.0 Guide to Amend Foreign Workers information

Module Action
Register Worker Go to “Register Worker” > find the worker you wish to amend > click on
“Amendment”

Change the detail you wish to amend > Select “Amendment Reason” > upload
the copy of passport and copy of work permit > click “Add more document” if
you want to upload more than one document > click “Save”

Amendment approval is within 3 working days for critical information such as

name, DOB, country, and passport number.

You may refer to the amendment status column.

Status and definition.

i- Amendment Pending Approval- Amendment has been sent for
approval
ii- Amendment Approved- Amendment has been approved
iii- Amendment Rejected- Amendment has been rejected

In the event of message appeared, “Worker biodata has been verified with JIM,
amendment for this worker is not allowed”, please proceed for amendment
manually via FOMEMA CS email.

• Download & fill in Request to Amend Foreign Worker's Information

form at https://www.fomema2u.com.my/forms/
• A copy of passport (old & new)
• A copy of current work permit
• Email to [email protected]
• Amendment process within 3 working days

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8.0 Guide to Update Profile

Module Action
Profile You may update certain of your details through web portal. Click on the user icon, on
Settings the top right -hand corner, and click “Profile”.

You are not allowed to amend critical information such as Employer Type, Employer
Name, NRIC and e-mail address online.

Amend the info then click “Save” button. The changes will affect immediately.

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9.0 Guide to Update Password

Module Action
Password To change password for employer, click on the user icon on the top-right hand corner
Settings of your browser and click “Password”

Fill in the new password in “Password”> “Password Confirmation” fields > Click
“Save”

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