Key Responsibilities
Data Management
Maintain accurate, complete, and up-to-date health records for patients.
Compile, organize, and store patient records following data privacy policies and health facility protocols.
Ensure timely entry of health data into relevant systems such as KHIS, DHIS2, or LMIS.
Data Analysis and Reporting
Extract data from EMR, compile, and analyse data for monthly, quarterly, and annual reports.
Track key performance indicators and support program monitoring and evaluation.
Assist in generating reports for stakeholders, including facility leadership, donors and government bodies.
Quality Assurance
With MEAL team and facility in-charges , conduct regular Data Quality Audits (DQA) to ensure data accuracy, completeness, and reliability.
Work closely with clinicians and MEAL teams to identify and resolve data discrepancies.
Maintain integrity and confidentiality of all patient and program data.
System Management
Manage both paper-based and electronic health records systems effectively.
Support the transition from manual systems to digital records systems as needed.
Train staff on data tools and health information systems usage.
Collaboration and Capacity Building
Provide mentorship and technical support to health facility staff on data management processes.
Facilitate health information training for staff and data clerks.
Collaborate with MEAL, clinical teams, and government stakeholders for data alignment and reporting.
Administration
Manage medical records filing and retrieval systems to ensure efficient access to data.
Ensure compliance with Ministry of Health (MoH) and facility health records policies.
Prepare and update facility whiteboards and reporting dashboards.
Supervise the incentive data clerks
Safeguarding:
Demonstrates a commitment to upholding the highest standards of integrity and professional conduct by preventing any form of abuse, exploitation or harassment. Promotes a safe and respectful environment for clients, colleagues and communities whilst promptly reporting any safeguarding concerns in accordance with IRC policies and procedures.
Qualifications and Requirements
Education
Diploma or bachelor's degree in health Records and Information Management or related field in a recognized institution.
Experience
At least 2-3 years of experience working as a Health Records Assistants
Experience with health systems like KHIS, DHIS2
Experience working with , electronic medical records (EMR) is desirable