Health Records Officer at Tenwek Hospital

Job Purpose

• To prepare, maintain and secure patient health records and charts, ensuring accurate, complete and confidential documentation to support patient care, hospital operations and regulatory compliance.

Key Responsibilities/ Duties / Tasks

• Establish and maintain a medical records process and procedure for the AGC Tenwek Cardiothoracic Centre. 
• Prepare patient charts by gathering necessary information and documents from patients, ensuring accuracy and completeness.
• Organize and maintain medical records to ensure they are accurate, complete, and easily accessible.
• Process patient records for admission and discharge, ensuring timely and efficient handling of paperwork.
• Upload various patient documents, reports, consent forms, outside medical reports and ensure that they are available in the relevant HMIS.
• File paperwork and reports of inpatients promptly and accurately, maintaining an organized filing system.
• Create digital copies of paperwork and store records electronically to facilitate easy retrieval and access.
• Ensure compliance with Kenya Data Privacy laws and standards by safeguarding patient records and maintaining confidentiality.
• Transfer data into the facility's main system database accurately and efficiently, contributing to the overall efficiency of record-keeping processes.
• Assist patients with obtaining printed copies of medical records as needed and per established policies.
• Learn the SHA claim form process and ensure claim forms are prepared from the clinical staff in such a way to meet all requirements.
• Perform any other duty that may be assigned from time to time.

Job Dimensions: Role makes:

• Analytical decisions - reviewing and interpreting data and information and options to inform decision-making and the execution of responsibilities
• Operational decisions – for day-to-day work tasks

Job Competencies (Skills Job Knowledge, Experience and Attributes).

Academic qualifications

• Bachelor’s degree in Health Records or equivalent qualification from a recognized institution
• Professional Qualifications (Special training or Professional certification).
• Cyber Physical Systems (CPS)
• Professional Membership/Licensing requirements

Association of Medical Records Officers Kenya (AMRO-K)

• Previous relevant work experience required (including a specific length or type of experience in a certain job or level.)
• Have a minimum of 3 years’ experience in health records management or related field

Functional Skills, Behavioral Competencies/Attributes:

• Able to demonstrate initiative and ownership of assignment and adapt quickly in a fast-paced environment
• Strong analytical skills and ability to identify and prioritize key initiatives and opportunities
• High level of organizational skills and attention to detail
• An individual who exemplifies integrity and honesty and compassion
• Active listening and presentation skills
• Ability to prioritize tasks; plan effectively and stay organized under pressure and tight deadlines
• Excellent communication and interpersonal skills, with the ability to build strong relationships, influence others positively and contribute to a collaborative work environment
• Ability to maintain a high level of confidentiality
• Ability to exercise effective judgment, sensitivity, and creativity to changing needs and situations
• Good computer literacy - Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and basic data management tools
• High standards of ethics and confidentiality at personal and professional level
• Self-motivated, having a strong work ethic and able to work under minimal supervision.
• Passion for God and for the wellbeing of mankind while driving positive social impact and transformational change in the community.