KP Data Clerks at Centre for Health Solutions - Kenya (CHS)

Overall Job Function

Under the guidance and supervision of the SCHRIO and CHS’s Strategic Information Officer and answerable to the facility in charge, the data officer will manage the day to day data management functions of the DiCE by ensuring accurate and complete documentation of registers, data quality audits, regular KP reporting, EMR updating and collection of monthly and quarterly data reports at DiCE level.

Key Responsibilities

• Support DiCE to manage, maintain and organise clients’ medical records.
• Ensure a well-streamlined appointment management system.
• Mentor other DiCE healthcare care workers on documentation, filling of the Client’s patient cards and registers, reporting and basic data analysis.
• Ensure all client records is up to date in the EMR System and client file.
• Prepare KP reports and process through MOH KHIS2, C-RIS reporting platform and 3PM.
• Assist in weekly, monthly and quarterly data reporting as per specified KP reporting indicator requirements.
• Conduct data quality audit using specific data audit tools like Paper based DQA, EMR DQAs, and data variation analysis tracking logs.
• Support MOH reporting system (KHIS) through quality audit of KP reports in respective DiCEs ensuring that the entered reported are aligned with physical report and flag the anomalies.
• Effectively communicate to KP program supporting team on matters relating to M&E needs and reporting tools requirement.
• Report all M&E activities carried out in the DiCE and generate list of action items that require program interventions and support.
• Ensuring M&E standards operation procedures (SOPs) are accessible and well maintained.
• Ensuring monthly updates of progress wall charts and document progress on various quality improvement run charts.
• Participate in quality improvement, quality assurance and management functions at the facility, Sub County and county levels.
• Secures information by performing weekly back-ups on external storage devices.
• Maintains confidentiality of EMR and paper based data.

Person Specification

• Diploma in IT/Computer Science or any other related course from a recognised institution or Certificate in Health  Records preferably from KMTC
• Experience in use of MS Excel, and MS Access is required
• Knowledge in DHIS2, EMR other national health reporting mechanisms
• Have excellent organization and time management skills
• Prominent level of integrity and honesty
• Good analytical skills – strong attention to detail
• Excellent communication skills, teamwork, and cooperation
• At least 2 years’ experience, in a similar position in a fast paced, multitasking environment
• Experience in implementing programs will be an added advantage
• Training and experience in database management and statistical packages such as SPSS is an added advantage