Job Purpose: The overall purpose of this job is to manage the Medical Records department by ensuring timely availability of records, registration, editing, filing, coding/indexing, statistics, and disposal whilst maintaining confidentiality of patient health information records.

Duties and Responsibilities

Medical Records Management- Supervise, coordinate and participate in activities relating to patient registration, and the sorting, filing, retrieval and/or distribution of medical records and information ensuring adherence to general principles, and established procedures and priorities. Serialization of the entire hospital documents and maintaining an updated and accurate log.

Ensure timely returns as per MOH requirements to support compliance. Supervise, coordinate and participate in the maintenance of various files, logs and records and ensuring accuracy and completeness of information.

Reporting- Prepare statistical reports from existing records as required. Maintain interface with personnel outside of the department to resolve problems concerning the disposition of patient medical records and services provided by the department.

Policy, processes & procedure formulation- Development and implementation of policies and procedures of the Medical Records department in accordance with the policies of the hospital and prevailing legislation. Develop and implement a proper document management system (both electronic and paper) including archiving, movement, security and control in accordance with policies and procedures.

Record Keeping- Create templates and enter data into electronic health record (EHR) systems for updated record keeping and archived

Ensure implementation of the DPA Act 2019 and management of information as required by safe care standards.

Qualifications

Education

Bachelor’s in health records and information management

Postgraduate training in Health Systems Management or IT is an added advantage.

Experience

Minimum of 7 years’ relevant experience from a busy medical records department with 4 of these in a managerial/ leadership capacity.

Key Competencies – Skills/ Knowledge/ Aptitude

Innovative

Dynamic

Problem Solving Skills

Critical Thinking Skills

Data Analytics Skills

Organizational Skills