Health Records and Information - Locum 25 Posts

Role Overview

This position is responsible for the day-to-day operation of health records and information services within a healthcare facility, ensuring that patient data is accurate, secure, and readily available to support clinical care and administrative decisions. The role involves managing the complete lifecycle of medical records—from patient registration and appointment scheduling to data analysis and reporting—while also playing a key part in insurance reimbursement processes. By maintaining high standards of data integrity and confidentiality, this role directly supports patient safety, legal compliance, and the efficient running of the facility.

Key Responsibilities

• Oversee the custody, organisation, and retrieval of all patient health records, ensuring files are complete, accurate, and properly stored at all times.
• Coordinate the bed bureau function, including tracking bed availability, managing admissions and transfers, and maintaining an up-to-date bed occupancy register.
• Assign diagnostic and procedure codes using the International Statistical Classification of Diseases (ICD) and the International Classification of Procedures in Medicine (ICPM) to ensure accurate billing, research, and epidemiological data.
• Schedule patient appointments and maintain the patient master index, verifying demographic details and updating records as needed to support continuity of care.
• Design, review, and improve health data collection and reporting tools to ensure they capture relevant, reliable, and timely information for facility management and external reporting.
• Compile, analyse, and disseminate health data to authorised stakeholders, producing routine and ad-hoc reports that support decision-making and health planning.
• Provide guidance on medico-legal aspects of health records, including proper documentation practices, release of information, and compliance with data protection laws.
• Process Social Health Insurance Fund (SHIF) claims by verifying patient eligibility, preparing required documentation, and ensuring timely submission for reimbursement.

Requirements & Qualifications

• Diploma in Health Records and Information Technology or an equivalent qualification from a recognised institution.
• Certificate of Registration from the Association of Medical Records Officers Kenya (AMRO-K).
• Valid practicing license from the Health Records and Information Management Board (HRIMB).
• Demonstrated knowledge of ICD and ICPM coding systems and their application in hospital settings.
• Experience in managing health information systems, including data collection, analysis, and reporting, preferably in a healthcare facility.
• Strong organisational skills with attention to detail, particularly in maintaining accurate records and meeting strict deadlines for insurance claims and statistical reports.
• Proficiency in computerised health information systems and standard office software; familiarity with electronic medical records is an added advantage.
• Understanding of medical confidentiality, data protection principles, and legal requirements related to health records management.