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