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Medical Records Assistant (1)

Medical Records Assistant

General Summary:

The role of a medical records assistant is crucial in maintaining accurate and organized patient data. This position involves collecting, validating, and entering data into databases, ensuring secure record-keeping, and generating periodic reports.

Key Responsibilities for Medical Records Assistant:

  1. Patient File Management:
    • Track patients’ files, especially those without clinic exercise books. Retrieve any required information following the data management guidelines.
    • Generate monthly reports on patient clinic attendances, including unscheduled, scheduled, and new patients, in alignment with Ministry of Health (MoH) data management guidelines.
  2. Patient Registration and Data Entry:
    • Receive and register newly referred or linked patients during clinic days. Assign each patient a distinctive clinic number and update appointments according to clinic flow guidelines and MoH data management guidelines.
    • Record post-patient data from files into the facility’s electronic database (Uganda EMR) daily.
  3. Data Validation and Documentation:
    • Collect, clean, and routinely validate data and information from health facilities and community levels (weekly, monthly, quarterly, and annually) following IDI and MoH data management guidelines.
    • Provide necessary data tools to health facility staff and offer technical support in data documentation.
  4. Reporting and Performance Monitoring:
    • Develop and submit periodic reports to key stakeholders. Provide timely feedback to health facility staff based on IDI and MoH reporting guidelines.
    • Maintain proper filing, storage, and retrieval systems for patients’ medical records within the health facility.
    • Periodically disseminate the updated health facility ‘Performance Monitoring Plan (PMP)’ and quality improvement indicators to track facility performance.
  5. Additional Duties:
    • Perform any other duties assigned by the supervisor to support efficient data management.

Person Specification for Medical Records Assistant:

  • Education: A diploma in computer science, information management, or data management.
  • Experience: Prior work experience in a busy HIV/AIDS setting is an added advantage.
  • Duration: 1-2 years of related experience.
  • Location: Willingness to work and live in rural areas is required.

In summary, the medical records assistant plays a vital role in maintaining accurate patient records, contributing to effective healthcare delivery.

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