Health Records Officer

To manage, maintain, and secure patient health records in compliance with professional, legal, and organizational standards, ensuring accurate documentation, easy retrieval, and confidentiality of patient information.

Key Responsibilities:

1. Collect, organize, and maintain patient medical records accurately and systematically.
2. Ensure all patient records are updated promptly after consultations, procedures, or treatments.
3. Implement and maintain an efficient filing system for both paper-based and electronic medical records.
4. Retrieve medical records for clinical, administrative, and research purposes as requested.
5. Verify the completeness, accuracy, and consistency of health records before filing.
6. Maintain strict confidentiality of patient information in line with data protection regulations.
7. Monitor the proper use and access of electronic health record systems.
8. Prepare and submit periodic reports on patient records, data trends, and departmental activities.
9. Assist in audits, compliance checks, and accreditation processes related to health records management.
10. Train clinical and administrative staff in proper documentation and record-keeping practices.
11. Identify and correct errors or discrepancies in patient records in collaboration with clinical staff.
12. Support clinical staff in coding diagnoses, procedures, and treatments according to standard classification systems.
13. Participate in the implementation of health information management policies, quality improvement initiatives, and workflow optimization.
14. Assist in archiving, retention, and disposal of health records in accordance with legal and organizational guidelines.

Requirements

1. Diploma or Degree in Health Records, Health Information Management, or a related field from a recognized institution.
2. Valid certification/license from the Kenya Health Records and Information Officers Council.
3. Minimum of 2 years of experience in health records or medical records management.
4. Knowledge of electronic health record systems and standard classification/coding practices.
5. Excellent organizational, analytical, and problem-solving skills.
6. Strong communication and interpersonal skills.