Job Summary:

The Health Record Officer is responsible for the efficient management, retrieval, and confidentiality of patient health information. This role ensures that medical records are accurately created, classified, stored, and made available to authorized clinicians for continuity of care. The officer plays a key role in data quality, statutory reporting, and the transition from paper to electronic health records (EHR).

Key Responsibilities:

• Registration & Admission: Register new patients, assign unique identification numbers (Master Patient Index), and create new physical/digital records upon admission.
• Record Retrieval: Locate and pull patient files for scheduled clinics, ward rounds, and emergency admissions in a timely manner.
• Filing & Storage: Maintain an organized filing system (e.g., Unit Number System, Alphabetical/Chronological) ensuring records are securely stored and easily accessible.
• Data Entry: Accurately enter patient demographics, diagnoses, procedure codes (e.g., ICD-10), and clinical summaries into the hospital database/EHR.
• Completion Analysis: Review medical records for completeness; follow up with physicians regarding missing signatures, unclear diagnoses, or discharge summaries.
• Confidentiality: Ensure strict adherence to patient privacy and data protection laws. Control access to records and prevent unauthorized viewing.
• Statistical Reporting: Compile statistical data for hospital administration (e.g., daily admission/discharge numbers, disease prevalence, bed occupancy rates).
• Record Retention: Manage the lifecycle of paper records, including archiving inactive files and destroying records per legal retention periods.
• Billing Support: Provide accurate patient data to the finance/billing department to support claim submissions.

Qualifications & Experience:

• Education: Certificate or Diploma in Health Records and Information Technology, Medical Records, or related Health Information Management field.
• Experience: 1–2 years of working experience in a health records department or hospital setting is preferred.
• Technical: Proficiency in Microsoft Office (Excel, Word) and familiarity with Hospital Management Information Systems (HMIS).

Key Competencies/Skills:

• High level of integrity and discretion (handling sensitive data).
• Strong organizational and time-management skills.
• Excellent typing speed and data entry accuracy.
• Attention to detail.
• Good customer service skills for interacting with patients and clinicians.

• Register new patients, assign unique identification numbers (Master Patient Index), and create new physical/digital records upon admission.
• Locate and pull patient files for scheduled clinics, ward rounds, and emergency admissions in a timely manner.
• Maintain an organized filing system (e.g., Unit Number System, Alphabetical/Chronological) ensuring records are securely stored and easily accessible.
• Accurately enter patient demographics, diagnoses, procedure codes (e.g., ICD-10), and clinical summaries into the hospital database/EHR.
• Review medical records for completeness; follow up with physicians regarding missing signatures, unclear diagnoses, or discharge summaries.
• Ensure strict adherence to patient privacy and data protection laws. Control access to records and prevent unauthorized viewing.
• Compile statistical data for hospital administration (e.g., daily admission/discharge numbers, disease prevalence, bed occupancy rates).
• Manage the lifecycle of paper records, including archiving inactive files and destroying records per legal retention periods.
• Provide accurate patient data to the finance/billing department to support claim submissions.

• High level of integrity and discretion (handling sensitive data).
• Strong organizational and time-management skills.
• Excellent typing speed and data entry accuracy.
• Attention to detail.
• Good customer service skills for interacting with patients and clinicians.
• Proficiency in Microsoft Office (Excel, Word)
• Familiarity with Hospital Management Information Systems (HMIS)

• Certificate or Diploma in Health Records and Information Technology, Medical Records, or related Health Information Management field.