Health Records Officer 

Postion: Health Records & Information Officer 

Grade level: 7

Department: Patient Services

Location: Nairobi Branch 

Application deadline: 14 October 2023

Job Purpose

Health Records Officer's job is to manage and maintain patient health records to ensure accurate, confidential, and accessible information for patient care, compliance, research, and other healthcare-related purposes. Their role is essential in supporting the overall delivery of healthcare services and maintaining the integrity of patient data.

Key Role & Responsibilities

• Accurately register patient details into the hospital systems ensuring proper documentation and data quality.

• Create, store and retrieve patient files (including electronic files) while maintaining confidentiality.

• Establish payment arrangements with patients and/or health insurance companies by screening insurance information and obtaining pre-admission approvals.

• Analyze bills and medical documentation of patients for accuracy and completion.

• Coordinate with all departments for proper billing and health records of patients.

• Follow up with patients and/or health insurance companies when payment lapses occur.

• Discharge patients upon payment of the bill and ensure health records are properly filed.

• Analyse all medical claims before submission (physical or electronic) to ensure they meet insurance or corporate contractual requirements for payment.

• Release information to persons and agencies according to regulations.

• Compile and maintain patient’s medical records to document condition and treatment and to provide data for research or cost control and care improvement efforts.

• Scheduling and participating in facility data quality audits

• Prepare and timely submit dynamic progress reports, including reliable medical statistics, health information to the Supervisor.

• Serve and protect the hospital’s image by adhering to professional standards, hospital policies and procedures.

• Perform any other duties as may be assigned by the Supervisor from time to time.

Competencies Required

• Excellent customer service skills, empathetic to patients of all ages.

• Effective communication skills – listening, oral and written.

• Highly ethical, has integrity and observes confidentiality.

• Attention to detail.

• Confident, persistent and assertive.

• Ability to multi-task, work under pressure and with minimum supervision.

• Highly organized with good time management skills.

• Strong problem-solving, conflict resolution and sound judgment skills.

• A team player with good people management skills.

• Business awareness and a good knowledge of current industry trends.

Requirements

• • Diploma in Health Records and Information Technology or Degree in Health Records and Information Management.

  • Must be registered and licensed by the Association of Medical Records Officers (Kenya).

  • Knowledge of medical terminology, medical insurance billing and medical documentation evaluation.

  • At least two (2) years’ experience in a similar position, preferably in a busy urban hospital setting.

  • Good working knowledge on MS Office Suite (Excel, Word, PowerPoint and Outlook) and Internet.

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