Records Officer

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Records Officer

Accra

1-3 Years Experience Ghana Full Time GHC

Purpose Statement:

The position holder is responsible for creating new medical records and retrieves existing medical records by gathering appropriate record folders and contents; assigning and recording new record numbers; verifying existing record numbers; inputting and recording locations to computer; delivering records for efficient service delivery.

 

Principal Responsibilities

  • Maintains patient confidence by keeping patient records information confidential.
  • Serves and protects the hospital by adhering to professional standards, hospital policies and procedures
  • Take detailed patient bio data to initiate medical record registration by assigning medical records number (MRN).
  • Maintains master patient index by completing assigned portion of daily audit trail; corrects and communicates problems according to established procedures.
  • Maintains record availability by processing folders into the department; using mark-off procedures for easy retrieval and replacement of client or patient file.
  • Retrieves medical records by following chart-out procedures; documenting reasons folders cannot be retrieved for statistical and follow-up purposes.
  • Keeps health care providers i.e. (individual units) informed by communicating availability or unavailability of record/file.
  • Maintains quality results by following hospital standards by ensuring continuity of work operations
  • Enhances medical records and hospital reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
  • Prepare a statistical report detailing attendance demo graphs/Bio data of attendance on weekly basis etc.
  • Ensure content of folders are standardized and arranged chronologically from current to old.
  • Use the E-archives software to register, file and retrieve folder while ensuring folders on the shelves are properly arranged and marked.
  • Assist in collating quality improvement and assurance and risk reports and submitting same to the quality coordinators monthly.
  • Any other duties that may be assigned from time to time by management

  

PERSON SPECIFICATION

Qualification and Work Experience

  • Degree/HND in Information Management/Library Studies & Archival Studies or equivalent relevant field.
  • Minimum of one year experience in records within a hospital will be an added advantage                                                                                                                                                                        

Technical Competencies

  • Ability to use Microsoft Office Suite (at least Word and Excel)
  • Meticulous attention to detail with the ability to multi-task.
  • Strong planning and organizing abilities to set up and manage the clinical rotation.
  • Ability to work under pressure and react effectively to emergency situations.
  • Ability to work independently and as part of a team.
  • Excellent documentation skills

 

Personal Competencies

  • Strong communication skills; both oral and written
  • Ability to establish and maintain effective working relationships with all levels of staff
  • Innovative with the ability to generate creative ideas for improvement to service and methods of work
  • Good organizational skills and the ability to manage time and prioritize work
  • Meticulous and detail oriented
  • Ability to work well under pressure
  • Ability to maintain a high level of confidentiality
  • Ability to handle sensitive and confidential materials and matters with discretion and tact
  • High standards of personal integrity and adherence to professional and ethical standards
  • Must be consistent and fair

 

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