The Health Records and Information Assistant will report to the facility in charge under the technical supervision of the MEAL manager. He/she will be responsible for working alongside the facility in charge, MEAL team in accurate collection, storage, retrieval, analysis, and dissemination of health records and data to support patient care, program monitoring, decision-making, and reporting in the health facility by working with the Health, Nutrition, WPE and Safe Programming programs to ensure that all activities are carried out and challenges addressed on time for overall project goal realization.

Key Responsibilities

Data Management

• Maintain accurate, complete, and up-to-date health records for patients.
• Compile, organize, and store patient records following data privacy policies and health facility protocols.
• Ensure timely entry of health data into relevant systems such as KHIS, DHIS2, or LMIS.

Data Analysis and Reporting

• Extract data from EMR, compile, and analyze data for monthly, quarterly, and annual reports.
• Track key performance indicators and support program monitoring and evaluation.
• Assist in generating reports for stakeholders, including facility leadership, donors and government bodies.

Quality Assurance

• With MEAL team and facility in-charges , conduct regular Data Quality Audits (DQA) to ensure data accuracy, completeness, and reliability.
• Work closely with clinicians and MEAL teams to identify and resolve data discrepancies.
• Maintain integrity and confidentiality of all patient and program data.

System Management

• Manage both paper-based and electronic health records systems effectively.
• Support the transition from manual systems to digital records systems as needed.
• Train staff on data tools and health information systems usage.

Collaboration and Capacity Building

• Provide mentorship and technical support to health facility staff on data management processes.
• Facilitate health information training for staff and data clerks.
• Collaborate with MEAL, clinical teams, and government stakeholders for data alignment and reporting.

Administration

• Manage medical records filing and retrieval systems to ensure efficient access to data.
• Ensure compliance with Ministry of Health (MoH) and facility health records policies.
• Prepare and update facility whiteboards and reporting dashboards.
• Supervise the incentive data clerks.

Minimum Qualifications:

• Diploma or bachelor’s degree in health Records and Information Management or related field.
• At least 2-3 years of experience working as a Health Records Assistants
• Experience with health systems like KHIS, DHIS2
• Experience working with , electronic medical records (EMR) is desirable.
• Proficiency in Microsoft Excel and data analysis tools.
• Knowledge of data management best practices and health indicators.
• Strong analytical, organizational, and interpersonal skills.
• Ability to train and mentor staff effectively.