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Founded in 1987, AIDS Healthcare Foundation (AHF) is the world's largest specialized provider of HIV/AIDS medical care. With a mission to provide “Cutting edge medicine and advocacy, regardless of ability to pay,” AHF is dedicated to making a significant difference in the lives of individuals affected by HIV/AIDS. AHF fosters a work environment that encourages growth and success for all its employees. We are currently seeking two passionate and detail-oriented Health Records Information Officers (HRIOs) to join our team and contribute to our impactful work. These positions offer an opportunity to play a key role in data management and support healthcare facilities in delivering quality care. While AHF is a global organization, these specific roles are based in Machakos and Kajiado Counties, Kenya, allowing you to make a direct impact within these communities.
Health Records Information Officer
Job Overview
Location: Machakos County and Kajiado County, Kenya
Employment Type: Permanent
Deadline: 16th May 2025
💰 Salary: Not provided in the advertisement.
Job Summary
The Health Records Information Officer (HRIO) will be responsible for the accurate and timely data entry of clinical medical records into available medical records management systems (MRS). The HRIO will provide crucial support to health facilities in documentation, comprehensive data management, insightful data analysis, and accurate reporting. Additionally, the HRIO will serve as an advocate for AHF at the site level, contributing to the overall mission of the organization.
Key Responsibilities:
- Documentation and Reporting:
- Ensure the consistent availability of all necessary data collection and reporting tools at the facility, including registers, patient cards, patient files, DAR, MoH 731, etc.
- Provide expert guidance to facility staff on effective data management practices, emphasizing correct and complete documentation of all data elements and thorough cleaning of IQcare/KenyaEMR and KHIS data.
- Maintain Electronic Medical Records (EMRs), ensuring they are updated regularly, data is backed up consistently, and troubleshoot database problems in a timely manner.
- Conduct comprehensive weekly data analysis and effectively share findings with facility staff during MDTs meetings, including the timely dissemination of monthly and quarterly reports.
- Actively participate in data entry trainings, Continuous Medical Education (CMEs) sessions, and relevant meetings, providing valuable feedback to the team to continuously enhance the data system.
- Devise and support innovative methods of data presentation to ensure maximum and timely utilization of information for informed decision-making.
- Assist as required in developing improved patient records management systems to enhance efficiency and accuracy.
- Ensure that the confidentiality of all collected and stored data is strictly maintained in accordance with ethical and legal guidelines.
- Guarantee 100% accurate and timely updating of all relevant registers, including Pre ART, ART, and DAR.
- Ensure all required data summaries and comprehensive facility reports are accurately captured and maintained.
- Facilitate accurate and timely reporting for the facilities through the DHIS.
- Actively participate in data collection activities for program monitoring and research purposes when required.
- Ensure the timely reporting of all required reports, including Weekly PPR, Quarterly PPR, Benchmark Reports, and MOH 731.
- Data Quality Audits:
- Actively participate in Data Validation processes by thoroughly reviewing data prior to its submission to WebPPR/SCHRIO/Clinical Team and other relevant stakeholders.
- Cross-check all entered information meticulously against source documents to ensure accuracy and completeness.
- Take part in scheduling and actively participating in facility Data Quality Audits (DQAs) to identify and address data quality issues.
- Perform thorough cleaning of IQ Care and DHIS data to ensure data integrity and reliability.
- Computerization:
- Ensure the Electronic Medical Records (EMR) are consistently updated with accurate and current information.
- Perform regular and reliable backups of electronic medical records to prevent data loss.
- Consult with supervisor(s) promptly for troubleshooting any database problems that may arise, ensuring minimal disruption to data management.
- Data Utilization:
- Conduct comprehensive weekly data analysis and effectively share key findings with facility staff during MDTs meetings to inform clinical decision-making.
- Actively participate in data entry trainings, CMEs, and relevant meetings, providing valuable feedback to the team to continuously enhance the data system.
- Devise and support innovative methods of data presentation to ensure maximum and timely utilization of information for informed decision-making.
- Assist as required in developing improved patient records management systems to enhance efficiency and accuracy.
- Ensure that the confidentiality of all collected and stored data is strictly maintained in accordance with ethical and legal guidelines.
- Guarantee 100% accurate and timely updating of all relevant registers, including Pre ART, ART, and DAR.
- Ensure all required data summaries and comprehensive facility reports are accurately captured and maintained.
- Facilitate accurate and timely reporting for the facilities through the DHIS.
- Actively participate in data collection activities for program monitoring and research purposes when required.
- Ensure the timely reporting of all required reports, including Weekly PPR, Quarterly PPR, Benchmark Reports, and MOH 731.
- Perform any other related duties as assigned by the supervisor.
Qualifications, Education, and Experience:
- Diploma in Health Records or Statistics from a recognized institution.
- Proven proficiency in computer packages for generating and analyzing reports effectively.
- Minimum of 3 years of relevant working experience in an NGO environment or Hospital setting.
- Familiarity with and experience in NASCOP/MOH reporting requirements and data collection tools.
- Exceptional knowledge in the use of applications such as MS Word, MS Excel, MS Access, and Internet Explorer with strong computer troubleshooting skills.
How to Apply
If you strongly believe you are the right person for either of these positions, please submit your application via this link:
Make your application by attaching your Cover Letter and CV before 16th May 2025. Please note that only one application will be considered.
AHF is an equal opportunity employer.
📌 Note: There are two positions available, based in Machakos and Kajiado Counties. Ensure you indicate your preferred location in your application if you have one. Only shortlisted candidates will be contacted.
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