Job Summary
The Medical Records Assistant is responsible for the accurate creation, maintenance, retrieval, filing, digitization, and safeguarding of patient medical records. The role ensures that patient information is complete, confidential, readily accessible, and compliant with C-Care policies, regulatory requirements, and healthcare documentation standards. The position supports quality patient care by maintaining accurate health information and facilitating efficient clinical and administrative processes
Job Details
Medical Records Management
- Register new patient files and maintain an accurate patient master index.
- Retrieve, issue, track, and return patient files promptly.
- File patient records accurately using established filing systems.
- Ensure all patient records are complete, legible, and properly organized.
- Archive inactive medical records according to hospital policy.
- Digitize paper records into the Electronic Medical Records (EMR) system.
- Correct duplicate patient records and maintain accurate patient indexing.
Documentation Quality
- Review medical records for completeness before filing.
- Identify missing documentation and follow up with clinicians for completion.
- Support routine medical records quality audits.
- Maintain high standards of documentation accuracy and timeliness.
- Assist in clinical coding activities where applicable.
Confidentiality & Compliance
- Maintain strict confidentiality of all patient information.
- Release medical records only to authorized persons following hospital policies.
- Comply with the Uganda Data Protection and Privacy Act and hospital confidentiality policies.
- Ensure proper storage and secure disposal of confidential records.
Operational Support
- Deliver patient files to clinics, wards, theatres, and diagnostic departments as required.
- Receive completed files from clinical departments after patient discharge.
- Monitor file movement and maintain an accurate tracking register.
- Assist clinicians and management with authorized retrieval of historical records.
Reporting
- Prepare daily, weekly, and monthly medical records reports.
- Monitor file turnaround times.
- Report missing, damaged, or misplaced files immediately.
- Maintain records inventory and archive registers.
- Customer Service
- Respond professionally to requests for medical records.
- Guide patients regarding medical records procedures.
Requirements
Education
Bachelor’s in medical Records Management, Health Information Management, or a related healthcare discipline from a recognized medical facility.
Experience
Minimum of 1 year of experience in a hospital or healthcare facility.
Experience using Electronic Medical Records (EMR/HIS) systems is an added advantage
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