HRI (Health Records & Information) Officer at AIDS Healthcare Foundation (AHF)

• The core purposes of the position is to carry out routine data management functions, that is data monitoring, evaluating, analysis, interpretation, utilization, submission of findings, & make informed decision using the data processed, also supporting maintaince of Electronic Medical Records System.

Essential Duties & Responsibilities

• Perform Basic/fast hand monitoring & evaluation practises to the facilities supported.
• Work with supervisor(s), partners & MOH county team in improving data quality through desk reviews, supportive suppervision, DQA and mentorship;
• Basic Monitoring & evaluating prevention and care&treatment programs on a site/regional level.
• Support & advice staff working in the sites on matters concerning quality data capturing, compilling,completeness & entry to the organisation system
• Support & advice the HRIA on matters concerning the data management on a daily basis.
• Managing and organizing prevention program’s consumable commodities at the regional level.
• Coordinating RTP, care & treatment data management services on a routine basis.
• Consulting with supervisor(s) to come up with the most informed decision on matters affecting the service provision in the region.
• Maintaining highest level of Data security to facilities supported
• Ensuring electronic medical record system are highly encrypted with strong & single source control passwords to avoid cyber attacks, data loss and breaching of client’s confidentiality.
• Ensuring both the physical records & filling area is out of bounds to unauthorized personnel.
• Clients Follow up i.e Missed appointments & Lost To Follow Up (LTFU)
• Support & Coordinate with HRIA, ART Aides, and other team members to perform effective documention and tracing of missed appointments and LTFU on a timely manner to the supported sites in the region.
• Submit lists of missed appointment clients on a regular basis for timely follow up
• Electronic Medical Records System Management practises
• Support HRIA to ensure the Electronic medical record systems are well maintained in the supported facilities
• Support and advice HRIA on matters concerning enrolling & terminating of the clients in the system.
• Support HRIA in performance regular backup of electronic medical records
• Liasing with electronic medical records developer for troubleshooting and the systems upgrading, as well as customizing records.
• Support in use of EMR to generate reports
• Documentation and reporting
• Ensuring the supported facilities are appropiately utilizing the revised data collection tools.
• Support the teams at the supported facilities on interpretion of indicators, proper documentation, completeness & timely report submission.
• Regularly updates EMR records and hard copies, data backup and troubleshooting database problems
• Ensures timely reporting for Weekly PPR, Quarterly PPR, Benchmark Reports, MOH 731, updating AHF web portal and other reports as necessary
• Assure data integrity, identify and notify M&E and team of any issues with incorrect or questionable data.
• Work together with the project team to provide regular feedback on facilty challenges, achievements against targets.
• To develop education programs for the training of Health Records personnel at CCC department during attachment.
• Observe the ethics of Health Records profession and to strive for new innovations to improve department functions.
• Assists in developing facility work plan of the identified gaps
• Data analysis and utilization
• Conduct data analysis for informed decision making at facility, regional & country level.
• Assists as required in developing improved patient records management system
• Put in measures to ensure health care workers understand GOK/AHF reporting requirements including use of tools, indicator definations and reporting through continuous job training /mentorship, continuously identify data tools requirement.
• Participate/support & coordinate data entry trainings, CMEs, meetings and provide feedback to the team to enhance the data system development.
• Participate/support & coordinate data collection for program monitoring and research when requested.
  • Participates in Data Validation/ DQA by reviewing data prior to submission to Web PPR/SCHRIO/Clinical Team and other stakeholders and maintain minutes for the DQA/QI activities. These includes developing a system stregthening plan and follow up action.