About Organisation:

Infectious Diseases Institute (IDI) is an independently governed institute within the College of Health Sciences at Makerere University and has the mission “To strengthen health systems in Africa, with a strong emphasis on infectious diseases, through research and capacity development.” IDI has operations across Uganda as well as in a number of other African countries and has a staffing of over 1,000 managing multiple projects in research, clinical services, public health and training.

Job Summary:

The Locum Medical Records Assistant shall be responsible for maintenance of up to date Uganda EMR (Open MRS) system with all patients’ records captured.

Key Duties and Responsibilities:

• They shall mentor district medical clerks in proper capture and management of HMIS data collected at health facilities and communities.
• They will provide support to the field office M&E officer in collection, entry, cleaning and analysis of data
• Maintain an up to date site Electronic Data base, the Uganda EMR (Open MRS) system /Prevention Tracker:
• Enter all required records in electronic data base -Uganda EMR (Open MRS)/Prevention Tracker – Carry out data cleaning of all records entered
• Extract data from the system according to data requests availed. – Troubleshoot and maintain the electronic systems
• Support the nearby Health Facilities with Data entry into Uganda EMR as assigned.
• Support and mentor the health facility medical records clerks in the following:
• Track patients’ files especially ones without clinic exercise books and retrieve any information required by the key stakeholders in line with data management guidelines
• Filing all patient files at the end of the clinic and all laboratory test /results.
• Generate a monthly report for all patient’s clinic attendances, unscheduled, scheduled, new patients in line with MoH data management guide lines
• Receive and register newly referred/ linked patients on every clinic day, assign each a distinctive clinic number, and updating appointments in line with clinic flow guidelines and in line with MoH data management guide lines
• Record post patients’ data from their files into the facility’s electronic data base (Uganda EMR) on a daily basis in line with MoH data management guide lines
• Collect, clean and routinely validate (weekly, monthly, quarterly and annually) data/information in health facility and from community level in line with IDI and MoH data management guide lines
• Provide necessary data tools to all health facility staff and provide technical support in data documentation in line with MoH data management guide lines
• Develop and submit periodic reports to key stakeholders and give timely feedback to the health facility staff in line with IDI and MoH reporting guidelines
• Develop & maintain proper filing, storage and retrieval systems of patients’ medical records in the health facility in line with MoH data management guide lines
• Periodically disseminate the updated health facility ‘Performance Monitoring Plan (PMP)’ and quality improvement indicators to track the performance of health facility in line with MoH data management guide lines
• Provide assistance to the M&E officer in the following tasks:
• Perform data abstraction from the HMIS, EMR and other sources for project reporting.
• Any other duties as assigned by the supervisor.

Qualifications, Skills and Experience:

• Diploma in Medical Records or any other Data Management related field
• A diploma in Computer Science, Information Management and Data Management
• At least two-year experience in data management and analysis?
• Excellent communication and Computer knowledge and skills?
• Knowledge of Health Information Management Systems
• Accuracy skills
• Ability for team work
• Willingness to work and live in rural areas is required .

• They shall mentor district medical clerks in proper capture and management of HMIS data collected at health facilities and communities.
• They will provide support to the field office M&E officer in collection, entry, cleaning and analysis of data
• Maintain an up to date site Electronic Data base, the Uganda EMR (Open MRS) system /Prevention Tracker:
• Enter all required records in electronic data base -Uganda EMR (Open MRS)/Prevention Tracker – Carry out data cleaning of all records entered
• Extract data from the system according to data requests availed. – Troubleshoot and maintain the electronic systems
• Support the nearby Health Facilities with Data entry into Uganda EMR as assigned.
• Support and mentor the health facility medical records clerks in the following:
• Track patients’ files especially ones without clinic exercise books and retrieve any information required by the key stakeholders in line with data management guidelines
• Filing all patient files at the end of the clinic and all laboratory test /results.
• Generate a monthly report for all patient’s clinic attendances, unscheduled, scheduled, new patients in line with MoH data management guide lines
• Receive and register newly referred/ linked patients on every clinic day, assign each a distinctive clinic number, and updating appointments in line with clinic flow guidelines and in line with MoH data management guide lines
• Record post patients’ data from their files into the facility’s electronic data base (Uganda EMR) on a daily basis in line with MoH data management guide lines
• Collect, clean and routinely validate (weekly, monthly, quarterly and annually) data/information in health facility and from community level in line with IDI and MoH data management guide lines
• Provide necessary data tools to all health facility staff and provide technical support in data documentation in line with MoH data management guide lines
• Develop and submit periodic reports to key stakeholders and give timely feedback to the health facility staff in line with IDI and MoH reporting guidelines
• Develop & maintain proper filing, storage and retrieval systems of patients’ medical records in the health facility in line with MoH data management guide lines
• Periodically disseminate the updated health facility ‘Performance Monitoring Plan (PMP)’ and quality improvement indicators to track the performance of health facility in line with MoH data management guide lines
• Provide assistance to the M&E officer in the following tasks:
• Perform data abstraction from the HMIS, EMR and other sources for project reporting.
• Any other duties as assigned by the supervisor.

• Excellent communication and Computer knowledge and skills?
• Knowledge of Health Information Management Systems
• Accuracy skills
• Ability for team work

• Diploma in Medical Records or any other Data Management related field
• A diploma in Computer Science, Information Management and Data Management