Data Clerk

Job description

Administration – Solwezi, North Western

ROLE DESCRIPTION

At Mary Begg, our Data Clerk is responsible for maintaining the database by entering new and updating patient and account information; creating an efficient system to organise, maintain, and retrieve patient medical data, and ensuring records are being managed according to international medicolegal standards.

The Data Clerk conducts herself/himself in a professional manner and always demonstrates good customer service towards our patients, clients, visitors, health professionals, and MBHS employees. He/she adheres to the MBHS Code of Conduct and maintains patient and staff confidentiality at all times

KEY ROLE ACCOUNTABILITIES

Ensure that MBHS standard operating policies and procedures are read, signed, and followed with regard to the front office department and medical records and documentation.
Be familiar with the MBHS Standards, especially sections relevant to your work area.
Develop, manage and maintain an efficient patient database system at the clinic.
Always adhere to the MBHS Code of Conduct and provide high-quality, professional and friendly service at all times.
Be available to work any shift according to the roster’s requirements (morning, afternoon, night).
Unconditional acceptance of the Mary Begg confidentiality agreement regarding patient information, staff information and all matters relating to Mary Begg business. Failure to comply will result in disciplinary action and/or dismissal from post.

KEY RESPONSIBILITIES

Prepares source data for computer entry by compiling and sorting information; establishing entry priorities.
Processes Patient and account source documents by reviewing data for deficiencies; resolving discrepancies by using standard procedures or returning incomplete documents to the supervisor for resolution.
Enters Patient and account data by inputting alphabetic and numeric information on keyboard or optical scanner according to screen format.
Maintains data entry requirements by following data program techniques and procedures.
Verifies entered Patient and account data by reviewing, correcting, deleting, or re-entering data; combining data from both systems when account information is incomplete; removing files to eliminate duplication of data.
Tests Patient and account system changes and upgrades by inputting new data; reviewing output.
Secures information by completing database backups.
Maintains operations by following policies and procedures; reporting needed changes.
Maintains Patient confidence and protects operations by keeping information confidential.
Contributes to team effort by accomplishing related results as needed.
Enter patient details from patient files onto the IPD and OPD registers. Details to be entered are patients’ names, sex, age, date seen, diagnosis, ICD10 code, and treatment given.
An electronic daily update of hospital statistics to help the Ward clerk by alternating on weekends.
Submission of monthly hospital statistics and Malaria statistics
Ensure mitrias (MMS) reconciliations are up to date.
Pull out any files that have been missed or not closed on MMS and send them to the responsible individuals (Front office, Nurses or Doctors) for input and closure on the system.
Use appropriate MBHS infection control procedures, maintain own work environment in a tidy and safe way and be free from hazards.
Report promptly any incident or adverse event relating to staff, patients, or visitors to the clinic/hospital manager.
Assess and report any problems with the computer programme or hardware to the IT Department, or any other member of management if IT is not available.
Respond to any ad hoc requests from the Assistant Clinic Manager/ Clinic Manager

EDUCATION REQUIREMENTS

Must have a completed Grade 12 certificate with a merit or above in English language and Mathematics.
A Diploma in Business Administration is an asset.
Proficient in MS Office (Word, Outlook and Excel) and G-Sheet.