Data Clerk Mary Begg Health Services

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 organize, maintain, and retrieve patient medical data and ensuring records are being managed according to international medical legal standards. The data clerk professionally conducts herself/himself 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 regards 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; resolves 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; and 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 register.
• 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 MBCC infection control procedures, maintain your own work environment in a tidy and safe way and 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.

Customer Care

• Be polite and respectful to clients and staff at all times.
• Treat all clients, visitors and relatives in a caring, courteous and respectful manner and demonstrate good customer service at all times.
• Report any evidence of poor customer service (i.e. bullying, rude behavior, yelling etc.) to the Unit Leader or Clinic Manager or HR Manager.
• Ensure all incident and adverse event reporting is carried out according to the clinic’s standard operating procedure.
• Communicate with clients and staff in a clear and professional manner.
• Demonstrate ability to manage difficult clients in a professional manner.

Professional

• Attend in-house training seminars as mandated by the Unit Leader or Assistant Clinic Manager.
• Good math and accounting skills are required for this role.
• Demonstrates effective teamwork with other members of the healthcare team.
• Good attention to detail and recollection of patient information.
• Proficient in MS Office (Word, Outlook and Excel).

General

• Proficient in written and spoken English.
• Always adhere to the MBHS uniform policy and code of conduct.
• Must complete MBHS staff induction/orientation programme.
• Must be honest, trustworthy and act with integrity at all times.

Quality Management

• Proficient in managing infection control procedures.
• Ensure that the MBSH facilities medical records and documentation system are organized and filed in keeping with medical legal requirements and international best practice standards.
• Ensure that the filing room is clean, tidy, and dust and clutter free.

Qualification, Experience and Skills Requirements

Education Requirements

• Must have a completed Grade 12 certificate with a merit or above in English language and Mathematics.
• A qualification/ Certificate or Diploma in Business, Computer studies or any related field or country equivalent is required.