Health Records and Information Assistant

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

The Health Records and Information Assistant will report to the facility in charge under the technical supervision of the MEAL manager. He/she will be responsible for working alongside the facility in charge, MEAL team in accurate collection, storage, retrieval, analysis, and dissemination of health records and data to support patient care, program monitoring, decision-making, and reporting in the health facility by working with the Health, Nutrition, WPE and Safe Programming programs to ensure that all activities are carried out and challenges addressed on time for overall project goal realization.

Key Responsibilities

Data Management

• Maintain accurate, complete, and up-to-date health records for patients.

• Compile, organize, and store patient records following data privacy policies and health facility protocols.

• Ensure timely entry of health data into relevant systems such as KHIS, DHIS2, or LMIS.

Data Analysis and Reporting

• Extract data from EMR, compile, and analyse data for monthly, quarterly, and annual reports.

• Track key performance indicators and support program monitoring and evaluation.

• Assist in generating reports for stakeholders, including facility leadership, donors and government bodies.

Quality Assurance

• With MEAL team and facility in-charges , conduct regular Data Quality Audits (DQA) to ensure data accuracy, completeness, and reliability.

• Work closely with clinicians and MEAL teams to identify and resolve data discrepancies.

• Maintain integrity and confidentiality of all patient and program data.

System Management

• Manage both paper-based and electronic health records systems effectively.

• Support the transition from manual systems to digital records systems as needed.

• Train staff on data tools and health information systems usage.

Collaboration and Capacity Building

• Provide mentorship and technical support to health facility staff on data management processes.

• Facilitate health information training for staff and data clerks.

• Collaborate with MEAL, clinical teams, and government stakeholders for data alignment and reporting.

Administration

• Manage medical records filing and retrieval systems to ensure efficient access to data.

• Ensure compliance with Ministry of Health (MoH) and facility health records policies.

• Prepare and update facility whiteboards and reporting dashboards.

• Supervise the incentive data clerks

Safeguarding:

Demonstrates a commitment to upholding the highest standards of integrity and professional conduct by preventing any form of abuse, exploitation or harassment. Promotes a safe and respectful environment for clients, colleagues and communities whilst promptly reporting any safeguarding concerns in accordance with IRC policies and procedures.

Qualifications and Requirements

Education

• Diploma or bachelor’s degree in health Records and Information Management or related field in a recognized institution.

Experience

• At least 2-3 years of experience working as a Health Records Assistants

• Experience with health systems like KHIS, DHIS2

• Experience working with , electronic medical records (EMR) is desirable.

Skills

• Proficiency in Microsoft Excel and data analysis tools.

• Knowledge of data management best practices and health indicators.

• Strong analytical, organizational, and interpersonal skills.

• Ability to train and mentor staff effectively.

Other Requirements:

• Understanding of confidentiality and data protection protocols.

• Willingness to work in dynamic and resource-limited environments.

Key Competencies

• Attention to detail

• Analytical and problem-solving skills

• Effective communication skills

• Teamwork and collaboration

• Data-driven mindset

PROFESSIONAL STANDARDS

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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