Background

The National Institute for Medical Research (NIMR) is a Parastatal Organization established by an Act of Parliament No. 23 of 1979 (CAP. 59, R.E. 2002) and became operational in 1980. NIMR-Mwanza Research Centre (MMRC) is one of the NIMR Centers located in Mwanza The Centre is currently conducting research on HIV/AIDS, Tuberculosis, non-communicable diseases (NCDs) as well as other diseases of public health importance. On behalf of the Director General of the National Institute for Medical Research, the Centre Director of NIMR Mwanza is looking for the qualified, experienced and well-motivated personnel to fill the following vacant position whose duty station will be in Mwanza City.

JOB POSITION: MEDICAL RECORDS ASSISTANT (1 POST)

JOB DESCRIPTION:

The candidate will be responsible for the institute’s medical records registration and storage of records at NIMR Mwanza Health Centre.

REPORTING:

The post holder will be reporting to the Medical Officer in Charge.

DUTIES AND RESPONSIBILITIES:

To receive and document patients’ records at hospital reception;
Gathering patient demographic and personal information;
To register and receive booking appointments for patients to clinics and consultants;
Direct the patients on where to go for attention;
Filing and sorting Medical Insurance forms for patients;
To design and maintain a system for numbering, filing, storage and retrieval of patients files and other documents;
To maintain procedures for tracing misfiled and lost case-notes and other documents;
To facilitate availability of records and statistical data for carrying out research;
Transferring paper-based patient records to an electronic system;
Ensuring that all medical records are protected and kept confidential;
To ensure availability of required items including files, patient cards, continuation sheets, prescription forms, referral forms;
Ensuring patient charts, paperwork, and reports are completed in an accurate and timely manner;
Completing clerical duties, including answering phones, responding to emails, and processing patient admission and discharge records;
Ensuring that the medical records are organized, accurate and complete;
Issuing medical files to persons and agencies according to laws and regulations;
Helping with departmental audits and investigations;
Distributing medical charts to the appropriate departments of the hospital;
To prepare health records and reports;
To supervise quarterly and yearly squeezing of files into shelves; and
To perform any other duties related to his/her work as assigned by his/her superior and any other related authority of the institute.

Qualifications and competences:

Ordinary Diploma in Health Records (NTA Level 6) or equivalent qualification from a recognized Institution and must have computer skills with at least three (3) years work experience in the related position;
Strong data entry skills;
Excellent verbal and written communication skills;
Attention to detail to ensure accuracy;
Familiarity with medical terminology;
Basic computer skills for organizing and access electronic health records; and
Good time management skills;

TERMS OF EMPLOYMENT FOR ALL POSTS:

One year employment contract which may be renewed on the basis of performance and mutual agreement.

DUTY STATION:

The successful candidate will be based at NIMR-Mwanza centre.

COMPENSATION:

A competitive salary will be offered as per the Government of Tanzania salary scales.