Description

We are seeking a highly organized and empathetic Health Records Officer / Client Relations Officer to join our growing team. This unique hybrid role is central to our operations, requiring a blend of technical skill in health information management and a genuine passion for patient service. The ideal candidate will be the guardian of accurate patient records and a key point of contact, ensuring every client interaction is positive, professional, and supportive.

Key Duties & Responsibilities:

Health Records Management:

• Accurately create, maintain, and manage electronic and physical patient health records.
• Process patient admissions, discharges, and transfers in the health information system.
• Ensure all records are complete, updated, and filed in compliance with statutory, regulatory, and organizational standards.
• Prepare and compile statistical reports, discharge summaries, and other data for clinical and administrative use.
• Conduct regular audits of records for accuracy and completeness.

Client Relations & Service:

• Serve as a knowledgeable and compassionate point of contact for patients and their families.
• Handle front-desk inquiries, appointments, and registrations with a customer-service-oriented approach.
• Explain processes, policies, and services clearly to clients.
• Address and resolve client concerns or escalate them appropriately to ensure satisfaction.
• Uphold the highest standards of confidentiality, ethics, and sensitivity in all client interactions.

Data Integrity & Analysis:

• Perform basic data analysis to support reporting needs for quality improvement.
• Assist in the retrieval and preparation of records for legal requests, research, or billing, as required.
• Contribute to the improvement of records management systems and client service protocols.

Education & Certification:

• Diploma or Degree in Medical Health Records and Information Technology/Management from a recognized institution is required.
• Registration with a relevant professional body (where applicable) is an added advantage.

Required Skills & Competencies:

• Proven experience in health records management within a clinical setting.
• Strong understanding of medical terminology, coding, and health information systems.
• Excellent interpersonal and communication skills, with a natural ability to provide top-notch customer service.
• High level of organizational skill, attention to detail, and accuracy.
• Proficiency in relevant computer applications (MS Office, Hospital Management Software/EMR systems).
• Unwavering commitment to maintaining patient confidentiality and data security.
• Ability to work effectively both independently and as part of a multidisciplinary team.

Skills

• Adaptability / Flexibility

• Accurately create, maintain, and manage electronic and physical patient health records.
• Process patient admissions, discharges, and transfers in the health information system.
• Ensure all records are complete, updated, and filed in compliance with statutory, regulatory, and organizational standards.
• Prepare and compile statistical reports, discharge summaries, and other data for clinical and administrative use.
• Conduct regular audits of records for accuracy and completeness.
• Serve as a knowledgeable and compassionate point of contact for patients and their families.
• Handle front-desk inquiries, appointments, and registrations with a customer-service-oriented approach.
• Explain processes, policies, and services clearly to clients.
• Address and resolve client concerns or escalate them appropriately to ensure satisfaction.
• Uphold the highest standards of confidentiality, ethics, and sensitivity in all client interactions.
• Perform basic data analysis to support reporting needs for quality improvement.
• Assist in the retrieval and preparation of records for legal requests, research, or billing, as required.
• Contribute to the improvement of records management systems and client service protocols.

• Adaptability / Flexibility
• Proven experience in health records management within a clinical setting.
• Strong understanding of medical terminology, coding, and health information systems.
• Excellent interpersonal and communication skills, with a natural ability to provide top-notch customer service.
• High level of organizational skill, attention to detail, and accuracy.
• Proficiency in relevant computer applications (MS Office, Hospital Management Software/EMR systems).
• Unwavering commitment to maintaining patient confidentiality and data security.
• Ability to work effectively both independently and as part of a multidisciplinary team.

• Diploma or Degree in Medical Health Records and Information Technology/Management from a recognized institution is required.
• Registration with a relevant professional body (where applicable) is an added advantage.