LOCATION: BUSIA

Overall Responsibility

The Receptionist will be responsible for managing front office operations, ensuring accurate patient registration, proper handling of medical records, and providing excellent customer service while maintaining confidentiality and compliance with healthcare regulations.

Key Responsibilities:

• Receive and welcome patients and visitors professionally and courteously.
• Register patients accurately in the Hospital Management Information System (HMIS)
• Verify patient details, including insurance information and referral documentation.
• Schedule appointments and manage clinic bookings efficiently.
• Direct patients to appropriate departments and service points.
• Create, retrieve, update, and maintain patient medical records.
• Ensure accurate capturing of demographic and clinical information.
• File and archive patient records in accordance with hospital policies.
• Ensure proper coding and indexing of patient files (where applicable).
• Track the movement of files between departments to prevent loss or misplacement.
• Confirm patient payment category (cash, insurance, corporate).
• Assist in verifying insurance eligibility and pre-authorizations.
• Liaise with the billing and accounts department to ensure smooth patient flow.
• Prepare daily patient attendance reports.
• Maintain appointment logs and clinic utilization reports.
• Support data entry for outpatient statistics and performance monitoring.
• Assist in quality improvement initiatives by ensuring completeness of patient records.
• Escalate patient complaints to the relevant department or supervisor.
• Maintain a calm and supportive environment at the reception area.

Job Qualifications & Skills

• Diploma in Health Records and Information Management/Accounts or related field
• Minimum 2 years’ experience in a hospital or healthcare facility (preferred).
• Proficiency in Hospital Management Information Systems (HMIS) and Microsoft Office.
• Good understanding of medical terminology and records management.
• Strong communication and interpersonal skills.
• High level of integrity and confidentiality.
• Good organizational and time-management skills.
• Ability to multitask in a busy healthcare environment.

• Receive and welcome patients and visitors professionally and courteously.
• Register patients accurately in the Hospital Management Information System (HMIS)
• Verify patient details, including insurance information and referral documentation.
• Schedule appointments and manage clinic bookings efficiently.
• Direct patients to appropriate departments and service points.
• Create, retrieve, update, and maintain patient medical records.
• Ensure accurate capturing of demographic and clinical information.
• File and archive patient records in accordance with hospital policies.
• Ensure proper coding and indexing of patient files (where applicable).
• Track the movement of files between departments to prevent loss or misplacement.
• Confirm patient payment category (cash, insurance, corporate).
• Assist in verifying insurance eligibility and pre-authorizations.
• Liaise with the billing and accounts department to ensure smooth patient flow.
• Prepare daily patient attendance reports.
• Maintain appointment logs and clinic utilization reports.
• Support data entry for outpatient statistics and performance monitoring.
• Assist in quality improvement initiatives by ensuring completeness of patient records.
• Escalate patient complaints to the relevant department or supervisor.
• Maintain a calm and supportive environment at the reception area.

• Proficiency in Hospital Management Information Systems (HMIS) and Microsoft Office.
• Good understanding of medical terminology and records management.
• Strong communication and interpersonal skills.
• High level of integrity and confidentiality.
• Good organizational and time-management skills.
• Ability to multitask in a busy healthcare environment.

• Diploma in Health Records and Information Management/Accounts or related field