Medical Records Officer (Health Records Management)

About the role

The Medical Records Officer will support the hospital’s health information management by organising, filing, and retrieving patient documentation in a secure and efficient manner. This position ensures that medical records are accurately maintained, readily accessible to authorised staff, and compliant with legal and ethical standards.

Key responsibilities

• Prepare pre‑numbered folders with colour‑coding to streamline filing processes.
• Collect, sort, scan, and index medical documents and investigation reports from various departments.
• Arrange patient records in designated locations and retrieve files for internal requests.
• Create new records and update existing files as required.
• Follow established procedures and the manual to assemble and process records.
• Maintain strict confidentiality of patient information and uphold professional ethics.
• Dispose of outdated or unnecessary records in line with legal requirements and storage guidelines.
• Enter document identification codes into the electronic system for easy retrieval.
• Log document movements using logbooks or computer systems and conduct periodic inspections to verify correct placement and condition.
• Track borrowed files to ensure timely return to the filing room.

Required profile

• Attention to detail and ability to follow documented procedures.
• Commitment to patient confidentiality and medical record ethics.
• Organisational skills for managing large volumes of documentation.

Required skills

• Proficiency in document scanning and electronic indexing.
• Experience with record‑keeping software or database entry.
• Ability to use logbooks and computer systems for tracking records.