Position Title: Patient Records Clerk
Employment Type: Full-time
Industry: Healthcare / Hospital Administration
Introduction
We are currently seeking a detail-oriented and organized Patient Records Clerk to join our healthcare administration team. This vital role supports the day-to-day operational and administrative efficiency of our hospital by ensuring that all patient-related information and hospital records are accurately filed, stored, and maintained.
In today’s fast-paced medical environment, timely access to accurate patient records is crucial—not only for effective treatment and patient satisfaction, but also for regulatory compliance and administrative workflow. The Patient Records Clerk plays an essential role in maintaining the integrity and confidentiality of our health information systems.
This is a fantastic opportunity for individuals who are methodical, responsible, and dedicated to the seamless functioning of healthcare processes behind the scenes.
Position Overview
The Patient Records Clerk is responsible for the accurate management and maintenance of all documentation related to patient care, admissions, discharges, and administrative support. This includes ensuring that documents are properly filed—whether digitally or physically—and can be retrieved quickly and securely when needed.
The successful candidate will demonstrate excellent organizational skills, a strong understanding of confidentiality standards, and a commitment to supporting clinical and non-clinical departments in delivering high-quality care.
Key Responsibilities
As a Patient Records Clerk, your day-to-day duties will include:
1. Accurate Maintenance of Patient Records
- Create, update, and manage patient files in accordance with organizational policies and privacy regulations.
- Ensure that all records are completed accurately and filed immediately after processing to prevent backlog.
- Collaborate with clinical staff to verify information and ensure the completeness of each patient’s documentation.
2. Filing System Management
- Maintain and regularly update the physical and digital filing systems to reflect current patient activity.
- File admission records, discharge summaries, physician notes, lab results, and other relevant documentation systematically.
- Track the movement of patient records to ensure all files can be located promptly.
3. Record-Keeping Best Practices
- Comply with legal and regulatory standards for medical record storage, retrieval, and destruction.
- Safeguard sensitive information by upholding patient confidentiality in line with data protection laws.
- Monitor access to patient files and ensure only authorized personnel retrieve records.
4. Administrative and Logistical Support
- Order and manage stock levels of office supplies and stationery needed for patient administration.
- Prepare and maintain tracking logs and statistical data related to file usage and record processing.
- Support the hospital’s administrative staff with ad hoc duties as assigned, particularly during peak periods.
Required Qualifications
- Matric Certificate (Grade 12) or equivalent qualification is essential.
- Post-secondary training in office administration, medical records, or healthcare support will be advantageous but is not mandatory.
Skills and Competencies
To excel in this role, the ideal candidate will possess the following:
Technical Skills
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Familiarity with electronic medical record (EMR) systems or the willingness to be trained.
- Basic understanding of data entry and document scanning software.
Knowledge Areas
- Solid grasp of regulatory and compliance requirements regarding the storage and destruction of patient records.
- Awareness of healthcare privacy laws and the importance of safeguarding patient information.
- Understanding of the interrelated functions of hospital departments and how effective records management supports overall efficiency.
Personal Attributes
- Detail-oriented with an ability to detect errors and inconsistencies in documentation.
- Highly organized, with strong time management skills.
- Reliable and responsible, with a high level of integrity and discretion.
- Excellent communication skills to liaise effectively with other departments.
- Ability to multitask and remain calm under pressure, especially during periods of high administrative activity.
Why Join Our Team?
- Contribute to a critical area in the healthcare system that directly supports patient care.
- Be part of a dynamic and supportive team that values accuracy and confidentiality.
- Gain experience in one of the most important operational roles in healthcare administration.
- Opportunities for further training and professional development in the healthcare field.
Application Process
To apply for the position of Patient Records Clerk, please submit the following:
- A detailed CV
- A certified copy of your Grade 12 certificate
- A cover letter highlighting your administrative experience and organizational skills
We thank all applicants for their interest. Only shortlisted candidates will be contacted.
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