KaloFamily Community Medical Center is a health facility that has been serving the Chimwemwe community since its establishment in 2020. Our mission is to provide high-quality, efficient, and affordable health services to our local and surrounding residents. At KaloFamily, we prioritize empathy and active listening when caring for our clients. We believe that understanding their healthcare needs is essential for delivering effective and compassionate services.
The medical center would like to recruit an outstanding, result oriented and self-motivated and versatile individual of high integrity with the appropriate qualifications and experience who is based in Kitwe and most preferably resides in Chimwemwe to fill up the position of Filling Clerk.

PURPOSE OF POSITION & JOB SUMMARY

The filing/records clerk is responsible for the efficient filing and cataloging of all patient medical records; creating an efficient system to organize, maintain and retrieve patient medical files and ensure records are being managed according to international medico legal standards.

KEY RESPONSIBILITIES

– Accurately file patient records to ensure quick retrieval of medical records when requested by front office staff or medical staff.
– Enter accurate patient personal information, medical coverage/insurance details and relevant contact details onto the clinic’s medical records database.
– Create new patient folders with file numbers for first time service users. Verify that the patient’s name, address, contact information, NHIMA number and date of birth on the medical file match information given by the patient when accessing KFCMC services.
– Work closely with the front office receptionist to gather patient personal details and verify the accuracy of information
– Support the Administration Manager with annual culling of medical records or retrieval of inactive files.
– Deal with inquiries from staff, patients, visitors and other health professionals in a prompt and courteous manner.
– Confirm with medical personnel that the patient’s medical records are complete and correct.
– File patient records, which may include lab results and x-rays, referrals, as part of the medical record.
– Work with both paper documents and electronic files, and do routine tasks like data entry, organization, cross-referencing, scanning, copying and retrieval.
– Receive, assist and direct patients and their families, visitors and health care professionals in a courteous, efficient and welcoming manner projecting a positive, friendly and professional image.
– Ensure that daily billing sheets are handed to the medical billing clerk/ billings officer so that all patient bills are processed on the same day.
– Ensure that charge sheets are not accidentally left in the patient’s medical file.
– Ensure that requests for photocopying etc., are met in a timely manner and are complete and of good quality.
– Report promptly any incident or adverse event relating to staff, patients’ or visitors to the clinic/hospital manager.

QUALIFICATIONS AND EXPERIENCE:

– Must have a completed Grade 12 certificate with a merit or above in English language and Mathematics.
– A qualification/certificate in information technology/ information management or country equivalent would be an asset a diploma will be added advantage.
– Work Experiences and Skills
– Minimum 1 year’s experience

KNOWLEDGE, SKILLS, AND ABILITIES

– Ability to work independently and under pressure.
– The ability to lead and operate as part of a diverse team
– Ability to work under pressure and meet deadlines
– Person who is sensitive to employees’ feelings and able to keep matters confidential.
– Ability to exhibit patience and tolerance.
– Efficient, organized and accurate.
– Excellent verbal and written communication skills.
– Good analytical skills