“Sometimes in life there is that moment when it's possible to make a change for the better. This is one of those moments." Elizabeth Glaser

The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is a worldwide leader in the fight against pediatric HIV/AIDS. EGPAF seeks to prevent pediatric HIV infection and to eradicate pediatric AIDS through research, advocacy, and prevention and treatment programs in 17 countries. EGPAF is currently implementing a 7-year Cooperative agreement with United States Agency for International Development (USAID)/Uganda to lead the implementation of district-based project USAID Regional Health Integration to Enhance Services in South Western Uganda (USAID RHITES SW). USAID RHITES SW activity’s goal is to increase utilization of health services through the following key result areas: increased availability of and accessibility to health services; improved quality of health services; increased availability of resources for public sector health services; improved organization and management of service delivery and increased adoption of healthy behaviors and positive child development practices by communities in focus areas and target population groups.

Applications are invited from suitably qualified and competent candidates for the following position at the Foundation:

Position:                                             Health Information Records Assistant

Location:                                            Kanungu HC IV, Kanungu District

Reports Lines:                                   Technical Advisor Strategic Information and Evaluation

Number of vacancies:                       1

Job summary

The Health Information Records Assistant performs under the leadership of the health unit in-charge. Working as part of the facility team, s/he will assist, in the implementation of strong data quality maintenance systems of the health unit. The Health Information Records Assistant will work to promote quality data standards at all points of service delivery by ensuring the generation and submission of accurate, timely, valid data to inform on quality improvement and reporting.

Core duties and responsibilities:

• Liaise with the different units in–charges of several service delivery points to ensure completeness of e data on the patient files, the registers (ANC, Maternity, Post-natal, Exposed Infant Register, HCT register, Laboratory registers, SMC registers, Nutrition, TB registers, Pre-ART and ART registers, Family Planning Register, Child Register) are complete. Working with different health unit’s departments in ensuring that timely, accurate, complete and valid data is generated from the respective registers and is submitted to the DHO, EGPAF and MoH by verifying all data before submission. The data/reports pertains to: HIV Care & Treatment program, PMTCT including EID and TB and TB/HIV, HIV Counselling and Testing, Nutrition and Malaria
• Receiving and dealing with enquiries and requests relating to data needs
• Work with information by transferring it from paper-based records onto computerized systems; Updating, maintaining and retrieving data held on computerized HIV/AIDS reporting system
• Compile, sort, and verify accuracy of data before it is entered into the project database
• Data entry in a timely and accurate manner into the project information system; assists in the compilation of statistical information for reports.
• Managing the electronic data systems which include and not limited to EMR, DHIS2, ensuring systems are updated with the most current data,
• Maintains hardcopy and electronic data files and reports in compliance with the program, research protocols, ensure the store/back up in an appropriate location completed reports/documents
• Maintains the highest standards of data quality by comparing the data entered with source documents, or re-enters verified data.
• Data entry in a timely and accurate manner into the project information system; assists in the compilation of statistical information for reports.
• Undertake to enter and clean all the program and research data entered into the database in line with the guidelines/principles as detailed data entry protocols
• Merging of all the cleaned data into a central database as per the protocols and guidelines
• Generate and provide accurate, timely, valid data for the development and production of program and research reports.
• Utilizes computerized data entry equipment and file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary, and summarizes data in preparation of standardized reports.
• Participate in the facility quality improvement activities which may include collecting/summarizing data and analyzing to inform progress off quality improvement interventions.
• Analyze the monthly summary statistics for key program indicators and compile reports for distribution to inform QI team at health facility
• Assist health care workers at the designated facilities in data quality assurance as stipulated in the standard operating procedures and job aides.

Required qualifications, Skills, Knowledge and Abilities:

• Bachelors degree in Population Studies/Demography, Statistics, Medical Records or other related field. Training in computer applications is an added advantage
• At least 2 years of progressive professional experience working in data management
• Practical experience in working with government of Uganda health information systems
• Knowledge of medical records management procedures
• Good working knowledge of computer with ability to operate various Microsoft word-processing software, spreadsheets
• Team player with good interpersonal relationships and tolerance to socio-cultural differences.
• Efficient and effective verbal and non-verbal communication skills; ability to follow instructions provided in verbal or written format.
• Ability to multi-task effectively and adhere to timelines.
• Good numeracy skills. Attention to detail and enjoy alphanumeric data entry.
• Experience in handling collecting, collating and managing numerical data
• Must have passed mathematics at O’level with at least a credit