About Company
Tutume Primary Hospital is a cornerstone of healthcare in the Central District of Botswana, dedicated to providing accessible, high-quality medical services to the local community and surrounding areas. As a public institution, we are committed to upholding the highest standards of patient care, safety, and operational excellence. Our team comprises compassionate professionals who work collaboratively to ensure the well-being of every patient who walks through our doors. We believe in continuous improvement, fostering a supportive work environment, and making a tangible difference in public health outcomes.
Job Description
Tutume Primary Hospital is seeking a dedicated and meticulous Healthcare Records Clerk to join our essential administrative team. In this pivotal full-time role, you will be the backbone of our information management system, ensuring that all patient records are accurate, secure, and readily accessible to authorized medical professionals. This position is crucial for maintaining the seamless operation of our hospital office and directly supports the high standard of patient care we are committed to delivering to the community of Tutume and the wider Central District.
As a Healthcare Records Clerk, you will be responsible for a wide array of administrative tasks that require precision, discretion, and a strong understanding of medical confidentiality. Your daily duties will involve the diligent management of both digital and physical patient files, including the accurate input of patient demographics, medical histories, treatment plans, and diagnostic results into our hospital’s Electronic Health Records (EHR) system, as well as the meticulous organization and retrieval of paper-based records. You will play a vital role in ensuring data integrity, performing regular audits to identify and correct discrepancies, and safeguarding sensitive patient information in compliance with national health regulations and hospital policies.
Beyond data management, this role involves significant interaction and collaboration with various departments within the hospital. You will be a key point of contact for nurses, doctors, and other clinical staff, assisting them in locating and accessing patient information promptly and efficiently. Your ability to communicate clearly and professionally will be paramount when responding to information requests, processing medical record releases with proper authorization, and supporting the administrative flow of patient appointments and admissions. Furthermore, you will assist with general office duties, maintain inventory of office supplies, and contribute to the overall efficiency and organization of the hospital office environment. Your contribution will directly impact the speed and accuracy with which our medical teams can diagnose, treat, and monitor patients. This includes managing incoming and outgoing medical records requests, ensuring proper documentation for legal and insurance purposes, and adhering strictly to privacy regulations such as HIPAA-equivalent standards within Botswana’s healthcare framework. You will also be involved in archiving older records, managing storage solutions, and assisting in the transition to more advanced digital systems as they are introduced. We are looking for an individual who is not only proficient in administrative tasks but also possesses a compassionate and service-oriented approach, understanding the critical impact of their work on patient well-being and operational excellence. If you are organized, detail-oriented, and passionate about contributing to a healthcare setting, we encourage you to apply.
Key Responsibilities
- Manage and maintain accurate physical and digital patient health records.
- Input patient data, medical histories, diagnoses, and treatment plans into the EHR system.
- Retrieve and file patient records promptly and efficiently for medical staff.
- Ensure strict confidentiality and security of all patient information.
- Perform regular audits of records to identify and correct discrepancies.
- Process requests for medical record releases in compliance with hospital policies and regulations.
- Assist clinical staff with accessing patient data and resolving record-related queries.
- Manage general office duties, including photocopying, scanning, and managing office supplies.
- Assist in the preparation of patient appointment schedules and admission documentation.
- Support the transition and maintenance of digital record-keeping systems.
- Adhere to all national health information privacy laws and hospital guidelines.
Required Skills
- High school diploma or equivalent
- Minimum of 1 year (12 months) of administrative or office experience
- Proficiency in computer applications, including Microsoft Office Suite
- Excellent data entry speed and accuracy
- Strong organizational and time management skills
- Exceptional attention to detail
- Ability to maintain strict confidentiality of sensitive information
- Strong written and verbal communication skills
- Ability to work effectively in a fast-paced healthcare environment
Preferred Qualifications
- Certificate or Diploma in Information Management, Office Administration, or a related field
- Experience working in a hospital or healthcare setting
- Familiarity with Electronic Health Records (EHR) systems
- Basic knowledge of medical terminology
Perks & Benefits
- Competitive salary package
- Comprehensive health insurance
- Generous paid time off and public holidays
- Pension scheme contributions
- Opportunities for professional development and training
- Supportive and collaborative work environment
- Contribution to vital community health services
How to Apply
Interested and qualified candidates are encouraged to apply by clicking on the application link below. Please ensure your resume and cover letter clearly highlight your relevant experience and qualifications for this role. We look forward to reviewing your application.