POSITION OVERVIEW:

To coordinate the surgical patient pathway from scheduling through admission and treatment, manage patient health records and health information systems, facilitate patient access to care, and ensure compliance with hospital quality, information governance, and accreditation standards.

ESSENTIAL DUTIES:

1. Surgical Pathway Coordination

• Maintain an accurate and up-to-date register of all patients awaiting surgical or other planned procedures.
• Monitor and update the status of patients from the point of recommendation through to treatment, postponement, or other clinical decisions.
• Identify and assist patients in overcoming barriers to admission and access to planned care.
• Provide patients and guardians with information on hospital admission procedures, policies, and planned treatment.
• Support a smooth, efficient, and patient-centred admission process through proactive communication with patients prior to admission.
• Responsible for managing patient follow-ups and monitoring patient attendance rates.

3. Health Records and Information Management

• Manage the creation, maintenance, storage, retrieval, retention, and disposal of patient health records in accordance with organizational policies and legal requirements.
• Ensure patient records are complete, accurate, standardized, and maintained using unique patient identifiers.
• Coordinate the digitization and migration of historical patient records into the electronic health records system.
• Safeguard the confidentiality, security, and integrity of patient information by ensuring appropriate access controls and compliance with information governance requirements.

4. Data Management and Reporting

• Collect, validate, analyse, and maintain patient and surgical data to support clinical care, operational planning, quality improvement, and statutory reporting.
• Prepare and submit reports on surgical waiting lists, admissions, patient outcomes, and health information as required by hospital management and regulatory authorities.
• Maintain reliable data to support service planning, monitoring, and decision-making.

5. Quality Assurance and Compliance

• Monitor compliance with quality standards, hospital policies, legal requirements, and health information management standards.
• Conduct regular audits of patient records and surgical pathway documentation, implementing corrective actions where required.
• Ensure all activities within the role support continuous quality improvement and patient safety initiatives.

6. Systems Development and Collaboration

• Develop, implement, and maintain policies, procedures, and systems relating to patient information management and surgical pathway coordination.
• Collaborate with clinical, administrative, finance, and ICT teams to improve patient information systems, documentation practices, and service delivery.
• Train and support staff on health information management, documentation standards, confidentiality, and effective use of health information systems.

SECONDARY DUTIES:

• Participate in quality improvement activities, accreditation processes, and relevant hospital committees.
• Maintain professional knowledge and competency in health information management and patient administration.

OTHER DUTIES

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this position. Duties, responsibilities and activities may change at any time with or without notice.

EDUCATION/EXPERIENCE REQUIREMENTS:

Relevant field: Diploma in Health Information Management, Medical Records Management, Records and Archives Management.

Those with Bachelor’s degree in related field but have a certificate in relevant fields above will be considered

Minimum of three (3) years’ relevant experience in health information management, patient administration, medical records, hospital admissions, or a similar role within a healthcare setting.

Demonstrated experience in managing electronic health records (EHR), patient data, and hospital information systems is desirable.

Experience with quality management systems, accreditation standards and health information reporting will be an added advantage.

KNOWLEDGE, SKILLS & ABILITIES:

• Sound knowledge of health information management principles, medical records management, patient administration processes, and health information systems (HIS/EMR) is required.
• Understanding of healthcare quality standards, accreditation requirements, confidentiality, and data protection principles is essential.
• Knowledge of patient admission procedures, surgical scheduling.
• Strong data management, analytical, record-keeping, and report-writing skills, combined with excellent organizational and coordination abilities, are essential.
• Strong communication, interpersonal, and customer service skills, along with computer literacy, integrity in handling confidential information, and the ability to work independently and in teams, are required.

COMPETENCIES:

• Planning and Organizing
• Attention to Detail
• Customer Service Orientation
• Communication and Interpersonal Skills
• Analytical Thinking and Problem Solving
• Decision Making
• Integrity and Confidentiality
• Accountability
• Teamwork and Collaboration
• Adaptability and Continuous Improvement

• Maintain an accurate and up-to-date register of all patients awaiting surgical or other planned procedures.
• Monitor and update the status of patients from the point of recommendation through to treatment, postponement, or other clinical decisions.
• Identify and assist patients in overcoming barriers to admission and access to planned care.
• Provide patients and guardians with information on hospital admission procedures, policies, and planned treatment.
• Support a smooth, efficient, and patient-centred admission process through proactive communication with patients prior to admission.
• Responsible for managing patient follow-ups and monitoring patient attendance rates.
• Manage the creation, maintenance, storage, retrieval, retention, and disposal of patient health records in accordance with organizational policies and legal requirements.
• Ensure patient records are complete, accurate, standardized, and maintained using unique patient identifiers.
• Coordinate the digitization and migration of historical patient records into the electronic health records system.
• Safeguard the confidentiality, security, and integrity of patient information by ensuring appropriate access controls and compliance with information governance requirements.
• Collect, validate, analyse, and maintain patient and surgical data to support clinical care, operational planning, quality improvement, and statutory reporting.
• Prepare and submit reports on surgical waiting lists, admissions, patient outcomes, and health information as required by hospital management and regulatory authorities.
• Maintain reliable data to support service planning, monitoring, and decision-making.
• Monitor compliance with quality standards, hospital policies, legal requirements, and health information management standards.
• Conduct regular audits of patient records and surgical pathway documentation, implementing corrective actions where required.
• Ensure all activities within the role support continuous quality improvement and patient safety initiatives.
• Develop, implement, and maintain policies, procedures, and systems relating to patient information management and surgical pathway coordination.
• Collaborate with clinical, administrative, finance, and ICT teams to improve patient information systems, documentation practices, and service delivery.
• Train and support staff on health information management, documentation standards, confidentiality, and effective use of health information systems.
• Participate in quality improvement activities, accreditation processes, and relevant hospital committees.
• Maintain professional knowledge and competency in health information management and patient administration.

• Sound knowledge of health information management principles, medical records management, patient administration processes, and health information systems (HIS/EMR) is required.
• Understanding of healthcare quality standards, accreditation requirements, confidentiality, and data protection principles is essential.
• Knowledge of patient admission procedures, surgical scheduling.
• Strong data management, analytical, record-keeping, and report-writing skills, combined with excellent organizational and coordination abilities, are essential.
• Strong communication, interpersonal, and customer service skills, along with computer literacy, integrity in handling confidential information, and the ability to work independently and in teams, are required.

• Diploma in Health Information Management, Medical Records Management, Records and Archives Management.
• Those with Bachelor’s degree in related field but have a certificate in relevant fields above will be considered
• Minimum of three (3) years’ relevant experience in health information management, patient administration, medical records, hospital admissions, or a similar role within a healthcare setting.
• Demonstrated experience in managing electronic health records (EHR), patient data, and hospital information systems is desirable.
• Experience with quality management systems, accreditation standards and health information reporting will be an added advantage.