Medical Records Manager at The African Medical Centre of Excellence (AMCE)

Job Purpose

• The Medical Records Manager will lead the management, organization, and security of patient medical records across AMCE. The role holder will ensure accuracy, accessibility, and compliance of all records with applicable laws and regulations, while driving the implementation and optimization of electronic health records (EHR) systems. This position plays a key role in safeguarding patient privacy, supporting efficient clinical workflows, and enabling high-quality healthcare delivery.

Key Accountabilities/Responsibilities

Operational Management

• Oversee storage, organization, and retrieval of patient medical records in both paper and electronic formats.
• Implement quality control processes and conduct periodic audits to ensure compliance with hospital policies, NDPR, and accreditation standards.
• Manage the operation and optimization of AMCE’s EHR system, ensuring accurate data entry and secure access.
• Oversee the secure retention and disposal of records in line with legal and regulatory requirements.
• Support internal and external audit preparation and ensure readiness for inspections.

Patient and Staff Support

• Manage proper access to patient records, ensuring confidentiality and authorized use.
• Educate staff on privacy laws, documentation best practices, and EHR usage.
• Serve as the main contact point for physicians, staff, and patients on medical record-related issues.

Documentation & Reporting

• Prepare departmental reports, highlight areas for improvement, and recommend solutions.
• Lead error tracking and corrective action plans.
• Develop, review, and update medical records policies in line with best practices.

Technology & Systems Oversight

• Collaborate with the Information Technology department to troubleshoot, upgrade, and integrate medical records technology.
• Maintain data backup procedures and disaster recovery readiness.
• Monitor and recommend enhancements to EHR system performance.

Team Leadership

• Supervise and train medical records staff, conducting performance reviews and setting development goals.
• Manage work schedules and ensure adequate staffing for daily operations.
• Foster a culture of continuous learning and compliance within the department.

Qualifications

• Bachelor’s degree in Health Information Management, Healthcare Administration, or related field.
• MBA, MSc, or advanced certifications in Health Information Management (advantage).
• Certified Health Information Manager (CHIM) or Certified Medical Records Professional (CMRP) preferred.

Experience

• Minimum 5 years’ experience in medical records management, with at least 2 years in a supervisory or managerial role.
• Proven EHR system expertise, staff management experience, and strong regulatory compliance knowledge.
• In-depth understanding of medical record management principles, NDPR compliance, and data security protocols.