We are looking for a card register who will be responsible for patient registration and record creation across manual and electronic EMR/HMIS systems. Manage filing, retrieval, and tracking patient cards using tracer systems, guide patients through registration, direct them to service points, and manage queues
Key Responsibilities
Patient Registration & Record Creation
- Registering all patients in both registral books and electronic systems (EMR/HMIS) as per facility protocol.
- Assigning unique medical record numbers and ensuring consistency across manual and electronic systems.
- Creating and maintaining patient cards/files for new clients.
Data Entry and Integrated Record Management (Paper & Electronic)
- Entering patient data accurately and timely into EMR
- Recording services provided, referrals, and outcomes in both manual and electronic formats.
- Conducting routine data cleaning and resolve inconsistencies between systems.
- Maintaining accurate and synchronized records between:
- Patient cards/files (paper-based system)
- Electronic systems (EMR)
- Ensuring all patient encounters are recorded in both systems where applicable.
- Cross-checking entries to prevent discrepancies, duplication, or data loss.
- Supporting transition and integration between manual and digital systems.
Filing, Retrieval & Card Control
- Filing patient cards using standardized systems (numerical/alphabetical).
- Retrieving and dispatching patient records efficiently for clinical service and Guiding patients through registration procedures.
- Directing patients to appropriate service delivery points (OPD, laboratory, pharmacy, etc.)
- Tracking movement of cards between departments using tracer systems or logs.
- Ensuring safe storage and preventing loss, damage, or unauthorized access.
Confidentiality & Compliance
- Maintaining strict confidentiality of patient information in both paper and electronic systems.
- Adhering to national HMIS guidelines and facility Standard Operating Procedures (SOPs).
- Always ensuring proper handling and secure storage of records
Safeguarding (child, young people, adult and asset)
- Responsible for taking part in awareness-raising sessions and capacity building training in relation to Safeguarding to prevent and protecting children, young people, adults and asset from all forms of abuse, abandonment, exploitation, violence and discrimination
- Ensuring that safeguarding measures are in place within area of his/her responsibility and that staff, associates and other key stakeholders are aware of safeguarding principles and measures.
- Responsible for reporting any safeguarding suspicion, concern, allegation, or incident immediately, following the safeguarding reporting procedures. Safeguarding reports should be made to the safeguarding team at the program level and/or to the respective line manager; and
- Responsible for ensuring behaviours and all relationships are based on safeguarding and in line with the Code of Conduct and adhering to it in every situation.
- Conduct themselves per the Code of Conduct, Safeguarding and Local/Country Policies and Procedures.
- Be vigilant about any possible form of abuse/harm, neglect, harassment, or exploitation against, children, youth and adults in personal and professional lives.
- Report any safeguarding incident or concern within 24 hours to the Incident Management Team, focal person or concerned party through the defined channels for reporting the allegation