Medical Records Manager

The African Medical Centre of Excellence (AMCE) in partnership with King's College Hospital London (KCH) is seeking talented individuals to fill the role of Medical Records Manager.

The African Medical Centre of Excellence, Abuja (AMCE Abuja), a multi-specialty medical institution developed by Afreximbank in partnership with King's College Hospital London (KCH) aims to revolutionize healthcare in Africa. Established to address critical gaps, the AMCE Abuja is committed to providing world-class care through innovative research, development, and education. The partnership with King's College Hospital ensures global expertise, world-class clinical training, research, and professional development. The Centre will offer comprehensive services in oncology, haematology, cardiovascular care, and general healthcare across the continent, with plans for expansion. The construction phase, supported by global partners, precedes a phased rollout over six years, evolving into a 500-bed facility.

Set to commence operations in early 2025, this flagship facility in Abuja is a key part of Afreximbank's network of healthcare facilities, actively countering brain drain, reducing medical tourism by offering advanced procedures such as stem cell transplantation and state-of-the-art treatments for various diseases, and fostering employment opportunities. The vision for the AMCE initiative is to shape a healthier and more educated future for Africa.

Job Purpose

The Medical Records Manager will oversee the management, organization, and security of patient medical records within the AMCE healthcare system. The role will ensure that all medical records are maintained accurately, securely, and in compliance with all applicable healthcare regulations. The manager will play a key role in the implementation of electronic health records (EHR) systems, ensuring the smooth integration and utilization of medical records to support quality patient care across the organization.

Core Responsibilities

Operational Core Responsibilities

• Oversee the storage, organization, and retrieval of patient medical records in both paper and electronic formats. Ensure records are up-to-date, complete, and compliant with hospital policies and healthcare regulations (e.g., NDPR).
• Implement quality control processes to ensure accuracy and consistency in medical record documentation. Conduct periodic audits to verify that all records are compliant with legal and regulatory requirements.
• Manage the operation of the hospital's EHR system, ensuring data is correctly entered, securely stored, and easily accessible by authorized personnel. Provide training to staff on the system.
• Ensure that patient records are retained for the appropriate length of time as per legal, regulatory, and hospital requirements. Oversee the secure disposal of records that have reached the end of their retention period.
• Ensure that the department complies with all healthcare privacy laws, regulations, and accreditation standards related to medical records. Assist with preparation for audits and inspections.

Team Management and Supervision

• Supervise and train medical records staff, setting clear performance expectations and providing guidance for professional development. Conduct regular performance reviews and ensure the team operates effectively.
• Develop and manage the department's work schedule, ensuring adequate staffing levels for both daily operations and special projects.
• Handle any issues or conflicts within the team, addressing concerns regarding workflow or compliance issues in a timely manner.
• Foster a culture of continuous learning within the department, keeping staff updated on the latest trends, technologies, and regulations in healthcare record management.
• Monitor the team's performance and productivity, identifying areas for improvement and implementing corrective actions as needed.

Patient and Staff Interaction

• Manage and facilitate proper access to patient records for healthcare providers, ensuring that only authorized personnel have access to sensitive information.
• Patient Privacy: Ensure the confidentiality of patient information and educate staff on the importance of maintaining patient privacy, aligning with NDPR and other healthcare standards.
• Training and Education: Provide ongoing training and education to hospital staff on proper documentation practices, electronic medical records usage, and patient privacy laws.
• Communication with Physicians and Staff: Serve as the point of contact for physicians and medical staff regarding patient records, clarifying any issues or discrepancies that arise during patient care.
• Assistance with Patient Requests: Respond to patient requests for medical record copies and information in accordance with hospital policy, ensuring timeliness and compliance with privacy regulations.

Documentation and Reporting

• Prepare and submit reports on the status of medical records, highlighting areas of concern or improvement in record-keeping practices.
• Lead the preparation for internal and external audits, ensuring that all medical records are easily accessible and compliant with standards.
• Identify and track any errors in the medical record-keeping process, working to implement corrective actions to minimize inaccuracies.
• Collect and analyze data related to record-keeping, identifying trends and making recommendations for improving the department's efficiency.
• Develop and review policies and procedures related to medical records management, ensuring alignment with industry best practices and regulatory changes.

System and Technology Management

• Oversee the integration of new technologies and systems related to medical records management, ensuring compatibility with existing hospital systems.
• Ensure that medical records, whether paper or digital, are securely stored, protected from unauthorized access, and compliant with all relevant data security standards.
• Collaborate with IT departments to troubleshoot issues, implement software upgrades, and maintain the medical records systems.
• Implement and maintain data backup procedures to ensure that patient records can be recovered in the event of system failure or disaster.
• Continuously assess the performance of the EHR system and make recommendations for improvements to streamline medical records operations.

Educational Requirements

• Bachelor's degree in health information management, Healthcare Administration, or a related field.
• MBA, MSc, or additional certifications in Health Information Management or a related healthcare discipline is an added advantage

Professional Requirements

• Certified Health Information Manager (CHIM) or Certified Medical Records Professional (CMRP) is highly recommended

Experience Requirements

• Minimum of 5 years' experience in medical records management, with a minimum of 2 years in a supervisory or managerial role within a healthcare setting.
• Proven experience with Electronic Health Record (EHR) systems, data management, and regulatory compliance.
• Experience in staff management, including training, performance reviews, and scheduling.
• Solid understanding of healthcare regulations, including NDPR and other privacy laws.

Competency Requirements

Knowledge Requirements

• In-depth understanding of medical record management principles and best practices.
• Knowledge of NDPR, other relevant regulations, and accreditation standards.
• Familiarity with EHR systems and data security protocols.

Skills Requirements

• Excellent organizational and time management skills.
• Proficiency in using EHR software and Microsoft Office Suite.
• Strong communication and interpersonal skills.
• Analytical and problem-solving skills.

Personal Abilities

• High level of integrity and ethical conduct.
• Attention to detail and accuracy.
• Strong leadership and team-building skills.
• Ability to maintain confidentiality.
• Commitment to continuous improvement.

African Medical Centre of Excellence, Abuja (AMCE Abuja) aims to be an Employer of Choice, providing equal opportunity for everyone regardless of their background, gender, race and other protected characteristics.