Medical Records Assistant

Job Overview

C-Care Uganda is seeking a detail-oriented Medical Records Assistant to join its health information management team. This full-time position plays a vital role in maintaining the integrity, confidentiality, and accessibility of patient records across all facilities.

The incumbent will ensure that all medical documentation is complete, accurately filed, and readily available for clinical staff, while supporting the transition to electronic medical records. This role contributes directly to patient safety and efficient healthcare delivery.

The role is based at C-Care Uganda’s main hospital in Kampala, with occasional visits to satellite clinics to support records management activities and ensure uniformity across all service points.

Key Responsibilities

The Medical Records Assistant will perform a variety of tasks to guarantee proper handling of patient information, from creation to archiving, while adhering to legal and institutional standards.

All tasks must be performed with a high degree of accuracy and adherence to established protocols to safeguard patient privacy.

• Register new patient files and maintain an accurate patient master index, ensuring each record is assigned a unique identifier for easy retrieval.
• Retrieve, issue, track, and return patient files promptly to clinics, wards, theatres, and diagnostic departments, maintaining a log of all movements.
• File patient records accurately using established filing systems, ensuring proper categorization and timely re‑filing after use.
• Ensure all patient records are complete, legible, and properly organized before filing, and follow up with clinicians for any missing documentation.
• Archive inactive medical records according to hospital policy, tracking retention periods and preparing records for secure disposal when required.
• Digitize paper records into the Electronic Medical Records (EMR) system, verifying data accuracy and resolving duplicate entries to maintain a clean database.
• Review medical records for completeness before filing, identify missing documentation, and coordinate with clinical teams to obtain required signatures or reports.
• Assist in clinical coding activities where applicable, supporting accurate classification of diagnoses and procedures for billing and reporting purposes.

Qualifications & Experience

Candidates should possess a combination of formal education and practical experience in health records management or a related field.

Essential

Candidates must meet the following minimum requirements to be considered for the position.

• Diploma or certificate in Health Records Management, Medical Records, Health Information Technology, or a related discipline from a recognized institution.
• Minimum of two years experience working in a hospital or clinic medical records department, handling both paper and electronic records.
• Proficiency with Electronic Medical Records (EMR) systems and basic computer skills, including Microsoft Office and data entry accuracy.
• Strong understanding of confidentiality principles, data protection regulations, and the Uganda Data Protection and Privacy Act as applied to health information.
• Excellent organizational abilities, attention to detail, and the capacity to manage multiple tasks efficiently under pressure.
• Good communication skills, both written and verbal, to interact effectively with clinicians, administrative staff, and patients when needed.

Desirable

Additional competencies that enhance effectiveness in this role include familiarity with health data analytics and basic report generation.

• Bachelor’s degree in Health Information Management, Nursing, or a related health sciences field.
• Experience with medical coding systems such as ICD-10 or CPT, and familiarity with clinical documentation improvement initiatives.
• Knowledge of quality assurance processes in medical records, including participation in audits and performance improvement projects.
• Ability to train junior staff or interns on proper filing procedures, EMR navigation, and confidentiality best practices.

What the Role Offers

C-Care Uganda offers a supportive work environment and competitive benefits designed to attract and retain skilled professionals in the healthcare sector.

Employees also benefit from a collaborative team culture, regular performance feedback, and clear pathways for career advancement within the organization.

• Attractive monthly salary commensurate with experience and qualifications, paid promptly via bank transfer.
• Comprehensive health insurance coverage for the employee and immediate dependents, including inpatient and outpatient services.
• Monthly transport allowance to facilitate reliable commuting to and from the workplace, especially for staff residing outside Kampala.
• Daily lunch subsidy or provision of meals at the hospital cafeteria, ensuring staff have access to nutritious food during shifts.
• Opportunities for professional development, including short courses, workshops, and potential sponsorship for further studies in health information management.

How to Apply

Interested applicants should submit an updated CV, copies of academic certificates, and a brief cover letter outlining their suitability for the Medical Records Assistant role. Please apply now by clicking the link below.

Follow @jobsinkampala on X for daily Uganda job updates!