Data Clerk

Function

The Data Clerks will be responsible primarily for routine data Entry into the various MoHSS Data Entry Systems (ePMS Quantum, DHIS2, P-Tracker, eTB and other MoHSS supported System. Above data entry, the Data Clerks will be responsible for running routine performance indicators from those systems, ensuring data quality, analysis and use at facility level. They will be responsible for ensuring that site-based data collection and entry will be timely, complete, and of high quality. Specifically, the Data clerks will conduct routine data validations, provide troubleshooting support to service providers as they submit data daily, verify the authenticity of system entries, resolve data entry bottlenecks, identify, and resolve inconsistencies in data entries, clean data, and provide feedback on site performance in collaboration with Regional M&E Officer, MEL Manager and District Quality Managers.

Responsibilities:

• Data Entry
  • Provides daily data entry services via the computerized ART information system (ePMS/Quantum ePMS), and the HIV testing computerized system (eHTS), and provide data entry to other systems e.g., DHIS2 and the TB Tracker.
  • Ensure that data entered in the various systems have met the 7 data quality dimensions (accurate, complete, consistent, timeliness, valid, and unique)
  • Assures that data stored in the computers that house confidential data are password protected and remain confidential, permitting only limited access by approved individuals to the data.
  • Collaborate with other community health officers to ensure data from the community level are entered in the relevant systems.
• Data Collection
  • Conducts monthly reviews and collects tallies of data in registers, forms, and other paper-based data collection tools used in ANC/PMTCT programmes, post-natal care, TB/HIV, HIV testing services, cervical cancer, TB, and other related services.
  • Collect data relevant to the success of the Project and as required.
• Data Quality Management
  • Performs recommended first level monthly data quality assurance for all data sources.
  • Consults and provides inputs into the facility and district clinical reports.
  • Participate in various data review platforms and act as first data providers for these reviews with clinical staff and the Senior Data Clerks to improve quality of documentation.
  • Assures protection of electronic systems and data integrity by performing at least one system back-up per day.
• Reporting, Feedback provision and other responsibilities
  • Submits up-to-date databases to national level MOHSS RM&E after completion of data quality reviews, and no later than the 7th day of the following month, in accordance with RM&E protocols.
  • Assists in management (filing/organization, sorting, locating) of confidential patient records.
  • Produce data reports on request.
  • Maintains confidentiality of all patient medical records at all times.
  • Reports to the Senior Data Clerk and collaborate with the District Quality Manager and the clinical teams at facility level, while responding to the needs of the Charge Nurse of the facility, daily.
  • Work may entail travel (day-trips) to more than one assigned site per week where data entry/data quality review support may be required.

Job requirements

Educational:

• Grade 12

Preferred Experience/Added Advantage:

• Diploma in Administration/Monitoring and Evaluation / Information Technology or related fields will be an advantage.

Experience:

• 3 years of working experience as a data clerk preferably in the health sector.

Preferred Experience/Added Advantage:

• Experience gained in the health sector.

Knowledge and Skill:

• Fluency in written and spoken English and any language spoken in the regions.
• Ability to work in a team environment.
• Good understanding of MoHSS M&E systems
• Good research and analytical skills
• Knowledge of monitoring and evaluation techniques, procedures, and protocols
• Excellent computer skills: Microsoft Office package, internet and e-mail use
• Experience working with ePMS, HCT and HIS databases.