Senior Data Clerk

Function

The Senior Data Clerk is responsible to ensure that facility district project data and information are captured accurately and maintained in the prescribed manner, that Data Clerks in their jurisdiction are entering data daily by keeping a data entry schedule and log. Also to ensure that Data Clerks can run basic indicators reports and able to support the clinical teams and the QM collaboratives with required data and reports, to advocate for data usage for performance measurement of HIV services, TB services and Community level services, to train and mentor data clerks and other health workers in monitoring and evaluation of facility services, and to support M&E activities in in the facility and district under their jurisdiction.

Responsibilities:

• Data Entry and Coordination
  • Conduct ad-hoc data capturing at facility that do not have Data Clerks and ensure timely and accurate report submission of data bases to the Regional M&E Officer.
  • Provide support to conduct regular Data Quality Assessments (DQA)
  • Complete data analysis and reports; enter and analyse quantitative and qualitative data according to the needs of the team and project stakeholders.
  • Conduct site visits to support, validate and verify all project data.
  • Assist with capture, cleaning, and processing of data from all facilities.
  • Assist staff at facility level when/where necessary in developing improved patient records management.
  • Provide training and support to other data clerks to help them execute their responsibilities.
  • Train and support Community Health Officer in abstraction and summarization of testing data and community level data.
  • Support clinic, health facility, district, and District HIS personnel in HIV/TB data abstraction, capture, management, and analysis.
  • Produce monthly/quarterly aggregate summary statistics on all project data and distribute to relevant program managers and District Quality Managers.
  • Identify capacity building needs and facilitate capacity building for Data Clerks and other health personnel.
  • Compile and submit monthly/quarterly reports to the Regional M&E Officer.
  • Work with facility-based nurses in charge of coordinating data entry at district level.
  • Ensure timely data capture and reporting of databases to national level (MOHSS) per national guidance.
  • Works to build a strong sense that all data staff are part of “one team” and feel included in all capacity-building, informational, and required data.

• Data Collection and data quality management
  • Ensures the monthly review and collection of tallies of data from 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 community related services.
  • Enters tallied data into Excel and/or other electronic summary data collection systems.
  • Performs required first level monthly data quality assurance for all data sources.
  • Consults on statistics from these reviews with clinical staff and the Regional M&E Officer to improve quality of documentation.
  • Ensure that required reviews and corrections on data sources are done before submitting cleaned data to Regional M&E Officer, Senior District Quality Manager, District Quality Manager.
  • Assures protection of electronic systems and data integrity by performing at least one full system back-up per day.
  • Assures full Quantum ePMS data synchronisation with District server once each week.

• Reporting and other responsibilities
  • Ensures submission of up-to-date databases to national level MOHSS RM&E after completion of data quality reviews, and no later than the 7^th day of the month following data collection, in accordance with MoHSS RM&E protocols.
  • Submits extractions of all required electronic data to the Regional M&E Officer.
  • Produces facility-based data reports on request, in absence of local Data Clerk.
  • Always maintains confidentiality of all patients’ medical records.
  • Reports to the Regional M&E Officer, while responding to the needs of the Charge Nurse of the facility, District Clinical Team and District Quality Manager as required.
  • Supervise and provide M&E technical support to the Data Clerks
  • Work entails travel (daytrips) to more than one assigned site per week where data entry/data quality review/data extraction support may be required.
  • Enters data into facility-based systems, as needed or required.

Job requirements

Educational:

• A Bachelors degree in Administration/Monitoring and Evaluation / Information Technology or Statistics or related fields.

Experience:

• 3 years working experience as a Data Clerk or Data Entry related experience in the HIV related activities.
• Ability to work independently and take initiative.

Preferred Experience/Added Advantage:

• Experience and competence with PEPFAR, CDC, and/or USAID monitoring and evaluation systems and reporting requirements desirable.

Knowledge and Skill:

• Good report writing skills.
• Familiar with MoHSS HIV M&E databases, particularly ePMS
• Strong verbal and written English language skills.
• Good computer skills in Word, Excel, Power Point, Teams, Outlook.