Health records officer

Your day keeping a clinic's patient files. You register patients and keep their files, and compile the monthly MOH returns, with counts and no names.

Kila describes the role: “Registers patients and keeps their files, and compiles the MOH returns (counts, no names). No clinical notes.”

Kila opens Clinic › Patients: “Files, cover, consent and visits.” Each patient has a file number, their age, phone and payer. New patient (1) registers one. MOH reports (2) is in your menu under Clinic office, with Clinic reports and End of day.

Patients for Samuel Kiptoo, health records officer: New patient (1), the patients with their file number, name, age, phone and payer, and MOH reports in the Clinic office menu (2).

Your day

Register patients and keep their files: their details, their payer and their consent: Register a patient.
Compile the MOH returns each month under Clinic office › MOH reports: “MOH 705A, 705B and 717 from the month’s visits, diagnoses, lab work and admissions: counts only, ready for KHIS.” Choose the month and the branch, then MOH 705B (5 and over), MOH 705A (under 5) or MOH 717 workload, and tap Print or CSV for KHIS.

What you can do

Register patients and keep their files under Clinic › Patients, and the Patient identity numbers.
See the Clinic reports, the MOH reports and End of day under Clinic office.
See the registers under Pharmacy: the Controlled drugs register, Prescriptions dispensed and Sales by drug schedule.

Everything the role is allowed to do

General: View dashboard
Health care: MOH returns: visits by diagnosis, age and sex, and the service workload (counts, no names)
Customers: View customers
Services: View services and bookings; Book and manage appointments
Reports: View reports

What needs a manager

No approval limits: anything that needs approval goes to someone else.

Needs a manager

The clinical notes. Your role keeps the files, not the clinical record: “Clinical notes, diagnoses and results are visible only to the clinical staff caring for the patient.” The MOH returns are counts, with no names: Clinical privacy.

Common questions

Do the MOH returns name the patients? No. They are counts only, ready for KHIS.

Where is the facility’s MFL code? In the owner’s Settings › Clinical privacy. Kila prints it on the MOH returns: Clinical privacy.

A patient asks for a copy of their record. An owner gives it, from Administration › Data and privacy: Clinical privacy.

Register a patient: the patient’s file.
Receptionist at a clinic: the front desk’s day.