Anova Health Institute NPC Is Recruiting: Administration Clerk – Gauteng, South Africa


Key duties and responsibilities:

Pre/retrieving and filing patient folders.

Use Patient appointment list and facility booking tool available to retrieve patient folders between 48 – 72 hours prior to the patient’s appointment.
Ensure registry/patient folder hygiene, maintenance and archiving of patient folders according to current guidelines.
Maintain a register of patient folders issued out and returned for filling.
Dedicate every Friday for a filing/shelf reading and ensure that each file is in the cabinet and filed in the right place.
Prepare new files for the newly patients following the ideal clinic (MAN911009MSH).
Ensure patient folders have adequate ART stationery prior a patient’s clinical consultation.
Place and collect patient folders in relevant service points.
In the event patient folders cannot be located print a Patient Summary from TIER.Net for the clinician to have access to the patient’s clinical history as it relates to TB/HIV and attach ART stationery prior a patient’s clinical consultation.
Merge duplicate folders to one patient folder.
Assess clients’ folders / and appointment list of all the pre – retrievals to alert the clinicians of any investigations that are due.
Using the patient appointment list, alerts clinicians of patients that are due for investigations/tests by attaching a note to the patient folder.
Identify clients with two consecutive viral loads suppressed eligible for decanting.
General Administration duties

Ensure that filing area is always tidy and clean, no files lying around the counters.
Ensure that the filing room is always locked, and only authorised people can access the room.
Ensure the pre booking daily pre booking list is pulled from Data capturers.
Ensure file retrieval time should always be minimal to avoid impatient patients.
Ensure that the facility don’t run out of stationery.
With the collaboration of chief clerk, ensure stationery management.
Ensure that there is only one file per client and all duplicate files are merged.
Ensure that files are collected from all the consultation rooms and back on the assigned areas on the shelves.
Comprehensive collection and collation of folders in all the service points

Ensures service point drop boxes are available in all rooms where patient folders may be left, including pharmacy, consulting rooms, counselling rooms, reception.
Collect patient folders from drop boxes timeously to ensure daily data capturing into the TB/HIV information system.
Verify the folder issued list with the returned files for capturing.
Refer for tracing a list of clients who missed appointment same day to Linkage officer/ call centre agent.
LAB Results Management

Ensure laboratory test requests and results are processed per the guidelines.
Ensure capturing of results once triaged by the clinician.
Abnormal test results: retrieves patient folders for all corresponding abnormal results.
Places the results in the patient folders.
Submits the folders to the clinician for intervention.
Once intervention is documented by clinician, ensure capturing of interventions on

Report any backlog in capturing lab results and/or patient folders to the FM & records officer daily.
Report on daily outputs and as requested by supervisor.
Report on challenges affecting timeous patient folder flow.
Collate weekly TRAP and DHIS data and submit to facility manager.
Ensure that the Monthly / weekly reports are sent to the records officer.
Collate monthly data into monthly input form, submit all monthly input forms with a copy of the monthly report.
Verify all reported data against source documents.
Data Quality

Retrieve and file patient folders for auditing and quality improvement initiatives.
Develop and display diagrams of patient folder flow for newly diagnosed positive clients, ART patients and TB patients.
Work collaboratively with relevant stakeholders to achieve quality improvement goals.
Essential qualifications, experience and skills

Grade 12
Computer literate.
At least 1 year working experience in an Administration role.
Be organised and have attention to detail.
Professional and a solution driven.
Maintain private and confidential information.
Record management and client registration.
Good written and verbal communication skills.
Innovative, Proactive and Team player.
Good time management skills.
Excellent administrative and organisational skills.
Must be able to work under pressure and meet deadlines.
Ability to liaise with people at all levels, internally and externally.
Good facilitation and communication skills.
The candidate must be sensitive to cultural differences as well as political, confidential, and ethical issues pertaining to patient information.

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