Position Overview: Data Clerk
- Reports to: Site M&E /CUPSE GTR
- Location: East and Centre Region, Cameroon
- Number of Positions: 05
Shwari Health Association Cameroon (SHAC), a non-governmental organization is recruiting 05 Data Clerks in Cameroon.
Organization Overview:
Shwari Health Association Cameroon (SHAC) is a registered non-governmental organization with a mission to deliver high-quality, innovative, and evidence-based health solutions aimed at overcoming health system challenges in Cameroon and beyond. Our primary focus is on children and adolescents, specifically addressing the needs of those living with HIV. Through community-driven strategies, SHAC identifies HIV-infected children and adolescents, connects them to health facilities, and ensures they receive ongoing support and care throughout their treatment journey to achieve viral suppression.
SHAC’s mission is to bridge the Know-Do gaps in the healthcare system by implementing evidence-based strategies that improve health service delivery. We achieve this through modern evidence generation, context analysis, and the development of strategies that enhance health service efficiency and effectiveness. In partnership with Georgetown University’s Center for Global Health Practice and Impact (CGHPI) and the Government of Cameroon, SHAC is implementing the SAFECARE-Cameroon project, a 5-year CDC/PEPFAR-funded initiative aimed at providing comprehensive HIV services for children, adolescents, and adults in Cameroon’s PEPFAR-supported regions. The project will contribute to fast-tracking the country’s progress toward HIV epidemic control.
Position Purpose:
The Data Clerk will work within a health facility providing comprehensive HIV care services. The primary role of the Data Clerk is to support the facility’s HIV treatment program by ensuring the accurate documentation of primary data sources and timely data entry into the health facility’s information system. This will involve maintaining electronic databases, producing detailed reports, and tracking the services provided to people living with HIV (PLHIV) in both the health facility and associated community-based organizations (CBOs).
This position plays a crucial role in monitoring and evaluating the impact of HIV services on patient health, contributing to the effective implementation and management of HIV care programs in Cameroon.
Job-Specific Duties and Responsibilities
Main Functions
- Purchase and Manage Vitamins and Supplements
Oversee the acquisition of essential vitamins and supplements required for patient care. - Maintain Accurate Patient Tracking Tools
Ensure all patient records are meticulously updated and securely stored. This includes managing tracking tools to ensure timely follow-ups by care providers during each clinic visit while maintaining confidentiality. - Accurate Data Transcription and Integration
Ensure all patient information, including physical documents (patient files, registries, and external sources), is correctly transcribed into the health facility’s electronic health information system (DAMA, EMR). Validate the accuracy and integrity of the transcribed data. - Support Healthcare Providers with Relevant Data
Provide healthcare professionals (doctors, nurses, and APS) with crucial patient data to enhance the quality of care, particularly in relation to health objectives like 95-95-95. - Monitor Key Health Indicators and Activities
Produce detailed reports and actively track key health indicators within the health facility to improve service quality. Ensure high consistency of patient information across all data sources, both primary and secondary.
Specific Functions
- Data Management and Documentation
- Track all incoming data and source documents.
- Sort and organize source documents, ensuring accuracy when entering data into the health facility’s information system.
- Ensure proper entry of data into the system in the correct formats (alphabetical, numerical, or symbolic).
- Identify outdated data and make necessary corrections to electronic records.
- Data Accuracy and Verification
- Regularly compare entered data with original source documents to detect errors or discrepancies.
- Re-enter data if required to ensure accuracy during verification.
- Collaboration with Primary Data Sources
- Work closely with those responsible for primary data documentation to resolve discrepancies or gaps in the data.
- Case Management and System Improvement
- Contribute to the development and maintenance of an efficient case management system to streamline patient care.
- Report Generation and Data Requests
- Generate reports as needed and respond to data requests from UPEC, RTG/DRSPC, or SHWARI officials.
- Data Confidentiality and Security
- Ensure the confidentiality and security of all databases, adhering to MINSANTE’s data protection laws and policies.
- Lost to Follow-Up Patients
- Generate lists of patients lost to follow-up for each APS, and document follow-up outcomes in the hospital’s health information system.
- For each APS, create lists of patients due for ARV collection at UPEC.
- Community and Patient Activity Data
- Enter data related to specific PLHIV activities, such as home visits, support groups, and enhanced adherence programs, into the health facility’s system.
- Weekly and Monthly Report Management
- Input weekly and monthly reports on resource management, including input consumption, stock monitoring, and patient dispensation data.
- Quality Improvement Support
- Provide physicians and nurses with information on patients who may not be receiving the required quality care.
- Contribute to the monitoring and enhancement of HIV care service quality in the health facility.
- Daily and Weekly Reporting
- Generate daily activity reports and weekly reports analyzing key performance indicators by gender and age groups.
- Periodic Report Preparation
- Prepare and submit all required reports (weekly, monthly, and quarterly), ensuring regular backups of all files.
- Electronic Equipment Security
- Ensure the safety and security of all electronic equipment used for capturing and processing UPEC data, including computers and printers.
- Meeting Participation and Data Validation
- Actively participate in all planning and coordination meetings, especially UPEC data validation sessions.
- Data Analysis and Feedback
- Perform basic data analysis and provide insightful feedback to the UPEC management team.
- Support routine data validation efforts at UPEC to maintain data quality.
- Contribute to UPEC Performance Improvement
- Play an active role in enhancing the performance of UPEC through teamwork and continuous improvement initiatives.
Key Skills and Responsibilities
- Data Management: Ensuring high accuracy and completeness of patient records.
- Collaboration: Working closely with healthcare providers to support data-driven decisions for improved patient outcomes.
- Reporting: Regularly producing insightful reports to track health indicators and improve service delivery.
- Confidentiality: Adhering to strict data protection laws and safeguarding patient information.
- Continuous Improvement: Participating in initiatives to improve both the quality of healthcare and the effectiveness of health information systems.
Deliverables:
- Daily:
Submit a daily report and a UPEC achievements report sheet. This must be validated by the health facility’s M&E (Monitoring & Evaluation) team and electronically sent to SHWARI and GTR. - Weekly:
Submit a revised and validated weekly report, approved by the site M&E. A copy of this report must be given to the UPEC coordinator or major for revision and transmission to the SHWARI focal point by Friday. - Monthly:
At the end of each month, submit a monthly report, validated by the UPEC coordinator or major, and forwarded in the required SHWARI and GTR formats. This report must be submitted no later than the 3rd of the following month.
Qualifications, Skills, and Experience:
- The applicant should have a GCE Advanced Level, Baccalaureate, or a relevant diploma.
- At least one year of experience in HIV care or computer science is required.
- General proficiency in using applications such as MS Word, MS Excel, and PowerPoint.
- Strong time management skills are essential.
- Fluency in written and spoken French or English is required.
Instructions for Submitting Applications:
- All applications must be submitted electronically through the following link:
https://forms.gle/zFso5waZkTf716JG6. - The subject line of your email should indicate the position for which you are applying.
- The application must include:
- A cover letter detailing your suitability for the position, emphasizing key functional areas, required qualifications, and relevant experience.
- A concise, 3-page CV/Resume, highlighting key achievements in areas relevant to the role.
- The qualifications and experience listed in the job description represent the minimum requirements for applicants to be considered for an interview.
- Include daytime contact information, including a valid phone number.
The application must be submitted by December 24th, 2024, no later than 5:00 PM (Cameroon Time).
Applications submitted after this time will not be considered.
Important Note:
SHWARI Health Association Cameroon (SHAC) does not charge any fees during its recruitment process.
SHAC is an equal-opportunity employer and strongly encourages all qualified individuals to apply, regardless of gender, ethnicity, or any other status variable.
