Posted: 2026-10-07 09:34:59  Deadline: October 16, 2026   Full-time   Salary: Confidential

The Leo Project is seeking to recruit a qualified and experienced individual for the position of Administrative Officer, Health Records to support the effective administration, management of health records, patient care coordination and quality improvement activities at its clinic in Nanyuki, Kenya.

Position Details

Position: Administrative Officer, Health Records.
Location: Nanyuki, Kenya.
Job Ad Expiry: October 16, 2026.

Responsibilities

Oversee administrative activities related to patient care, including registering patients in The Leo Project's Electronic Medical Records (EMR) system, scheduling appointments, coordinating clinical and mental health clinics, and conducting patient follow-up calls.
Manage patient billing and payments, monitor accounts, prepare weekly cash deposits, and assist with petty cash transactions as needed.
In collaboration with the Clinical Lead, oversee the collection, management, analysis, and reporting of clinic data. Prepare monthly Ministry of Health reports and communicate key findings to management.
Maintain secure systems for the storage, organization, and confidentiality of patient records, ensuring compliance with the Kenya Data Protection Act (2019), and all applicable legal, ethical, and organizational standards.
Audit the accuracy and completeness of medical records, liaise with healthcare providers to obtain missing information, and ensure high standards of documentation.
Manage the patient feedback process, including receiving and escalating complaints, analyzing patient satisfaction data, facilitating team discussions, and implementing service improvements based on feedback.
Lead quality improvement initiatives by conducting audits, analyzing operational and clinical data, identifying areas for improvement, and supporting the implementation of corrective actions.
Oversee the procurement, receipt, storage, and inventory management of supplies related to day-to-day clinic operations, and develop efficient systems for stock ordering, tracking, and distribution.
Maintain personnel records for all clinical staff. Track professional license and certification expiration dates, ensure compliance with regulatory requirements, and communicate renewal deadlines to employees and management.
Proactively identify, propose, and implement systems and process improvements to enhance the efficiency and effectiveness of clinic operations.
Provide administrative support for special projects and organizational initiatives as required.
Support data collection and records management for relevant research and program monitoring and evaluation activities in collaboration with the Clinical Lead, research and program partners, and other relevant TLP staff.

Minimum Qualifications and Experience

Diploma in Medical Records.
At least 3 years of experience working in a health records and administration related role.
Understanding of the Kenyan health records system and government reporting requirements.
Proficiency in using electronic medical records (EMR) systems. At least 1 year's experience preferred.

Application Process

Interested and qualified applicants should apply for the position by October 16, 2026. Applications should be submitted through the online application form below.

Application Link: Administrative Officer, Health Records at the Leo Project (Application Form)