1. Main purpose
Carry out the collection and entry of medical data into the MoPH and INTERSOS DHIS2 platforms and into the national nutrition database, recording all relevant clinical and demographic data on patients, ensuring the quality and reliability of the data, maintaining confidentiality, and producing accurate and up-to-date documents for the medical team.
The HMIS Officer is the mission’s control point for the accuracy of the health information reported internally, to the national authorities and to donors, and supports the clinical teams in the correct use of the registers and reporting formats.
2. Tasks and responsibilities
Data collection and entry
• Verify the intake forms and standard formats, and the reports on hygiene promotion and health and nutrition activities received from the field staff.
• Perform the data entry of all epidemiological information into the selected database programmes and produce the corresponding reports.
• Ensure that all data entered has been authorised and that the appropriate documentation has been received – patient records, treatment monitoring and similar – before it is entered into the relevant databases.
• Measure and report on the qualitative and quantitative input traced during the data entry process.
Data quality and verification
• Ensure that all data collected and entered into the databases is consistently accurate and complete, and that quality control is applied so that data entry errors are identified and corrected.
• Cross-check the reported figures against the source registers of the health facilities, and reconcile any difference before the report is submitted.
• Report immediately to the supervisor any anomaly in the database, including missing entries, duplicated records, figures that are not supported by the registers, or unexplained variations between reporting periods.
• Never modify, remove or add data other than to correct a verified error. Every correction is traceable, with the reason recorded, and no figure is adjusted in order to influence a reported indicator.
Reporting
• Complete the weekly report with the data concerning health, nutrition and WASH activities implemented by the different teams, and send the final draft to the technical supervisor and to the Project Manager or Project Officer on a weekly basis.
• Ensure the timely delivery of the weekly and monthly reports on health, nutrition and WASH activities, in compliance with the requirements of the national stakeholders and of the donors.
• Assist in the compilation and preparation of the regular reports of the project.
• Revise, when requested by the coordinators, any document related to the patient or to case management, such as registration forms, referral forms and health facility HMIS formats.
Support and training of the teams
• Assist in the training and retraining of staff on the correct registration of patients and the correct completion of the various forms, clarifying queries, obtaining missing information and correcting errors.
• Ensure that the health facilities have a sufficient and continuous supply of the hard-copy data collection forms and registers required.
• Travel to the supported health facilities to verify the registers and support the teams on site, and report the findings in writing.
Confidentiality and conduct
• Maintain strict confidentiality of all patient data, and ensure that databases and paper records are stored securely and accessed only by authorised staff.
• Do not share individual patient data outside the authorised reporting channels, and anonymise data used for analysis or presentation.
• Comply with the INTERSOS Charter of Values, Code of Ethics, the Policy for the Protection from Sexual Exploitation and Abuse (PSEA), the Safeguarding Policy and the Anti-Fraud Policy, and report any concern through the established channels.
• May be requested to perform other duties related to the function of the position, as assigned by the supervisor.
