Card Registrar (Gode)

We are looking for a card register who will be responsible for patient registration and record creation across manual and electronic EMR/HMIS systems. Manage filing, retrieval, and tracking patient cards using tracer systems, guide patients through registration, direct them to service points, and manage queues

Key Responsibilities 

Patient Registration & Record Creation

• Registering all patients in both registral books and electronic systems (EMR/HMIS) as per facility protocol.
• Assigning unique medical record numbers and ensuring consistency across manual and electronic systems.
• Creating and maintaining patient cards/files for new clients.

Data Entry and Integrated Record Management (Paper & Electronic)

• Entering patient data accurately and timely into EMR
• Recording services provided, referrals, and outcomes in both manual and electronic formats.
• Conducting routine data cleaning and resolve inconsistencies between systems.
• Maintaining accurate and synchronized records between:
• Patient cards/files (paper-based system)
• Electronic systems (EMR)
• Ensuring all patient encounters are recorded in both systems where applicable.
• Cross-checking entries to prevent discrepancies, duplication, or data loss.
• Supporting transition and integration between manual and digital systems.

Filing, Retrieval & Card Control

• Filing patient cards using standardized systems (numerical/alphabetical).
• Retrieving and dispatching patient records efficiently for clinical service and Guiding patients through registration procedures.
• Directing patients to appropriate service delivery points (OPD, laboratory, pharmacy, etc.)
• Tracking movement of cards between departments using tracer systems or logs.
• Ensuring safe storage and preventing loss, damage, or unauthorized access.

Confidentiality & Compliance

• Maintaining strict confidentiality of patient information in both paper and electronic systems.
• Adhering to national HMIS guidelines and facility Standard Operating Procedures (SOPs).
• Always ensuring proper handling and secure storage of records

Safeguarding (child, young people, adult and asset)

• Responsible for taking part in awareness-raising sessions and capacity building training in relation to Safeguarding to prevent and protecting children, young people, adults and asset from all forms of abuse, abandonment, exploitation, violence and discrimination
• Ensuring that safeguarding measures are in place within area of his/her responsibility and that staff, associates and other key stakeholders are aware of safeguarding principles and measures.
• Responsible for reporting any safeguarding suspicion, concern, allegation, or incident immediately, following the safeguarding reporting procedures. Safeguarding reports should be made to the safeguarding team at the program level and/or to the respective line manager; and
• Responsible for ensuring behaviours and all relationships are based on safeguarding and in line with the Code of Conduct and adhering to it in every situation.
• Conduct themselves per the Code of Conduct, Safeguarding and Local/Country Policies and Procedures.
• Be vigilant about any possible form of abuse/harm, neglect, harassment, or exploitation against, children, youth and adults in personal and professional lives.
• Report any safeguarding incident or concern within 24 hours to the Incident Management Team, focal person or concerned party through the defined channels for reporting the allegation

Essential Requirements (Must-Have):

• Education: Diploma or Degree in Health Information Management, Health Records, or related field or Certificate in Medical Records with relevant experience

• Experience: 1-2 years (One-year prior experience in a health facility both for the Diploma and Degree, and two years prior experience with Certificate in Medical Records). Experience with registral books and EMR systems is highly desirable

Competencies – Knowledge, Skills, Abilities

• Understanding the organization and commitment to its vision and mission: able to clearly communicate SOS Children’s Villages Who We Are (Vision, Mission & Values), “Living our Values” policies and strategies in all areas.

• Computer skills: Excellent Computer skills (MS word, MS excel)

• Planning and Organizing: - the ability to manage time, prioritize tasks and handle multiple task simultaneously and effectively.
• Communication Skill: - ability to effectively communicate verbal and written to internal and external stakeholders.
• Flexibility and adaptability: - ability to be flexible, manage and adopt to changing situation and requirement.
• Working under pressure: the ability to work under pressure to meet deadlines.
• Attention to Detail: - excellent in attention to detail and working on routine activities with initiative.
• Confidential: discretion in dealing with confidential and sensitive information of the organization and the patient information
• Collaboration: -ability to work collaboratively with various departments and co-workers in the organization

• NGO experience is advantageous

Core competency

• Kindness: Act with empathy towards everyone he/she works with.
• Continuous Learning: Make an effort to learn, understand and grow as a person, admitting your own mistakes.
• Inclusiveness: In any actions show respect and care for others.
• Initiative: speak up when things are not right, do not hesitate to act, and adapt to change when necessary.
• Results Orientation: look for solutions and focus on desired results.

To apply, please submit your updated resume via SOS Children's Villages Application portal (ICIMS)

We actively champion diversity and inclusion and strongly encourage women to step forward and apply. As part of our unwavering commitment to holistic safeguarding protecting children, youth, adults, and assets our selection process emphasizes value alignment and includes thorough background checks for all potential hires.

SOS Children's Villages in Ethiopia is an equal opportunity employer, providing fair consideration to all applicant regardless of race, colour, religion, gender, ancestry, national origin, age, disability, marital status, or class.

Please note that only shortlisted candidates will be contacted.