Medical Records Assistant (Onsite/Field Operations)

Reports To: Onsite Manager

Role Overview

You will be responsible for real-time patient registration, high-volume data encoding, and ensuring the secure transport and management of medical records from onsite locations to the central database. This role ensures that all patient information is accurately captured, processed, and reported efficiently, maintaining the highest standards of data privacy in fast-paced, mobile environments.

Duties and Responsibilities

• Prepare, organize, and inventory necessary documentation materials (e.g., patient routing slips, consent forms, APE master lists) prior to onsite deployments.
• Set up and test mobile data entry stations, laptops, and offline/online Electronic Medical Record (EMR) systems at corporate sites or caravan locations.
• Act as the first point of contact for data capture during onsite events, ensuring smooth patient flow and registration.

• Encode and update patient demographic details, medical histories, and service records in real-time during corporate APEs, medical missions, and health caravans.
• Cross-reference corporate employee master lists with actual onsite attendees to track participation and identify missing records.
• Assist in the transition and consolidation of onsite data back to the main clinic’s database, EMR system, and government health platforms like PhilHealth.

• Accurately encode details of consultations, diagnostics, and treatments rendered in the field based on physician and healthcare staff documentation.
• Process bulk laboratory, diagnostic, and medical results generated from corporate APEs and caravans.
• Facilitate the secure, organized release of bulk medical results to corporate HR representatives or individual patients, adhering to company protocols and the Data Privacy Act of 2012.

• Perform spot-checks and end-of-day data reconciliation at onsite locations to ensure no physical records or routing slips are lost or left behind.
• Cross-check encoded field data against physical forms to ensure accuracy before final system uploads.
• Identify and report discrepancies immediately to the Onsite Manager for timely resolution.

• Generate post-deployment summary reports, including daily census and service completion rates, for management and corporate clients.
• Coordinate seamlessly with onsite healthcare providers, event organizers, and corporate HRs to clarify incomplete or illegible patient records.
• Ensure timely submission of required data to partner entities and government agencies following mobile deployments.

• Strictly safeguard patient confidentiality in open, high-traffic field environments in accordance with the Data Privacy Act of 2012.
• Ensure the highly secure handling, transport, and turnover of physical medical documents from field locations back to the Malolos main office.
• Maintain orderly and secure storage of both digital files and physical medical records upon return to the clinic/headquarters.

• Perform other related duties as assigned by Management.

• Bachelor’s degree in Health Information Management, Nursing, Medical Technology, or any related field.
• Fresh graduates are welcome to apply. Prior experience in medical records management, healthcare data entry, or field-based data collection is a strong advantage.
• Willingness and ability to travel frequently to various client sites (corporate offices, community centers) for onsite deployments.
• Physical stamina and the ability to safely lift and carry equipment boxes, laptops, and document bins during travel to and from onsite locations.
• Adaptability to work in fast-paced, dynamic, and sometimes high-pressure mobile field environments.
• Basic knowledge of medical terminology and healthcare documentation preferred.
• Proficient in Microsoft Office (especially Excel for bulk data handling) and data entry systems.
• Strong attention to detail, accuracy, and organizational skills.
• Excellent communication and interpersonal skills for coordinating with corporate clients and patients.
• Trustworthy, dependable, and capable of handling confidential information securely during transit.

Hours: 8 hours per day (Note: Shift hours may vary based on the call times and travel requirements of specific onsite deployments).

Interested applicants may submit their resume and cover letter detailing their qualifications to [email protected].

TeleCure Medical and Diagnostic Center is an equal opportunity employer committed to fostering diversity, equity, and professionalism in the healthcare industry.