Supervisor Medical Data Entry- Korem Project

Main Purpose

Ensure completion of all activities related to medical data entry and data management into the mission database. Supervise, organize and plan the activity of Data Entry officers/operators, as well as identify their training needs in order to provide a good service support and reliability of the data collected.

Accountabilities

• Supervise, organise and plan the activity of Data Entry officers to have a reliable record of medical activity performed, as well as identify their training/technical support needs in order to provide a good service support and reliability of the data collected.
• Ensure collation and entry of all data identified by project managers for collection (e.g. morbidity, mortality, surveillance of diseases of epidemics, nutrition, psychological and women’s health, etc) into the appropriate data management system while ensuring quality of data.
• Maintaining regular backups and making sure that all the essential project medical data including the outreach team entered the mission’s database is accurate in accordance with MSF guidelines.
• Do quality control data officers’ performance on regular basis.
• Know and ensure proper use of software used for recording (i.e. DHIS2, Power BI, MS excel, , etc.).
• Ensure accuracy of the medical data entered into the mission’s database on a regular basis, according to MSF protocols and carry out regular back-ups.
• Provide technical support to data entry officers/operators in project sites and give response to their training needs.
• Provide regular statistical reports for the medical team as well as informing the line manager of any missing information, major changes or big differences in data

MSF Section/Context-Specific Accountabilities

The Data supervisor role requires working with Project medical coordinator, MAM, NAM, HP manager and activity managers and supervisors of other departments in various areas. Aside from the general tasks as outlined above, specifically for Korem Project, the tasks include:

• Ensure proper data collection systems (registers, databases, DHIS2/Excel tools, etc.) and monitor data flow from field to coordination level
• Regular Check for accuracy, completeness, consistency of data and perform data validation/audits and train staff on proper recording to improve data quality.
• Communicates regularly with medical/paramedical staff, when necessary, on proper registration of patients, proper filling of the various forms according to MSF standards, clarifying queries, obtaining missing information and correcting errors.
• On a weekly basis or as needed, ensure that all project databases are diligential checked for any errors and correct errors (redundant, incomplete, and incorrect data).
• Communicates with the departments to ensure that receives all necessary information to enter data correctly, consistently, accurate and complete in a timely and efficient manner.
• Assists in the implementation of new medical data tools (e.g., DHIS2, Kobo collect, ODK, Epi Info, Activity info, Power BI, Electronic Medical Record (EMR), MSF’s health information system) and manages efficiently existing ones.
• Requests new DHIS2 datasets configurations depending on new project activities.
• Designs and implements new and ensures the proper functionality of existing DHIS2 Dashboards to visualize project activities
• Analyze routine health data and track key indicators, identify trends, outbreaks, to Support evidence-based decision-making.
• Prepare weekly, monthly, and quarterly reports timely and produce dashboards, graphs, and summaries for medical staff.
• Works cooperatively with the project staff, mission epidemiologist and the e-Health Team in headquarters to solve issues related to MSF tools.
• Provides clear and insightful statistical reports for the medical teams according to needs and internal requests and collaborates with medical teams, epidemiologists, and project coordinators to ensure data use for decision-making.
• Ensures patient data privacy and security following MSF policies and legal requirements (e.g., GDPR, medical ethics).
• Trains and retrains new and existing medical, paramedical and data team staff on data collection tools and reporting processes.
• Provide management and supervision to the medical data team to ensure high quality data is maintained across all medical activities.
• Support the Medical Data Processing Officer and data entry operators to ensure that all units across the medical activities (Hospital, Outreach facilities and community) have correct and sufficient hardcopy data collection forms (register books, tally sheets, etc.).
• Provide technical support to the data team in the implementation and maintenance of new/existing data collection tools and processes (e.g., reviewing patient/data flow, reconciling data collection, encoding and entry for the purpose of monitoring and evaluating activities).
• Follow up on the proper use of software used for recording (i.e. DHIS2 and standard excel tool)
• Timely identification of needs within the data team (associated with HR, learning and development, technical support etc.) to ensure high quality data/data system management, ensuring that issues are promptly reported to Project Medical Coordinator/Activity Manager to address needs.
• Conduct and support in analyse of project data for the purpose of routine reporting and ad-hoc requests as needed.
• Support data team in organizing and archiving patients file in the specific areas/ archive room
• Give technical support to medical technical staff to indicate needed information’s in the patients files
• Disease surveillance, monitoring and reporting news of outbreaks to Project Medical Coordinator/ Epidemiology Activity Manager and ensures medical data on surveillance of infectious diseases and nutrition are timely encoded in the appropriate datasets (e.g. line lists, aggregated datasets, etc.)
• Support surveys, assessments, and research activities as needed.