Medical Records Officer – Sharjah Full Time

Job Overview

NMC Royal Hospital is seeking a Medical Records Officer to support the efficient management of patient medical documentation. The position is responsible for organizing, maintaining, processing, scanning, indexing, storing, and retrieving medical records while ensuring that patient information remains accurate, secure, and accessible only to authorized personnel.

The successful candidate will work with both physical and electronic records and must demonstrate strong attention to detail, organizational ability, confidentiality, and accuracy. The role also requires consistent adherence to hospital procedures and appropriate medical-records practices when handling patient documentation.

Key Responsibilities

Medical Records Management

• To prepare and organize patient medical records, reports, forms, and supporting documentation according to established hospital procedures.
• Scan, index, classify, and file documents using the appropriate patient identification and record-management systems.
• To collect investigation reports and ensure they are correctly incorporated into the relevant patient files.
• Add newly received documentation to existing records and create new files when required.
• Ability to maintain both physical and electronic records in an organized and accessible manner.
• Retrieve patient files and authorized information in response to requests from approved hospital departments.
• Be ensure records are returned to their appropriate locations after use and maintain an orderly filing environment.

Record Accuracy & Quality

• Review medical records periodically to check completeness, correct placement, legibility, and physical condition.
• Identify missing, incorrectly filed, damaged, or incomplete documentation and take appropriate action according to established procedures correctly.
• To apply consistent identification and filing methods to reduce the risk of misplaced or incorrectly organized records.
• Should support accurate document tracking and maintain appropriate records of files handled by the department.
• Ensure newly received documents are processed and incorporated into patient records without unnecessary delays.

File Tracking & Retention

• Maintain records of patient files that have been issued to authorized departments or personnel.
• Monitor borrowed files and follow up on outstanding records to support their timely return.
• Assist with the organization and management of inactive, archived, or outdated medical records.
• Follow applicable retention, storage, disposal, and records-management procedures when handling inactive documentation.
• Maintain an organized records environment that supports efficient retrieval and minimizes the risk of lost or misplaced files.

Confidentiality & Administrative Support

• Protect sensitive patient information and maintain strict medical records confidentiality at all times.
• Release patient information only in accordance with established authorization and hospital procedures.
• Follow applicable medical-records ethics, privacy requirements, and internal confidentiality standards.
• Communicate professionally with authorized hospital departments regarding medical-record requests and documentation requirements.
• Provide general administrative support to the medical records function as assigned.
• Follow departmental procedures, hospital policies, and instructions related to document management and patient information.
• Report issues involving missing, damaged, incorrectly filed, or potentially unauthorized records to the appropriate supervisor.

Requirements & Qualifications

• High School qualification, Diploma, or Bachelor’s degree is required.
• Previous experience in medical records, hospital administration, healthcare administration, document control, or a related environment may be beneficial.
• Strong organizational skills with the ability to manage a large volume of physical and electronic documentation.
• Excellent attention to detail when reviewing, filing, scanning, indexing, and retrieving patient records.
• Ability to maintain accurate records and follow established document-management procedures consistently.
• Good understanding of the importance of patient confidentiality and sensitive healthcare information.
• Ability to handle confidential documents responsibly and restrict access to authorized individuals.
• Comfortable working with both paper-based files and electronic record-management systems.
• Good administrative and communication skills for coordinating record requests with authorized departments.
• Ability to follow identification, classification, filing, retrieval, tracking, retention, and archiving procedures.
• Strong time-management skills and the ability to prioritize routine record requests and departmental assignments.
• Ability to identify inconsistencies, missing documents, filing errors, or other record-related issues and report them appropriately.
• Reliable and methodical approach to repetitive administrative and records-management activities.
• Ability to work cooperatively with hospital staff, medical teams, administrative departments, and records personnel.
• Professional conduct is expected when dealing with confidential patient information and internal hospital documentation.
• Willingness to follow hospital policies, departmental procedures, confidentiality requirements, and applicable records-management practices.
• Ability to maintain accuracy while working under routine deadlines and handling multiple documentation requests.
• A responsible and detail-oriented approach is essential for maintaining the integrity and accessibility of patient medical records.

How to Apply

Interested candidates can apply through the Apply button.