Health Facility Data Abstractor – MADIVA

  • Temporary
  • Nairobi


JOB TITLE: Health Facility Data Abstractor – MADIVA

Job Summary: Join the African Population and Health Research Center (APHRC) in Nairobi County as a Health Facility Data Abstractor for the Multimorbidity in Africa: Digital Innovation, Visualization, and Application (MADIVA) project. We’re seeking individuals passionate about healthcare data management to support the integration of patient data with the Nairobi Urban Health Demographic Surveillance System (NUHDSS) in five health facilities. This role offers an opportunity to contribute to cutting-edge research aimed at strengthening patient records and developing predictive models for multimorbidities in African populations.

Job Responsibilities:

  1. Obtain Informed Consent: Secure informed consent from patients visiting the health facility before linking their information in the database.
  2. Patient Data Collection: Retrieve and review patient files, extracting necessary information for linkage with the NUHDSS database.
  3. Demographic Linkage: Utilize Clinic Linkage software to link patients’ demographic characteristics with the NUHDSS database.
  4. Data Entry: Enter patient health data accurately into the Clinic Link Software, ensuring completeness and quality.
  5. Documentation: Update missing personal information required for linkage and document all actions in patient files.
  6. Quality Assurance: Ensure data integrity by resolving queries promptly and participating in quality assurance processes.
  7. Secure Data Management: Safely store computers and equipment before leaving the health facility.
  8. Additional Tasks: Perform any other duties as assigned or requested by the supervisor.

Minimum Qualifications:

  • Diploma or Bachelor’s degree in Health Records and Information or related field.
  • Proven experience in data collection using electronic data capture tools.
  • Proficiency in English and Kiswahili (verbal and written).
  • Strong communication, interpersonal, and report writing skills.
  • Proficiency in Microsoft Office.
  • Willingness to work full-time for the duration of the project.

Application Documents:

Interested candidates should submit the following documents via email to by close of business on 5th March 2024:

  • Cover letter
  • CV with contact details of three referees

Please indicate “Health Facility Data Abstractor – MADIVA” in the subject line of the email. Only shortlisted candidates will be contacted.




Special Notice:

APHRC and Flexi Personnel are equal opportunity employers committed to diversity and inclusion. All employment decisions are based on qualifications and organizational needs. Reasonable accommodation may be provided to applicants with disabilities upon request.


[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]

Hiring Manager
[Company Address]
Nairobi, Kenya

Dear Hiring Manager,

I am writing to express my interest in the Health Facility Data Abstractor position with APHRC, as advertised. With a [mention your degree] in [mention your field], coupled with [mention any relevant experience], I am excited about the opportunity to contribute to the Multimorbidity in Africa: Digital Innovation, Visualization, and Application (MADIVA) project.

During my [mention relevant experience], I developed a strong foundation in data collection and management, using electronic tools to ensure accuracy and integrity. My proficiency in English and Kiswahili, along with excellent communication skills, positions me well to engage with patients and healthcare professionals effectively.

I am particularly drawn to this role because of its potential impact on healthcare in Africa. By linking patient data with the NUHDSS database, we can enhance healthcare delivery and inform policymaking to improve patient outcomes. I am eager to bring my skills and enthusiasm to this project and contribute to its success.

Thank you for considering my application. I look forward to the opportunity to discuss how my background and skills align with the needs of the MADIVA project.


[Your Name]


1. What is the role of a Health Facility Data Abstractor?

  • A Health Facility Data Abstractor is responsible for collecting patient data from health facilities and linking it with demographic surveillance systems for research and analysis purposes.

2. What qualifications are required for this position?

  • Applicants should have a diploma or bachelor’s degree in Health Records and Information or a related field, along with experience in data collection using electronic tools.

3. How important is fluency in English and Kiswahili for this role?

  • Fluency in both English and Kiswahili is essential for effective communication with patients and healthcare professionals in Nairobi County.

4. What software skills are necessary for this job?

  • Proficiency in Microsoft Office and experience with electronic data capture tools are required for this position.

5. How long is the duration of the project?

  • Candidates should be prepared to work full-time for the duration of the MADIVA project.

6. What is the application process?

  • Interested candidates should submit a cover letter and CV with contact details of three referees via email to by 5th March 2024, with the subject line “Health Facility Data Abstractor – MADIVA”.

7. How will applicants be notified if they are shortlisted?

  • Only shortlisted candidates will be contacted via email or phone.

8. Is there any application fee required?

  • No, applicants are not required to make any payments at any stage of the recruitment process.

9. Are there opportunities for career growth within APHRC?

  • APHRC is committed to employee development and may offer opportunities for career growth based on performance and organizational needs.

10. How can applicants request reasonable accommodation for disabilities? – Applicants can request reasonable accommodation by contacting the recruitment team and specifying their needs.

Possible Health Facility Data Abstractor Interview Questions With Answers

1. Can you describe your experience with electronic data capture tools?

  • Answer: In my previous role, I used electronic data capture tools to collect and manage patient information efficiently. I ensured data accuracy by conducting regular quality checks and resolving any discrepancies promptly.

2. How would you handle a situation where a patient refuses to provide consent for data linkage?

  • Answer: I would respect the patient’s decision and explain the importance of data linkage for research purposes. If necessary, I would consult with my supervisor to determine the appropriate course of action while maintaining patient confidentiality.

3. How do you prioritize tasks when faced with multiple deadlines?

  • Answer: I prioritize tasks based on urgency and importance, ensuring that critical deadlines are met without compromising quality. I also communicate with my team to coordinate efforts and address any potential challenges proactively.

4. How do you ensure data integrity during the abstraction process?

  • Answer: I maintain data integrity by double-checking entries for accuracy and completeness before submission. I also follow established protocols and guidelines to minimize errors and ensure consistency in data abstraction.

5. Can you provide an example of a time when you had to resolve a query related to patient data?

  • Answer: In my previous role, I encountered a discrepancy in a patient’s medical history during data abstraction. I collaborated with the healthcare team to verify the information and updated the record accordingly, ensuring data accuracy and completeness.

6. How do you stay updated on developments in healthcare data management?

  • Answer: I stay updated by attending relevant workshops, seminars, and training sessions on healthcare data management. I also follow industry publications and subscribe to professional forums to stay informed about best practices and emerging technologies.

7. What strategies do you use to maintain patient confidentiality and privacy?

  • Answer: I adhere to strict confidentiality protocols and only access patient information on a need-to-know basis. I ensure that electronic data capture tools are password-protected and encrypted to prevent unauthorized access. Additionally, I follow HIPAA guidelines and other applicable regulations to safeguard patient privacy.

8. How do you handle situations where there are discrepancies between patient records and demographic data?

  • Answer: I carefully review both sets of data to identify discrepancies and investigate the root cause. I communicate with relevant stakeholders, such as healthcare providers and data administrators, to reconcile the differences and ensure data accuracy.

9. Can you discuss a challenging aspect of your previous data abstraction projects and how you overcame it?

  • Answer: In a previous project, I encountered challenges with incomplete patient records, making it difficult to link data accurately. To address this, I developed a systematic approach to gather missing information and collaborated with the healthcare team to update the records. By maintaining open communication and attention to detail, we were able to overcome these challenges successfully.

10. How do you ensure compliance with data protection regulations and ethical guidelines?

  • Answer: I familiarize myself with relevant regulations, such as GDPR and HIPAA, and ensure that data collection and management practices align with these guidelines. I also participate in regular training and audits to maintain compliance and uphold ethical standards in healthcare data management.

We wish you the best in your application process and remind you that our website is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. We are an equal opportunity employer and do not charge any application/recruitment fee, whether refundable or not.


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