Position Overview

The Clinical Data Collector will be responsible for collecting, managing, and maintaining high-quality clinical data for the ACTxBEC Programme at the assigned sentinel hospital. The successful candidate will ensure complete, accurate, timely, and confidential collection of patient-level emergency care data using the WHO Integrated Data Platform (WIDP). The Clinical Data Collector will work closely with Cluster Mentors, Facility Champions, healthcare workers, hospital administrators, and the ACTxBEC implementation team to support high-quality data collection while maintaining strict adherence to study protocols, confidentiality requirements, and ethical standards.

Key Responsibilities

Patient Screening and Registration

• Screen patients presenting with acute and emergency conditions according to approved study eligibility criteria and Standard Operating Procedures (SOPs).
• Identify eligible patients with sentinel conditions.
• Register eligible participants within the WHO Integrated Data Platform (WIDP).
• Generate and maintain unique study identification numbers following approved project workflows.

Clinical Data Collection and Follow-Up

• Collect complete clinical data from patient presentation through emergency unit disposition.
• Conduct daily follow-up of admitted patients until final hospital discharge or disposition.
• Collect follow-up information from inpatient wards, operating theatres, intensive care units (ICU), maternity, and obstetric units as required.
• Ensure completeness and accuracy of patient records throughout the hospitalization period.

Data Quality Assurance

• Review all data before and after synchronization.
• Perform routine validation and verification of collected data.
• Resolve validation alerts and data inconsistencies.
• Correct incomplete or inaccurate records in accordance with project procedures.
• Participate in weekly data quality review meetings.
• Maintain high standards of data completeness, consistency, and accuracy.

Patient Confidentiality and Record Management

• Maintain secure linkage logs connecting hospital patient identifiers with WIDP study identification numbers.
• Protect confidential patient information at all times.
• Ensure restricted access to participant identification records.
• Comply with institutional confidentiality and data protection requirements.

Electronic Data Collection

• Use assigned Android tablets for electronic data collection.
• Maintain and safeguard all project equipment.
• Synchronize collected data whenever connectivity is available.
• Verify successful synchronization of all submitted records.
• Report technical issues affecting electronic data collection.

Technical and Operational Support

• Support Facility Champions, Cluster Mentors, and BEC participants with WHO Academy and Sustainable Simulation and Skills (S3) platform access.
• Assist users with account creation, logins, password management, and multi-factor authentication (MFA).
• Provide basic troubleshooting for Android devices, synchronization, and electronic systems.
• Support implementation of digital learning and reporting platforms used by the project.

Monitoring and Reporting

• Participate in weekly project meetings.
• Prepare routine reports on patient screening, enrolment, and data collection progress.
• Report operational challenges affecting data collection activities.
• Monitor assigned hospital coverage and ensure continuity of daily data collection.

Compliance and Professional Conduct

• Ensure strict adherence to project Standard Operating Procedures (SOPs).
• Maintain neutrality and avoid interference with clinical decision-making.
• Do not provide clinical care, make clinical diagnoses, alter patient medical records, or delay patient care.
• Perform any other duties assigned by the Cluster Mentor or ACTxBEC Programme Management.

Qualifications and Experience

Essential

• Minimum of two (2) years of experience in clinical data collection, health information systems, public health, epidemiology, monitoring and evaluation, research data collection, nursing, clinical care, or a related field.
• Demonstrated experience using electronic data collection systems.
• Ability to work accurately within busy clinical environments.
• Strong understanding of patient confidentiality and ethical handling of health information.
• Ability to follow Standard Operating Procedures (SOPs) precisely.
• Working proficiency in both Kinyarwanda and English.
• Availability to work full-time (40 hours per week), including alternate weekends and occasional after-hours follow-up.

Preferred

• Bachelor’s degree in health informatics, Biostatistics, Epidemiology, Nursing, Public Health, or a related field.
• Experience using WHO Integrated Data Platform (WIDP), DHIS2 Tracker, REDCap, ODK, KoboToolbox, CommCare, Electronic Medical Records (EMR), or similar platforms.
• Previous experience in emergency care, acute obstetrics, disease surveillance, health registries, or multi-site health programmes.
• Experience supporting tablet configuration, synchronization, user account management, and multi-factor authentication.

Required Technical Skills

• Android tablet operation.
• Electronic data collection platforms.
• WHO Integrated Data Platform (WIDP) or similar systems.
• Data validation and quality assurance.
• Microsoft Office applications.
• Basic troubleshooting of mobile devices and web-based systems.
• Offline data entry and synchronization.
• Secure handling of confidential health information.

Core Competencies

• High attention to detail.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Ability to work independently with minimal supervision.
• Strong analytical and problem-solving skills.
• Commitment to data quality and integrity.
• High ethical standards and respect for confidentiality.
• Ability to collaborate effectively with multidisciplinary healthcare teams.
• Flexibility to work across hospital departments and follow rotating schedules.

• Screen patients presenting with acute and emergency conditions according to approved study eligibility criteria and Standard Operating Procedures (SOPs).
• Identify eligible patients with sentinel conditions.
• Register eligible participants within the WHO Integrated Data Platform (WIDP).
• Generate and maintain unique study identification numbers following approved project workflows.
• Collect complete clinical data from patient presentation through emergency unit disposition.
• Conduct daily follow-up of admitted patients until final hospital discharge or disposition.
• Collect follow-up information from inpatient wards, operating theatres, intensive care units (ICU), maternity, and obstetric units as required.
• Ensure completeness and accuracy of patient records throughout the hospitalization period.
• Review all data before and after synchronization.
• Perform routine validation and verification of collected data.
• Resolve validation alerts and data inconsistencies.
• Correct incomplete or inaccurate records in accordance with project procedures.
• Participate in weekly data quality review meetings.
• Maintain high standards of data completeness, consistency, and accuracy.
• Maintain secure linkage logs connecting hospital patient identifiers with WIDP study identification numbers.
• Protect confidential patient information at all times.
• Ensure restricted access to participant identification records.
• Comply with institutional confidentiality and data protection requirements.
• Use assigned Android tablets for electronic data collection.
• Maintain and safeguard all project equipment.
• Synchronize collected data whenever connectivity is available.
• Verify successful synchronization of all submitted records.
• Report technical issues affecting electronic data collection.
• Support Facility Champions, Cluster Mentors, and BEC participants with WHO Academy and Sustainable Simulation and Skills (S3) platform access.
• Assist users with account creation, logins, password management, and multi-factor authentication (MFA).
• Provide basic troubleshooting for Android devices, synchronization, and electronic systems.
• Support implementation of digital learning and reporting platforms used by the project.
• Participate in weekly project meetings.
• Prepare routine reports on patient screening, enrolment, and data collection progress.
• Report operational challenges affecting data collection activities.
• Monitor assigned hospital coverage and ensure continuity of daily data collection.
• Ensure strict adherence to project Standard Operating Procedures (SOPs).
• Maintain neutrality and avoid interference with clinical decision-making.
• Do not provide clinical care, make clinical diagnoses, alter patient medical records, or delay patient care.
• Perform any other duties assigned by the Cluster Mentor or ACTxBEC Programme Management.

• Android tablet operation.
• Electronic data collection platforms.
• WHO Integrated Data Platform (WIDP) or similar systems.
• Data validation and quality assurance.
• Microsoft Office applications.
• Basic troubleshooting of mobile devices and web-based systems.
• Offline data entry and synchronization.
• Secure handling of confidential health information.

• Minimum of two (2) years of experience in clinical data collection, health information systems, public health, epidemiology, monitoring and evaluation, research data collection, nursing, clinical care, or a related field.
• Demonstrated experience using electronic data collection systems.
• Ability to work accurately within busy clinical environments.
• Strong understanding of patient confidentiality and ethical handling of health information.
• Ability to follow Standard Operating Procedures (SOPs) precisely.
• Working proficiency in both Kinyarwanda and English.
• Availability to work full-time (40 hours per week), including alternate weekends and occasional after-hours follow-up.
• Bachelor’s degree in health informatics, Biostatistics, Epidemiology, Nursing, Public Health, or a related field.
• Experience using WHO Integrated Data Platform (WIDP), DHIS2 Tracker, REDCap, ODK, KoboToolbox, CommCare, Electronic Medical Records (EMR), or similar platforms.
• Previous experience in emergency care, acute obstetrics, disease surveillance, health registries, or multi-site health programmes.
• Experience supporting tablet configuration, synchronization, user account management, and multi-factor authentication.