5092 Staffing Medical Records Coordinator Full Time 8 00am 4 30pm jobs near me

JOB DESCRIPTIONHR & Healthcare Regulatory Affairs Officer

1. Job Purpose

The HR & Healthcare Regulatory Affairs Officer is responsible for managing the hospital's human resources operations while ensuring full compliance with applicable UAE labour regulations, Dubai Health Authority (DHA) requirements, Ministry of Human Resources and Emiratisation (MOHRE), Ministry of Health and Prevention (MOHAP), JCI standards, healthcare professional licensing requirements, DataFlow verification, and other applicable regulatory and accreditation requirements.

The position is responsible for maintaining accurate staff records, supporting recruitment and workforce planning, coordinating healthcare professional licensing and credentialing, monitoring staffing requirements, preparing regulatory reports, managing employee performance and KPIs, coordinating patient complaints related to staff matters, and ensuring that all employee files and HR documentation are complete and audit-ready.

2. Key ResponsibilitiesA. Human Resources Management

• Manage day-to-day HR activities for medical, nursing, allied health, administrative, and support staff.
• Maintain complete and confidential employee personnel files.
• Ensure all employee documentation is accurate, current, and properly maintained.
• Prepare employment contracts, offer letters, job descriptions, warning letters, promotion letters, transfer letters, salary certificates, experience certificates, and other HR correspondence.
• Manage employee onboarding, orientation, probation, confirmation, transfer, promotion, resignation, termination, and exit procedures.
• Maintain accurate employee master data and HR databases.
• Monitor employee attendance, leave, sick leave, overtime, absenteeism, and other attendance-related matters.
• Coordinate annual leave schedules and ensure appropriate staffing coverage.
• Maintain staff records in accordance with hospital policies and regulatory requirements.
• Ensure confidentiality and appropriate handling of employee personal information.

B. Healthcare Professional Licensing & Credentialing

• Coordinate and manage licensing processes for doctors, dentists, nurses, pharmacists, allied health professionals, and other regulated healthcare professionals.
• Manage new healthcare professional licensing applications and renewals.
• Follow up on professional license applications, renewals, amendments, cancellations, transfers, and changes in facility affiliation.
• Verify that healthcare professionals maintain valid and active professional licenses before commencing clinical duties.
• Monitor license expiry dates and maintain an effective renewal tracking system.
• Coordinate collection and verification of required professional documents.
• Review educational certificates, professional qualifications, experience certificates, Good Standing Certificates, registration documents, and other licensing requirements.
• Coordinate DataFlow / Primary Source Verification (PSV) processes.
• Follow up on DataFlow reports, discrepancies, missing documents, and verification issues.
• Coordinate with healthcare professionals regarding licensing requirements and missing documentation.
• Maintain a comprehensive healthcare professional credentialing and privileging file.
• Coordinate with the Medical Director, Nursing Management, and relevant departments regarding clinical staff credentialing.
• Ensure staff are not scheduled to practice beyond the scope of their valid license or privileges.

C. UAE Healthcare Regulatory Platforms

Maintain working knowledge and operational responsibility for applicable UAE healthcare regulatory systems and portals, including:

• DHA / Sheryan healthcare professional licensing and facility-related requirements.
• MOHAP licensing and regulatory requirements where applicable.
• MOHRE employment and labour-related requirements.
• DataFlow Primary Source Verification.
• Other applicable UAE government and healthcare regulatory portals.
• Follow up on applications, approvals, renewals, cancellations, and regulatory requests through the relevant systems.
• Maintain accurate records of all submissions and approvals.

D. MOHRE / Labour Compliance

• Manage HR activities in accordance with applicable UAE Labour Law and MOHRE requirements.
• Coordinate employment contracts and employee records.
• Monitor probation periods, notice periods, resignations, terminations, and end-of-service procedures.
• Ensure appropriate documentation for employee disciplinary actions.
• Monitor annual leave, sick leave, maternity leave, and other statutory leave requirements.
• Support payroll-related HR processes and provide accurate attendance and leave information.
• Coordinate work permit and employment-related requirements with the relevant departments.
• Maintain compliance documentation for MOHRE inspections and audits.
• Stay updated regarding changes to UAE labour regulations and communicate relevant changes to management.

E. Recruitment & Workforce Planning

• Coordinate recruitment of doctors, nurses, allied health professionals, administrative staff, and support staff.
• Prepare manpower requirements in coordination with department heads.
• Develop and maintain staffing plans according to hospital operational requirements.
• Prepare job descriptions and job specifications.
• Screen CVs and coordinate interviews with relevant department heads.
• Coordinate reference checks and pre-employment documentation.
• Verify professional qualifications and licensing eligibility before appointment.
• Coordinate onboarding and joining formalities.
• Maintain recruitment trackers and vacancy reports.
• Monitor time-to-fill and recruitment KPIs.
• Ensure recruitment activities support required hospital staffing levels.

F. JCI / Accreditation Staffing Compliance

• Maintain employee files and staffing documentation in accordance with JCI and applicable healthcare accreditation requirements.
• Ensure required staff qualifications, competencies, licenses, training, and certifications are documented.
• Maintain evidence of staff orientation, competency assessment, continuing education, and mandatory training.
• Support preparation for JCI surveys and regulatory inspections.
• Ensure staff files are complete, organized, and readily available for audit.
• Monitor compliance with departmental staffing requirements and approved job descriptions.
• Coordinate with department heads to ensure appropriate staffing and competency requirements are met.
• Maintain documentation related to staff competency and performance evaluation.
• Support corrective and preventive actions arising from accreditation findings.

G. Staffing & Workforce Monitoring

• Monitor staffing levels across clinical and non-clinical departments.
• Maintain staff-to-workload and staffing requirement reports.
• Identify staffing gaps and coordinate recruitment or replacement requirements.
• Monitor vacancies, resignations, turnover, absenteeism, and staff utilization.
• Prepare monthly staffing reports for management.
• Monitor medical staff coverage and support appropriate scheduling requirements.
• Ensure staffing records are consistent with hospital licensing and accreditation requirements.

H. HR KPIs & Performance Management

• Develop, monitor, and report HR KPIs.
• Coordinate annual and probationary employee performance evaluations.
• Establish department and employee performance indicators in coordination with management.
• Prepare monthly and quarterly HR KPI reports.
• Monitor indicators including:
• Employee turnover
• Absenteeism
• Staff retention
• Recruitment time-to-fill
• Vacancy rate
• Employee attendance
• Training compliance
• License renewal compliance
• Staff file compliance
• Employee performance
• Employee satisfaction
• Disciplinary cases
• Identify performance gaps and coordinate corrective actions.
• Maintain KPI dashboards and supporting evidence.

I. e-Source / Regulatory Reporting

• Prepare and submit required e-Source and other applicable regulatory reports.
• Maintain accurate staff and workforce information required for regulatory reporting.
• Ensure submitted information is complete, accurate, and consistent with hospital records.
• Follow up on rejected, incomplete, or pending submissions.
• Maintain evidence and records of regulatory submissions.
• Coordinate with management and relevant departments to obtain required data.

J. Government Programs & UAE Employment Initiatives

Maintain working knowledge and coordinate applicable government employment initiatives and platforms, including:

• NAFIS
• GEPSSA / applicable government employment and workforce platforms
• MOHRE systems and services
• UAE employment-related government initiatives
• Emiratisation requirements where applicable
• Government reporting and workforce requirements

Monitor relevant requirements and ensure the hospital maintains appropriate documentation and compliance.

K. Employee Relations

• Handle employee grievances, complaints, and workplace concerns professionally and confidentially.
• Investigate HR-related complaints in coordination with management.
• Prepare disciplinary notices and warning letters when required.
• Maintain records of disciplinary actions.
• Conduct employee meetings and document outcomes.
• Support conflict resolution between employees and departments.
• Ensure fair and consistent application of hospital HR policies.
• Escalate serious employee relations matters to management.

L. Patient Complaints Related to Staff / HR Matters

• Coordinate investigation of patient complaints involving staff conduct, communication, professionalism, or service-related concerns.
• Receive and document complaints according to hospital procedures.
• Coordinate with the relevant department head and management to investigate complaints.
• Obtain statements and supporting documentation when required.
• Ensure appropriate corrective and preventive actions are documented.
• Maintain a patient complaint tracker.
• Monitor complaint trends and identify recurring staff-related issues.
• Prepare reports regarding staff-related patient complaints for management and quality committees.
• Ensure complaints are handled confidentially, professionally, and within the required timeframe.

M. Training & Staff Development

• Maintain the hospital's annual training matrix.
• Monitor mandatory training requirements.
• Coordinate staff orientation and induction programs.
• Track mandatory certifications such as:
• BLS
• ACLS
• PALS
• Fire Safety
• Infection Prevention and Control
• Occupational Health and Safety
• Patient Safety
• Other hospital-required training
• Monitor training expiry dates.
• Coordinate refresher training and competency assessments.
• Maintain training attendance and certification records.
• Prepare training compliance reports for management and accreditation purposes.

N. Staff File Compliance & Audit Readiness

Ensure each employee file contains, as applicable:

• Passport / identification documents
• Emirates ID
• Visa / work permit documentation
• Employment contract
• Offer letter
• CV
• Educational certificates
• Professional certificates
• Professional license
• DataFlow / PSV report
• Good Standing Certificate
• Experience certificates
• Medical fitness documentation where applicable
• Mandatory training certificates
• Orientation records
• Competency assessments
• Performance evaluations
• Job description
• Confidentiality agreements
• Policies acknowledgements
• Disciplinary records where applicable
• Other documents required by DHA, MOHAP, JCI, MOHRE, or hospital policy

Conduct periodic staff file audits and maintain compliance percentages.

O. HR Policies & Procedures

• Develop, review, update, and implement HR policies and procedures.
• Ensure HR policies comply with UAE Labour Law and applicable healthcare regulations.
• Prepare SOPs and HR forms.
• Ensure employees understand relevant hospital policies.
• Maintain acknowledgement records.
• Review policies following regulatory or organizational changes.

P. Payroll & Compensation Support

• Coordinate with Finance regarding monthly payroll information.
• Verify attendance, leave, unpaid leave, overtime, deductions, and other payroll-related information.
• Prepare payroll input reports.
• Monitor salary changes, promotions, allowances, and deductions.
• Support end-of-service calculations and final settlement documentation.
• Maintain accurate compensation records.

Q. HR Reporting & Data Analysis

• Prepare monthly HR reports for management.
• Analyze HR data and identify trends.
• Maintain HR dashboards and trackers.
• Prepare reports related to:
• Headcount
• Nationality
• Department
• Profession
• Gender
• Turnover
• Recruitment
• Absenteeism
• Leave
• Licensing
• Training
• Performance
• Staff compliance
• Vacancies
• Ensure accuracy of HR data and reports.
• Use Excel and other HR/data-analysis tools to prepare management reports.

R. Compliance & Internal Audits

• Conduct regular HR compliance audits.
• Identify gaps and prepare corrective action plans.
• Maintain evidence required for DHA, MOHAP, MOHRE, JCI, and internal audits.
• Support external inspections and accreditation surveys.
• Follow up on audit findings until closure.
• Maintain compliance trackers and action plans.
• Ensure HR documentation is always audit-ready.

S. Health & Safety / Employee Health

• Coordinate occupational health requirements for employees where applicable.
• Monitor staff medical fitness documentation.
• Coordinate vaccination and health screening records when required.
• Support occupational health and infection-control requirements related to staff.
• Coordinate reporting of workplace incidents involving employees.
• Ensure staff receive required health and safety training.

T. Offboarding & Employee Separation

• Manage resignation and termination procedures.
• Monitor notice periods.
• Conduct exit interviews.
• Coordinate clearance procedures.
• Ensure cancellation of applicable licenses, access, and employment-related documentation.
• Coordinate final settlement with Finance.
• Issue experience and employment certificates.
• Update HR systems and staff records.
• Maintain separation documentation for audit purposes.

3. Regulatory & Professional Knowledge Required

The position should have strong practical knowledge of:

• UAE Labour Law
• MOHRE regulations and systems
• DHA requirements and Sheryan
• MOHAP requirements
• Healthcare professional licensing
• DataFlow / Primary Source Verification
• Healthcare credentialing and privileging
• JCI accreditation standards
• Healthcare staffing requirements
• HR policies and procedures
• Employee relations
• Recruitment and workforce planning
• KPI development and reporting
• e-Source and regulatory reporting
• NAFIS
• GEPSSA / applicable government workforce platforms
• Government employment and Emiratisation requirements
• Patient complaint handling
• Staff competency and training requirements
• HR audit and compliance requirements
• Healthcare quality and patient safety principles

4. Qualifications

• Bachelor's degree in Human Resources, Business Administration, Healthcare Administration, Management, or a related field.
• HR certification is an advantage.
• Healthcare HR experience is strongly preferred.
• Experience working in a hospital, medical center, specialty hospital, or healthcare organization is preferred.
• Strong knowledge of UAE healthcare regulatory requirements.

5. Experience

Minimum 3–5 years of relevant HR experience, preferably within a UAE healthcare/hospital environment.

The candidate should have demonstrated practical experience in:

• Healthcare professional licensing
• DHA / Sheryan
• MOHAP
• DataFlow
• MOHRE
• Staff credentialing
• JCI/accreditation preparation
• Recruitment
• Staff file management
• HR compliance
• KPI reporting
• Government portals
• Employee relations

6. Technical Skills

• Advanced Microsoft Excel
• HR databases and HRIS
• Data analysis and reporting
• Dashboard preparation
• Microsoft Word and PowerPoint
• Government and healthcare regulatory portals
• Document management systems
• KPI tracking and reporting
• Excellent data accuracy and record management

7. Core Competencies

• Regulatory compliance
• Attention to detail
• Confidentiality
• Problem-solving
• Communication skills
• Leadership and coordination
• Time management
• Analytical thinking
• Organization
• Professional judgment
• Conflict resolution
• Ability to work under pressure
• Ability to manage multiple regulatory deadlines
• Strong follow-up skills
• High level of accountability

8. Key Performance Indicators (KPIs)

The position will be evaluated based on, but not limited to:

• 100% validity of healthcare professional licenses
• 100% timely license renewal
• 100% completion of required DataFlow/PSV processes
• Staff file compliance rate
• JCI staffing/documentation compliance
• Recruitment time-to-fill
• Employee turnover rate
• Absenteeism rate
• Mandatory training compliance
• Performance appraisal completion rate
• Regulatory reporting accuracy and timeliness
• MOHRE compliance
• DHA/Sheryan compliance
• MOHAP compliance where applicable
• Employee complaint resolution time
• Patient complaint closure rate
• HR audit compliance rate
• Accuracy of HR reports and workforce data
• Government portal submission compliance
• Completion of corrective actions within agreed deadlines

9. Authority & Accountability

The HR & Healthcare Regulatory Affairs Officer is accountable for ensuring that the hospital's HR records, healthcare professional licensing documentation, regulatory submissions, staffing records, and employee compliance documentation are maintained accurately and within required deadlines.

The position must immediately escalate any issue that may result in:

• Expired healthcare professional licensing
• Non-compliance with regulatory requirements
• Insufficient staffing
• Missing professional credentials
• JCI/accreditation non-compliance
• MOHRE violations
• Patient safety concerns
• Serious employee misconduct
• Repeated patient complaints
• Regulatory inspection findings

10. Confidentiality

The employee shall maintain strict confidentiality regarding all employee, patient, medical, financial, operational, regulatory, and organizational information accessed during employment and shall comply with hospital confidentiality, data protection, information security, and privacy policies.

11. Overall Responsibility

The HR & Healthcare Regulatory Affairs Officer serves as a key link between Human Resources, Medical Administration, Nursing, Quality, Regulatory Affairs, Finance, Operations, and Hospital Management, ensuring that the hospital maintains a properly licensed, qualified, trained, documented, and compliant workforce while supporting efficient HR operations and continuous regulatory readiness.

Job Type: Full-time

Pay: AED4,000.00 - AED7,000.00 per month

Education:

• Bachelor's (Preferred)

Experience:

• DHA licensing : 1 year (Preferred)
• dubai hospitals experncies: 5 years (Preferred)

Language:

• Arabic (Preferred)

Location:

• Dubai (Preferred)

Work Location: In person