Health Sciences

Certificate in Health Records and Information Technology

The Certificate in Health Records and Information Technology is a two-year programme offered by the Kenya Medical Training College (KMTC) at selected campuses across Kenya. It equips students with skills in patient data management, medical coding, electronic health records, and health information systems. The programme is accredited by the Health Records and Information Management Board under the Health Act.

Year 1 covers health records management, medical terminology, anatomy and physiology, computer applications in healthcare, patient registration and appointment systems, and filing and indexing systems. Students learn the foundational principles of health information management, disease classification, and medical documentation.

Year 2 advances to medical coding and indexing, electronic health records systems, health statistics, data quality assurance, legal and ethical aspects of health records, and a practicum. Students gain practical experience in managing patient information in hospital settings.

Clinical practice is integrated throughout the programme, with students rotating through hospital records departments, outpatient clinics, and health information offices. The programme follows a modular structure with end-of-semester examinations.

Entry requirements are a KCSE mean grade of C- (minus), with C- in English or Kiswahili, D in Biology or Biological Sciences, D- in Mathematics, and D+ in any one of Physics, Chemistry, Computer Studies, Agriculture, Home Science, Economics, Geography, Commerce, or Business Studies. The programme is available at numerous KMTC campuses across Kenya.

Graduates are eligible for registration with the Health Records and Information Management Board and pursue careers as health records technicians, data clerks, and monitoring and evaluation assistants in government hospitals, private facilities, and NGOs. The programme provides a progression pathway to a Diploma in Health Records and Information Technology at KMTC.

The programme plays a critical role in Kenya's healthcare system by ensuring accurate patient data management. KMTC is the primary training institution for health records professionals in Kenya, with graduates employed across all levels of the health system.

Duration: 2 years
Public, up to: Ksh 120,700
Private, up to: Ksh 116,250
Job market: High

The programme

What you study, how long it takes, and how it is delivered.

Practicalities

Study mode: Full-time
Attachment: 0 months
Average class: 40 students
Award: Certificate

What you study

10 subjects

Health Records Management
Medical Terminology
Anatomy and Physiology
Medical Coding and Indexing
Electronic Health Records
Health Statistics
Computer Applications in Healthcare
Data Quality Assurance
Patient Registration Systems
Legal and Ethical Aspects of Health Records

Modules

10 in the programme

Health Records Management I
Year 1Semester 13 creditsCore
Fundamental principles of health records management including filing systems, patient registration, and records administration.
Medical Terminology
Year 1Semester 12 creditsCore
Medical terminology, abbreviations, and language used in healthcare documentation.
Anatomy and Physiology
Year 1Semester 13 creditsCore
Structure and function of the human body relevant to disease classification and medical coding.
Computer Applications in Healthcare
Year 1Semester 13 creditsCore
Computer applications used in health records management including databases and hospital information systems.
Patient Registration and Appointment Systems
Year 1Semester 12 creditsCore
Patient registration procedures, appointment scheduling, and outpatient management systems.
Filing and Indexing Systems
Year 1Semester 22 creditsCore
Medical records filing systems, indexing methods, and records retrieval procedures.
Medical Coding and Indexing
Year 2Semester 13 creditsCore
Disease classification, ICD coding, and medical indexing systems for health statistics.
Electronic Health Records
Year 2Semester 13 creditsCore
Electronic health record systems, data entry, and digital health information management.
Health Statistics
Year 2Semester 13 creditsCore
Health data collection, analysis, and reporting for hospital and national health statistics.
Legal and Ethical Aspects of Health Records
Year 2Semester 22 creditsCore
Legal requirements, patient confidentiality, and ethical considerations in health records management.

Specialisations

Medical Coding
Focus on disease classification, ICD coding, and clinical coding systems.
Electronic Health Records
Specialisation in digital health information systems and EHR management.
Health Statistics
Focus on health data analysis, reporting, and statistical methods.
Health Information Management
Specialisation in overall management of health information departments.

A day as a student

A typical day combines morning lectures on medical terminology or health records management with afternoon practical sessions in the hospital records department, where students practise patient registration, filing, coding, and data entry.

The trade offs

In its favour

High demand for health records professionals in Kenya's expanding healthcare system.
KMTC is the premier training institution with national recognition and accreditation.
Clear upgrading pathway to diploma and degree in health information management.

Against it

Requires registration with the Health Records and Information Management Board before practice.
Limited to KMTC as the primary accredited training institution.
Entry-level salaries may be modest compared to clinical healthcare cadres.

What it costs

Tuition at both ends of the market, and how to pay for it.

What it costs, and where

Against 349 health sciences courses

Public95k to 121k

95k at MTRH College of Medicine (Year 1)121k at KMTC (self-sponsored Year 1)

Private100k to 116k

100k at WICHS University116k at North Coast Medical Training College

Annual tuition in Kenyan shillings, rounded. The upright tick is the median for this field, so a bar sitting entirely to its right is an expensive programme by the standards of its own subject.

The fine print

KMTC self-spon 120,700 Y1/118K Y2+ (kmtc.ac.ke). Pvt: NCMTC ~116K, WICHS 100K/yr.

Government-sponsored students placed through KUCCPS receive subsidised fees. HELB loans are available for eligible students.

Funding options

HELB Loan
KUCCPS Government Placement

Scholarships

2 recorded

HELB Loan
LoanKsh 60,000Kenyan
Kenyan students enrolled in accredited programmes at KMTC.
KUCCPS Government Subsidy
SubsidyKsh 40,000Kenyan
Kenyan students placed by KUCCPS receive subsidised tuition fees at KMTC.

Getting in

The grades, the alternatives, and who accredits the award.

What you need

KCSE mean grade: C-
Alternative entry: Holders of relevant qualifications may apply through the KMTC upgrading pathway.

English or Kiswahili
C-
Biology or Biological Sciences
D
Mathematics
D-
Physics or Chemistry or Computer Studies or equivalent
D+

How you are assessed

3 components

End of Semester Examinations
Written examination60% of the mark
Module examinations covering health records theory, medical terminology, and coding principles.
Practical Assessments
Practical assessment30% of the mark
Practical assessments in hospital records departments evaluating coding, data entry, and records management.
Practicum
Practical assessment10% of the mark
Supervised field practicum in a hospital records department.

Accreditation

Accredited by the Health Records and Information Management Board. KMTC is the primary accredited institution for this programme. Graduates must register with the Board before practising.

Accredited by

Health Records and Information Management Board
ProfessionalRequired
KMTC is the primary accredited institution. Graduates must register with the Board before practising.

Where it leads

The roles it opens, and what you leave with.

Where graduates go

4 roles

Health Records Technician
High demandKsh 360,000 to Ksh 540,000
Manages patient records, coding, and data entry in hospital records departments.
Data Clerk (Health)
High demandKsh 300,000 to Ksh 480,000
Enters and manages health data in hospitals, clinics, and health programmes.
Monitoring and Evaluation Assistant
Moderate demandKsh 360,000 to Ksh 600,000
Supports M&E activities by managing health programme data in NGOs and research institutions.
Upgraded Diploma Holder (after upgrading)
High demandKsh 480,000 to Ksh 720,000
After completing KMTC upgrading, progresses to diploma-level health records management roles.

Graduate outcomes

Graduates are in high demand as health records technicians and data clerks in hospitals, clinics, and NGOs across Kenya.

Where these fields lead

8 careers

Tools you will learn

Microsoft Office Suite (Excel, Access)
SoftwarePrimary
ICD-10/ICD-11 Coding System
ReferencePrimary

Certifications

Industry links

Common misconceptions

Health records is just filing papers.
Modern health records involves electronic health records systems, medical coding, data analytics, and health information management technology.
Health records technicians have limited career growth.
Graduates can upgrade to a diploma and subsequently to a degree in health information management, with opportunities in health informatics and data analytics.
The programme is only available at KMTC Nairobi.
The programme is offered at over 25 KMTC campuses across Kenya, including Bondo, Kitui, Kapenguria, Manza, and many others.
Health records is not important in healthcare.
Accurate health records are critical for patient care, billing, health planning, and disease surveillance, making this a vital healthcare support profession.