Designing a system for storage and filing of health records a case study of Semuto Health Centre IV, Nakaseke District

Abstract

This study titled ‘Designing a system for storage and filing of health records a case study of Semuto Health Centre IV, Nakaseke District was carried out from Semuto Health Center IV in Nakaseke district. The research aimed at examining the challenges to health records management in Semuto Health Center IV. The study answered four research questions; What are the different types of records stored and filed at Semuto Health Centre IV? How are health records stored and filed at Semuto Health Centre IV? What are the challenges involved in storage and filing existing Health records in Semuto Health Centre IV? What are the measures to improve storage and filing of health records in Semuto Health Centre IV? A cross sectional research design was used to obtain information from 42 selected respondents who included the inchager, clinical officers, departmental heads, laboratory attendant and Records officers at Semuto Health Center IV. The study employed both qualitative and quantitative research methodologies during data collection, analysis and presentation. The study found out that the most common available methods of managing Semuto Health Center IV records are paper methods which involve filing patients’ information on paper files. The records in the Semuto Health Center IV are best stored in paper format, while very little appears in digital/electronic format both systems are used. This implied that much of the records are in paper format, highlighting the underlying challenge of lack of adequate automation of patients’ records. The study concluded that Semuto Health Center IV lacks a clear records storage and filing system to guide all concerned staff, this is why there is no effective system to efficiently, manage patients records; there is also lack of permanent employees in the records department. Staff keep on being changed to other departments while others leave the health center for various reasons such as low motivation, thereby creating a problem of understaffing yet there are lot patients’ records to handle by the few available employees. The study recommended a modern records storage and filing system for the health center. Equipment/materials like dust masks, paper files, file folders, Manila paper, computers and internet connectivity should be availed to the record officers to facilitate their smooth operations in their daily activities. This shall induce them and boost their efforts in the management of patients’ records, especially using an automated system as recommended by the study.