Developing guidelines for the disposition of medical records at Nakasero Hospital

Abstract

This project focused on developing guidelines for the disposal of medical records at the records department of Nakasero Hospital. The study was based on different objectives such as finding out the types of medical records received, generated and kept by the records department, examining the existing procedures being followed in the disposal of medical records at the medical records department of Nakasero hospital, determining the challenges encountered in the disposition of medical records, finding out the equipment and common approaches used while disposing of medical records and developing disposition guidelines that will enhance the efficient and effective disposal of medical records. The study was based on a case study design and conducted using a qualitative research approach, data was gathered from a sample of 5 respondents selected purposively from the staff using an interview guide, observation guide, focus group guide, and document analysis guide. The study found that there were no clear guidelines and procedures followed in the disposal of medical records at the records department of Nakasero hospital which resulted in failure to initiate their own disposition system, misallocation of medical files, premature destruction of records, outsourcing a commercial company to help them in the disposition process, high costs incurred in the disposition process, etc. In addition, the department also experiences other challenges which include; understaffing, inadequate storage and disposal equipment, inadequate skills possessed by staff, etc. This has greatly impacted the efficiency of the disposal process. The study proposed some solutions to confine the challenges experienced and these include; training records management staff, provision of adequate funds, recruitment of more qualified staff, purchase of standardised equipment, etc. The above study results enriched us with information that we used to develop disposition guidelines that consist of well-established procedures that will facilitate the efficient and effective disposal of medical records at the records department of Nakasero hospital.