Designing a records tracking system at Masindi General Hospital
Bruno Agaba, Ernest
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Records tracking today are an important aspect of information management in organizations. Records require proper management to support core functions of the organization, provide evidence of business transactions, ensure continuity of business activities, and pass on information to the future generations. The aim of the study was to design and implement a records tracking system at Masindi Genereal Hospital with a view of suggesting solutions to problems affecting tracking system at the organization. The objectives of the study were to identify the different types of medical records generated at MGH; To identify the methods in tracking of medical records at Masindi General Hospital; To identify the challenges encountered in tracking medical records at Masindi General Hospital and To develop a records tracking tool at Masindi General Hospital. The study was carried out at Masindi General Hospital located in Masindi with sample of 15 comprising of Records staff who included Records managers, Data officers, IT officers and Administrators. The study used a qualitative research approaches with case study research design that is the reason why interviews and observations were used as data collection tools. The major findings of the study were that The different types of records managed at Masindi Genereal Hospital includes: Patient Casenotes, X-rays, Pathological Specimens and Preparations, Patient Indexes and Registers as well as Drug Records. Some of the challenges experienced as identified include; Inconsistency in data entry, room for errors, miskeying information, Large ongoing staff training cost, System is dependent on good individuals, Reduction in sharing information and client services, Time consuming and costly to produce reports, Lack of security and Duplication of data entry. An Electronic Records tracking system was developed using Microsoft Access, the developed system comes with various features like Audit trail capture, metadata capture, search, retrieval of required information. The study recommended an Electronic Records tracking system to improve the way records are tracked and how user’s access records from the storage facilities should be thought of in an attempt to eradicate the manual procedural process of accessing and tracking records.