Guidelines for access and retrieval of health records at Makerere University Hospital (MUH)

Abstract

This project focused on developing guidelines for access and retrieval of health records at the records department of Makerere University Hospital. The project objectives were find out the types of records received, generated and kept by the records department, examining the existing procedures followed during access and retrieval of health records, determining the challenges encountered during access and retrieval of medical records, finding out the equipment and common approaches used while accessing and retrieving health records and developing access and retrieval guidelines that will support efficient and timely access and retrieval of health records. The study was based on a case study design and conducted using a qualitative research approach, data was gathered from a sample of forty-four (44) respondents selected purposively from among the university staff, students, care givers and records 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 during access and retrieval of health records at the hospital which resulted in delayed patient treatment and decision making, misplacement of files and risky premature destruction of records. The department also experiences challenges such as understaffing, inadequate storage and access tools and equipment. These greatly impacted on the efficiency of records access and retrieval process. The study proposed some solutions to avert the challenges such as; training records management staff, provision of adequate funds, recruitment of more staff, purchase of standardized equipment among others. The output of the study was the development of access and retrieval guidelines that comprise a comprehensive retention and disposal schedules to avoid overdue storage and premature destruction of records at the hospital hence effective and timely access and retrieval of health records.