A file tracking system for Kawala Hospital

Abstract

Despite the growing body of international literature affirming the effectiveness of low-cost digital solutions like barcode and RFID-based systems in reducing file loss and retrieval time, their adoption within sub-Saharan African hospitals remains minimal due to lack of localized feasibility data and implementation models and Uganda is no exception. Like many healthcare facilities in Uganda, Kawala Health Centre IV is a high-traffic healthcare facility in Kampala that continues to rely on a manual, paper-based system for managing patient records. This traditional approach to file movement between reception, wards, outpatient departments, laboratory, pharmacy, and accounts frequently leads to file misplacement, retrieval delays, and inefficiencies in service delivery. Staff members often spend between 5 to 15 minutes searching for a single file, disrupting clinical workflows and contributing to delayed diagnoses, repeated tests, and compromised patient confidentiality. These inefficiencies conflict with internationally recognized standards, such as ISO 15489-1:2016 for records management, and Uganda’s Data Protection and Privacy Act (2019), which mandates a transparent, auditable chain of custody for personal and health-related information. In response to these challenges, this project proposed and designed a barcode-powered File Tracking System (FTS) tailored specifically for Kawala Health Centre IV. Utilizing open-source technologies (PHP, MySQL, JavaScript) and integrated barcode generation through JsBarcode, the system manages patient file registration, issuance, return, and request tracking across different departments. It offers real-time visibility into file movement, generates automatic reports on overdue or misplaced files, and ensures role-based access control to cater to various staff categories. The data for system design was obtained and analyzed using a mixed-methods research approach involving a stratified sample of 12 participants, including 5 in-patients, 5 out-patients, 1 clinical staff, and 1 administrative officer. Data collection employed time-and-motion observations toassess file retrieval speed, automated scan logs to track file flow, and qualitative tools such as interviews and surveys to gather user feedback on usability, acceptability, and perceived benefits. Quantitative data were analyzed using descriptive statistics, while qualitative responses underwent thematic analysis to identify common patterns and challenges. Ethical safeguards were strictly adhered to, including institutional approval from hospital management, participant consent, data anonymization, and secure encrypted storage of system logs and research responses. The findings from piloting the designed system demonstrated significant improvements: average file retrieval time decreased to under one minute; misplaced file incidents reduced by over 60%; and user satisfaction increased due to simplified processes and enhanced accountability. This project contributes valuable local evidence on the practicality of implementing low-budget digital innovations in resource-limited healthcare settings. It serves not only to streamline patient service delivery at Kawala Health Centre IV but also offers a replicable model for similar institutions across Uganda and sub-Saharan Africa aiming to digitize critical operational functions without requiring massive infrastructural investments.