Assessment of storage and retrieval of patient records at Makerere University Hospital

Abstract

A study was undertaken to assess the storage and retrieval of patient records at Makerere University Hospital. It was positioned on the following objectives; to find out the types of patient University Hospital, to examine the storage systems used for patient records at Makerere University Hospital, to examine the retrieval systems used for patient records at Makerere University Hospital, to find out the challenges of storage and retrieval of patient records encountered by Makerere University Hospital and to propose strategies for proper storage and retrieval of patient records Makerere University Hospital. The study adopted a case study research design where qualitative and quantitative research approaches were used. Data was collected using interviews, observation and document analysis. The registry staff were purposively Selected for first-hand data collection because the researcher believed that they had dependable information on storage and retrieval of patient records. Records maintained by Makerere

The findings of the study revealed that hospital serves patients of Makerere University staff, Private and government sponsored students of Makerere University as well as people from the Outside (private people). As a result, the hospital creates and maintains a number of patient records from services like laboratory, family planning, optometry, dental among others which include Medical reports, diagnostic and treatment patient records and lab investigation records. The Registry uses a manual system for storage and retrieval of patient records which are stored Alphabetically in cabinets. The registry staff surface challenges of limited registry space, funds and Inadequate storage equipment, dust and understaffing.

The study recommended digitization of patient records because management of patient records at Makerere University Hospital is entirely manual (paper based) yet Makerere University hospital Maintains a number of patient files and the existing registry space is not enough to accommodate All these files. Therefore, some of the patient files especially for first years are stored on top of Cabinets. This exposes such files to excessive light which accelerates fading and loss of Information. More so. The registry staff cannot freely move within the registry due to large volumes Patient files that causes congestion. The study concluded that digitization will enable Makerere University hospital to reduce the cost of buying especially bulky storage facility such as cabinets, Metallic shelves and cupboards. More so, it will improve management, decision making and Effective administration.