Assessment of medical records management at Ruharo Mission Hospital Mbarara District

Abstract

ABSTRACT The study focused on assessmentof medical records management at Ruharo Mission Hospital The study used a cross-sectional research design survey, where both qualitative and quantitative techniques of data collection was used and a sample size of 50 respondents were used who included health workers, the administrators, heads of departments and the record clerks. Purposive and simple random sampling techniques were used to select the samples and an interview guide observation guide and the questionnaire were used to collect data from the respondents. The study found out that the major records kept at Ruharo Mission Hospital were paper files which contribute to 70% while electronic records only consisted of 30%. The major techniques that were used in keeping records were sorting files according to the disease type following the Alphabetic order of the patients’ names (44%) and according to diseases and arranged in alphabetic order and indexing (14%). The major technique of destroying the expired paper files or information was burning (58%), recycled (32%) and shredding. For the electronic records, it was established that these records were kept on computer (64%) and others are kept on CDs (20%) and flash drives (16%). Different techniques were used to store information on the computer and other computing devices which included kept files in different folders according to the subjects for easy retrieval (40%) stored files using the agency’s policy for naming files starting with 01, 02, …. and saved files using similar file for formats for easy retrieval and use like pdf, .doc among others. The biggest challenge facing paper records management was too much time wasted in looking for the required file(s), poor location or records (26%), lack of training for records clerks (12%) while for the electronic records, the greatest challenge was high cost of software and setting up the system (34%), inadequate technology infrastructures and inadequate skills in information technology. It was also established that the challenges in handling records in an organization like Ruharo Mission Hospital can be solved by providing the filling cabins with locks so that only the authorized staff have access (44%), organizing workshops to sensitize the concerned people about the importance of records .