Developing a digital storage and retrieval system for medical records at Galilee Community General Hospital in Masanafu, Kampala

Abstract

Background: The healthcare industry relies heavily on accurate and accessible medical records, which play a pivotal role in patient care, decision-making, and overall hospital operations. Galilee Community Hospital currently employs a manual system for storing and retrieving medical records which has led to limited storage space due to the accumulation of records making retrieval hard. Objectives: The objectives of the study were: to identify the types of medical records stored at the hospital, to establish how medical records are stored and retrieved at the hospital, to find out the challenges faced while storing and retrieving medical records, to propose solutions to the problems faced in storing and retrieving the medical records, to develop a digital system for storing and retrieving medical records at the hospital. Methodology: The study used qualitative research approach. Data was gathered from a purposively selected sample of six respondents, comprising key personnel from the hospital's Records Management staff, including the Records Manager, Assistant Records Manager, Data Clerks, and Records Management Interns. The study employed the following data collection tools: interview guides, observation guides, focus group discussion guides, and document review guides. The data collection methods included interview method, document review, observation method and focus group method. Findings: The study revealed that the types of records stored at the hospital include; referral notes, discharge cards, medical certificates. These records are currently stored using a manual system with the use of storage equipment like shelves, filing cabinets, cupboards and drawers. It was also revealed that the challenges faced while storing and retrieving these records include; limited storage space, inadequate storage equipment, misplacement of records, limited finding aids, misfiling, data inaccuracy and incompleteness. The solutions to these included; digitization, offsite storage, designing a digital storage and retrieval system, training staff frequently, creating access controls. Conclusion: In conclusion, the hospital has various medical records which accumulate from the daily medical activities. The manual storage and retrieval system used is inefficient hence making storage and retrieval difficult. Therefore, designing and adopting a digital storage and retrieval system would help in improving these processes. Recommendation: The hospital management should carryout regular training workshops for the Records Management staff and the creation of finding aids to facilitate easy retrieval are essential steps to enhance the efficiency and effectiveness of medical record management at the hospital. Off-site storage is also key to create space for more records. Finally, the hospital should adopt a digital storage and retrieval system to improve the storage and retrieval processes.