A record tracking system for Makerere University Hospital.

Abstract

This research study was carried out at Makerere University Hospital (MUH) and sought to analyze the Records tracking tool used to track and locate files, identify loopholes, and design and implement a records tracking system. The objectives of the study were to identify the different categories of medical records at MUH, to examine the records tracking system used, to find out the challenges encountered during the tracking of medical records and to develop a records tracking system for MUH. A qualitative research approach was used for the study and a non-random sampling method was undertaken. Interview and observation methods were used to collect data. The study found out that MUH generates and keeps financial, administrative, medical, staff, and student records all which are in both paper and electronic form. The major issues and challenges encountered with the current tracking tool are the time consuming retrievals, cumbersome method of recording transactions, poor doctor’s handwriting, quite hectic to look for an entry in the OPD register, staff do not conform to the procedure, some record files lacking all the key details and limited resources. The study concluded that MUH will need to realize the eventual need of a computerized records tracking tool considering the number of issues highlighted above and also the staff together with the head of department recognize the positive impact a computerized records tracking tool would have as far as carrying out the department duties is concerned. The study therefore concluded with the design and implementation of a Records Tracking system for MUH.