The role of Medical Records Management in support of Patient Care at Ocean Road Cancer Institute, Dar Es Salaam, Tanzania

Abstract

Health is a fundamental human right in the development of a country, and the delivery of quality healthcare services is largely supported by sound medical records management. In Tanzania the Ministry of Health established Ocean Road Cancer Institute which serves as the hub for cancer services. The Institute generates a lot of vital records and other information related to cancer which calls for prudent management. From past observations made at the Institute, it was established that there were inadequacies in the existing records management practices due to poor organization of medical records particularly in locating and retrieving of patient files required in fulfilling clinical activities. The aim of the study was to investigate the role of medical records management in supporting patient care at Ocean Road Cancer Institute and to propose strategies for improvement in the management of medical records. The specific objectives of the study were to: determine how medical records were managed at Ocean Road Cancer Institute; examine the contributions that medical records provide to patient care at the Institute; determine the integration of ICTs in the management and use of medical records in patient care; explore the challenges faced in the management of medical records at Ocean Road Cancer Institute and finally suggest strategies for improving the management of medical records in support of patient care at the Institute. The study was informed by the records continuum model founded by Frank Upward, complemented by the Chronic Care Model founded by Wagner et al. The study employed a qualitative research design techniques. The target population was 190 from which a sample size of 100 respondents was picked representing about 50% of the population. A total of 10 Records Management staff selected purposively acted as key informants. Semi structured face-to-face interviews were the main data collection instrument. Qualitative data were analysed thematically by using frequency and percentages. The study found that the support of medical records for patient care had been undermined by poor records management due to lack of medical records management policy, medical records retention and disposal schedule and poor tracking system. The study concludes that poor medical records practices had reduced on the effectiveness of medical records in supporting of patient care at the Institute. The study recommends the formulation of medical records management policy and development of medical records procedure manual and guideline, improving tracking tools for controlling movement of medical records, formulation and implementation of disaster preparedness plan.