Assessment of Medical Records Management in Support of Service Delivery at Moi Teaching and Referral Hospital, Eldoret, Kenya

Abstract

Medical records support patients care, provide continuity in the event of a disaster and protect the interests of the organization and the rights of employees. However, in almost all public health facilities in Kenya, medical records are kept in files and folders. The aim of the study was to assess medical records management at Moi Teaching and Referral Hospital (MTRH), in support of service delivery and suggest suitable guidelines in medical records management and the delivery of services. The specific objectives of the study were to: identify types of medical records created at MTRH; establish medical services offered at MTRH; determine how medical records are organized and managed at MTRH; explore staff competency and skills required at the MTRH HRIS department; determine physical and information infrastructure needed for records management and service delivery at MTRH; and suggest suitable guidelines in medical records management and service delivery at MTRH. The study was informed by the records continuum model and FOX IT service delivery model. The study used a case study research method and adopted a qualitative with some aspects of quantitative approach. Purposive and stratified sampling techniques were used to select a sample size of 302 respondents however the study arrived at saturation point after interviewing 96 respondents. Data were collected through interviews and were analyzed using descriptive statistics and later presented in text, table, charts and figures. The key findings of this study were: medical records are not surveyed, records are not appraised and medical records are not destroyed. The physical and information infrastructure needed for records management and service delivery at MTRH include backup facilities to secure data, stable internet connections to avoid network fluctuations, portable devices and satellite telecommunications amongst others. The study recommends the use of policy guidelines in relation to best practices of how medical records are managed; the use of electronic systems for opening, tracking and indexing of files; further training of records staff; and conducting regular records awareness workshops