Assessment of Medical Records Maintenance in Katsina State General Hospitals
Assessment of Medical Records Maintenance in Katsina State General Hospitals
ABSTRACT
Medical records are created/ generated in health institutions during the process of treating patients as the Hospital clients.
General Hospitals in Katsina State have over the years generated and accumulated huge amount of medical records. Valuable as these records are, a lot are misplaced and mutilated in the Hospitals.
The study came up with four research questions: what types of medical records have been stored, and devices used in storing medical records, the types of filing system adopted in the General Hospitals in Katsina State, and what methods are used in preserving medical records.
A descriptive survey research design was employed for the study to find out how the selected General Hospitals effectively stored, preserved and file their medical records.
The staff identified to be managing the medical records was 112. The study used Krejcie and Morgan table to determine the sample size which was 43.
Forty-three. (43} copies of questionnaire were distributed but 42 were filled and returned which gave a response rate of 97.8%. Data analysis of the bio-data variables were presented in frequencies and percentages.
TABLE OF CONTENTS
Title Page——————————————————————————————- i
Declaration—————————————————————————————- ii
Certification————————————————————————————— iii
Dedication—————————————————————————————– iv
Acknowledgement——————————————————————————- v
Table of Contents——————————————————————————– vi
List of tables————————————————————————————- x
List of Abbreviations————————————————————————– xi
Abstract——————————————————————————————– xiii
CHAPTER ONE: INTRODUCTION
1.1 Background to the Study—————————————————————- 1
1.2 Statement of the Problem—————————————————————- 8
1.3 Research Questions———————————————————————— 9
1.4 Hypotheses ——————————————————————————– 9
1.5 Objectives of the Study—————————————————————– 10
1.6 Significance of the Study————————————————————— 10
1.7 Scope of the Study———————————————————————– 11
1.8 Operational Definition of the Term—————————————————— 11
References —————————————————————————- 12
CHAPTER TWO: REVIEW OF RELATED LITERATURE
2.1 Introduction – – – – – – – – – 14
2.2 Concept of Medical Records – – – – – – – 14
2.3 Maintenance of Medical Records- – – – – – – 16
2.3.1 Reasons for the Maintenance of Medical Records- – – – – 17
2.3.2 Storage of Medical Records – – – – – – – 18
2.4 Medical Records Filling System – – – – – – 22
2.4.1 Alphabetical Filing- – – – – – – – – 24
2.4.2 Numerical Filing – – – – – – – – 24
2.4.3 Alpha-numerical Filing – – – – – – – 25
2.5 Preservation of Medical Records – – – – – – 25
2.6 Summary of the Review – – – – – – – 30
References – – – – – – – – – 32
CHAPTER THREE: METHODOLOGY OF DATA COLLECTION
3.1 Introduction – – – – – – – – – 36
3.2 Research Methodsadopted for the Study- – – – – – 36
viii
3.3 Population of the Study – – – – – – – 37
3.4 Sampling Techniques and Sample Size – – – – – 39
3.5 Instrument for Data Collection – – – – – – 40
3.6 Validity of the Instrument – – – – – – – 41
3.7 Reliability of the Instrument – – – – – – – 41
3.8 Procedure for Data Collection- – – – – – – 41
3.9 Procedure for Data Analysis- – – – – – – – 42
References – – – – – – – – – 43
CHAPTER FOUR: DATA PRESENTATION, ANALYSIS AND CONCLUTION
4.1 Introduction——————————————————————————– 45
4.2 Response Rates—————————————————————————- 45
4.3 Demographic Analysis of the Respondents——————————————- 46
4.4 Inferential Statistical Analysis———————————————————– 59
Null Hypothesis One ——————————————————————— 59
Null Hypothesis Two——————————————————————– 61
Null Hypothesis Three——————————————————————- 62
CHAPTER FIVE: SUMMARY, CONCLUSION AND RECOMMENDATIONS
5.1 Introduction ——————————————————————————- 63
5.2 Summary of the Study —————————————————————— 63
5.3 Summary of the Major Findings —————————————————— 63
5.4 Conclusion——————————————————————————– 64
5.5 Recommendations of the Study——————————————————— 65
5.6 Contribution to Knowledge…———————————————————— 65
5.7 Suggestions for Further Research—————————————————— 66
Bibliography—————————————————————————————- 67
Appendices——————————————————————————————–72
INTRODUCTION
Records are documents in either electronic or print format that serve as evidence of an activity or transaction performed by an organization that require retention for some periods.
A records retention schedule is a document stipulating „the length of time a records series must be retained in active and inactive storage before its final disposition to permanent storage, preservation or destruction(Bryan,2012)
Adeniran (2006) defined records as all transactions of an organization within and outside, in performing its functions, kept for future reference that maintain the organization’s history and ensuring continuity of the organization’s activities.
Records contain information that is valuable resources and important business assets. A systematic approach to the management of records is essential for organization to protect and preserve records as evidence of activities and transaction.
University of Pretoria (2010) stated that records constitute information that is recorded in any form, created or received routinely in the course of organization’s business or correspondences; and retained by the organization as evidence of such activities.
The International Standard Organization (2001) defined records as “information created, received and maintained” as evidence and information by an organization or person, in pursuance of legal obligations or in transaction of business.
A medical record is record generated at the health institution during the process of treating patients as the hospital clients. These records are also known as Personal Health Record (PHR) and are usually characterized by amongst others, the nature and source of information contained.
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