The utilisation of an electronic filing system to optimise patient management in a selected public healthcare facility

Abstract

Most organisations have a latent need to incorporate business solutions that will assist them to manage their major functions. Electronic medical records meet this requirement and, through technology, provide a competitive advantage. The main problem that prompted this research study is the lack of or poor information management systems in public healthcare facilities, which often interferes with the efficiency of healthcare workers such as nurses, with an associated negative effect on patients. An objective of the study was to assess if paper filing supports or diminishes the effectiveness of service delivery at a selected public healthcare facility. The study made use of descriptive statistics and inferential statistics while following a quantitative approach to achieve the study’s aim and objectives. The questionnaire was essentially constructed with closed-ended questions, as it was believed that some guidance was required for the subjects. It contained one open ended question to allow some subjective input from the subjects. The questionnaire was analysed and tested for reliability using Cronbach’s Alpha.The study used non-probability sampling technique, and the research sample was drawn from a selected public healthcare facility in Northern Cape Province.The total population of this study was 145 from which 113 participants were sampled comprising of both clinical staff members and healthcare users. The Bayesian test and Chi-square test methods were used to test the study’s hypotheses, with the aid of statistical program Jamovi. The study revealed poor management of patient medical records at the selected public healthcare facility, with the clinic’s staff only receiving basic training to manage patient records. The study’s findings further revealed that challenges associated with the use of electronic medical records include a lack of user-system skills, difficult systems, and systems being off-line. Theoretical framework in this study was mainly Record Continuum Model and Diffusion of Innovation Theory (DOI). Participants mentioned willingness to adopt and use electronic medical records, staff’s knowledge of computers, and the ability to improve retrieval times of patients’ records, were incentives to implement electronic medical records. Participants agreed that benefits such as reduced long queues for patient folders, increased access and privacy, and improved service quality would ensue from the use of electronic medical records, if implemented by the facility.