Analysis Of Factors Causing The Long Time To Fill In The Inpatient Medical Record File For Surgical Patients In Writing Doctor's Resume At Faga Husada Hospital

Abstract

Medical records play an essential role in healthcare services as administrative, medical, legal, and financial references, particularly for BPJS claims. The medical resume prepared by physicians is a key component of inpatient documentation. Observations at Faga Husada General Hospital (January–March 2024) revealed 150 incomplete surgical patient resumes, leading to service delays and BPJS claim obstacles. This study aims to analyze the causes of delays in completing medical resumes using the 5M approach (Man, Method, Material, Machine, Money). This descriptive qualitative research with a phenomenological approach was conducted from February to July 2025, involving three main informants: the Head of Medical Records, a Surgeon, and a Nurse. Data were collected through observation, in-depth interviews, and documentation, then analyzed inductively. Findings indicate that the dominant factor is Man, referring to low discipline and awareness among doctors due to high workload, despite adequate knowledge and skills. The Method factor relates to SOPs that are not optimally implemented because of weak supervision. The Material factor includes delays in supporting examination results and poor quality of NCR paper. The Machine factor shows that electronic medical records are still running in parallel with manual systems, increasing workload. The Money factor highlights the availability of training budgets but the absence of specific incentives for timely resume completion. It is concluded that delays are mainly influenced by human resources, particularly doctors’ workload and awareness. Recommendations include strengthening discipline through supervision, optimizing SOP implementation, accelerating examination results, fully utilizing electronic medical records, and providing incentives