Factors Contributing to the Duplication of Patient Medical Record Numbers

Abstract

Duplication of medical record numbers is one of the challenges in medical record management that can affect the continuity of patient information, slow down service delivery, and increase the risk of errors in healthcare services. Based on an initial survey at Faga Husada General Hospital in Baubau City, it was found that 36 medical records were duplicated out of a total of 3,744 medical records over the course of one year. This study aims to identify strategies for resolving duplicate patient medical record numbers at Faga Husada General Hospital based on the aspects of man, machine, materials, method, and money. The study design is qualitative with a descriptive approach. The study was conducted at Faga Husada General Hospital in Baubau City from February to April 2026. There were three informants: the head of medical records, a registration clerk, and a filing clerk. Data collection techniques included observation, in-depth interviews, and documentation. Data analysis involved data reduction, data presentation, and drawing conclusions. The results of the study indicate that strategies to resolve duplicate medical record numbers in the human aspect involve improving staff accuracy, verifying patient identity, confirming patient visit history, and conducting periodic evaluations of staff. In the machine aspect, the use of the Hospital Information System (SIMRS) aids in the patient identification process; however, there is no specific feature available to detect duplicate data, so verification is still performed manually. In terms of materials, the issue was addressed by consolidating duplicate medical records and organizing medical records more systematically. In terms of methods, the hospital implements a procedure to double-check patient data before assigning a medical record number, although there is currently no specific SOP regarding the handling of duplicate medical record numbers. In terms of funding, the hospital has allocated a budget to support medical record management and system development, but implementation has not yet been optimal.