Missfile Resolution Strategy In The Medical Record File Storage Room

Abstract

Missfile is a condition in which medical record files cannot be found in their designated storage locations, potentially disrupting the healthcare service process. The occurrence of missfile can be influenced by various factors related to human resources, work methods, materials and equipment, facilities and infrastructure, and budget. This study aimed to identify strategies for resolving medical record missfiles in the storage room of Liwuto Public Health Center. This study employed a qualitative method with a descriptive approach. Data were collected through in-depth interviews, observation, and documentation. The results showed that the Man factor included a limited number of staff, the absence of specific filing training, and a relatively high workload. The Method factor included inconsistent implementation of procedures for storing, borrowing, and returning medical record files, as well as suboptimal use of tracers. The Material factor included damaged medical record folders, fading medical record number labels, and filing arrangements that were not yet fully organized. The Machine factor included limited storage rack capacity and constraints related to supporting facilities and information systems. The Money factor indicated that there was no specific budget allocation for the medical record unit. Strategies for resolving missfiles include improving staff competence through training and evaluation, increasing compliance with standard operating procedures and optimizing tracer use, repairing and replacing damaged folders and labels, increasing storage rack capacity and optimizing information systems, as well as planning needs and procuring filing equipment based on priority.