Design of a Tracer and Standard Operating Procedure (SOP) for Its Use in Medical Record File Storage

Abstract

Tracer is a tool used in medical record storage to indicate that a medical record file has been removed from the storage rack, making it easier to track borrowed files and reducing the risk of misfiling. Based on observations conducted at the Waborobo Community Health Center UPTD Puskesmas Waborobo, it was found that the medical records unit did not have a tracer or a Standard Operating Procedure (SOP) for its use. This study aimed to design a tracer and its SOP for the storage of medical record files at UPTD Puskesmas Waborobo. This study employed a qualitative research method, with data collected through observations and interviews with medical records officers. The results showed that the storage system used was the family folder system, and the borrowing process for medical record files was still carried out manually without using a tracer. The researcher designed three alternative Tracers using simple materials, and the third design was selected. It consisted of a pink buffalo paper measuring 25 cm × 10 cm, equipped with a request slip pocket and laminated to improve its durability. The researcher also developed an SOP for tracer use as a guideline for medical records officers in borrowing and returning medical record files. Test and evaluation results showed that the tracer helped officers identify the location of borrowed files and accelerated the return process, although file retrieval took slightly longer because officers had to complete the request slip and tracer information beforehand. Therefore, the implementation of the tracer and its SOP can improve the organization and control of medical record file storage at UPTD Puskesmas Waborobo.