Design of an Automated Monitoring and Alert System for Medical Record Document Retention Periods Using Microsoft Access

Abstract

Background: The design of an automatic monitoring and warning information system is the development of a system to monitor the retention period of medical record documents and provide warnings when the documents are approaching or entering the retention period. Slow retention processes can cause document accumulation and reduce storage space capacity. Objective: This study aims to design an Automatic Monitoring and Warning Information System for the Retention Period of Medical Record Documents using Microsoft Access. Research Subject/Object: The research object is the process of managing the retention period of medical record documents. Method: The method used is the Waterfall, which includes requirements analysis, system design, as well as testing and evaluation. Results: The analysis results indicate that the identification of documents entering the retention period is still conducted manually, and there is no monitoring system or automatic alert available. The Monitoring and Automatic Alert Information System (SIMORA) was designed using Data Flow Diagram (DFD), Entity Relationship Diagram (ERD), Flowchart, and User Interface (UI), featuring data management, retention period monitoring, automatic alerts, and retention reports. Trial results using the Black Box Testing method showed that the system functions according to the design. Conclusion: SIMORA can serve as a tool to improve timeliness, effectiveness, and efficiency in managing the retention period of medical record documents at the Buton Selatan District Hospital.