Strategy To Reduce Delays In Returning Inpatient Medical Record Files At South Buton District Hospital

Abstract

Medical records are documented information about a patient's identity, medical history, laboratory results, diagnosis, medical procedures, and treatments received, whether during inpatient, outpatient, or emergency care. The standard time frame for returning medical record files is 2x24 hours after the patient is discharged. Timely return of medical records is essential for maintaining a quality medical record management system. Between January and March 2024, 75 out of 394 files were returned late to the medical records unit. The purpose of this study is to analyze the factors contributing to delays in the return of inpatient medical records and to develop strategies to prevent delays in file returns at the South Buton Regency Regional General Hospital. This research is qualitative, using the action research method. Data collection methods included interviews, observations, and brainstorming sessions. The study was conducted at the South Buton District General Hospital between March and May. The findings revealed that the delays were primarily due to staff lacking knowledge about Standard Operating Procedures for properly completing documents, and the absence of tools, such as trolleys, that could facilitate the return process.