Records management practice to support patients’ treatments in selected public clinics of Mankweng in Limpopo Province, South Africa

Abstract

This study assessed records management practices to support patients’ treatments in the selected public clinics of Mankweng, Limpopo Province, South Africa. In primary healthcare facilities, patient records management begins during the creation stage, when a patient arrives and a file is created before treatment can be offered. Depending on the records’ value, the opened file should be managed for as long as the patient receives treatment, longer. Failure to access or retrieve the file may have a negative impact on the continuity of the patient’s treatment and progress because there will be no baseline comparison for healthcare practitioners to work on. A quantitative descriptive research design was used to collect data, and a structured questionnaire was administered to 41 participants from eight of Mankweng's 21 public clinics, including registry clerks, administrative clerks, data capturers, and healthcare workers. The collected data were analysed using descriptive statistical data analysis. According to the findings, records were created both manually and electronically and were filed daily before the end of business. Furthermore, public clinics separated active and inactive records to improve retrieval efficiency, and a functional file plan was implemented to ensure that records personnel did not have difficulty in retrieving files. The study recommends that a hybrid system be used to capture records as well as manage and control them throughout their life cycle. This will serve as a backup to prevent service disruptions if the system becomes dysfunctional, such as during blackouts or when a physical file is misplaced. The paper provides valuable information about the state of records management practices in clinics in Limpopo Province.