A Research Project to Improve Human Resource Record Management System of Nurses In A Teaching Hospital, Sri Lanka

Authors

  • Pamila Adikari Fiona Stanley Hospital Murdoch- Australia
  • Shanti Dalpatadu

DOI:

https://doi.org/10.32832/jm-uika.v11i1.2911

Abstract

Background: Poor quality records management in Sri Lankan Hospital offices is a major dissatisfaction and demotivation for healthcare staff. An intervention research project to improve the record management of selected Human Resource (HR) records of nurses in an Office of a Tertiary Care Hospital in Sri Lanka was carried out to identify the gaps, implement improvements and to test the outcome.  Grade promotion and annual increment HR processes considered for the improvements. Qualitative and quantitative techniques used for gap identification, planning of interventions and assessment of the effectiveness. A package of quality improvements initiatives implemented following literature review and stakeholder participation. Absence of instructions/sample filled-forms and issues in the document flow were the inconsistencies noted. The record processing time was 30.83 days with an SD of ±4.84 for completion of annual increments and 24.33 days with an SD of ±4.21 for authorisation of grade promotions. The package of interventions included e-based/ paper-based guides and specimen request forms and a document movement register to track the records. Increased accessibility, accuracy, improved quality, timeliness and improved traceability of submitted forms and improvements in the average time spent for annual increments and grade promotions noted; 17.52 days (SD ±3.39) and 12.13 days (SD ±2.33) respectively, a statistically significant reduction (p<0.05).  Implementation of quality improvement interventions using computer-based initiatives with stakeholder participation can improve office management issues in the tertiary hospital setting.

Author Biography

Pamila Adikari, Fiona Stanley Hospital Murdoch- Australia

International research Fellow in Medical Administratiion

References

(1) Balachandran, V.; Chandrasekaran, V. Office Management; Tata McGraw-Hill Education: New Delhi, 2009.

(2) Waters, I. Common problems faced by record management https://careertrend.com/list-7426188-common-problems-faced-record-management.html.

(3) Kokemuller, N. Symptoms of Poor Record Management http://smallbusiness.chron.com/symptoms-poor-record-management-41864.html.

(4) Gazzoli, G.; Hancer, M.; Park, Y. The Role and Effect of Job Satisfaction and Empowerment On Customers' Perception of Service Quality: A Study in the Restaurant Industry. J. Hosp. Tour. Res. 2010, 34 (1), 56–77. https://doi.org/10.1177/1096348009344235.

(5) Jeon, H.; Choi, B. The Relationship between Employee Satisfaction and Customer Satisfaction. J. Serv. Mark. 2012, 26 (5), 332–341. https://doi.org/10.1108/08876041211245236.

(6) Management Study Guide. Management study guide- Personal Records http://www.managementstudyguide.com/employee-stress.htm (accessed Nov 7, 2017).

(7) Hilinski, L. Bad Records Management: Consequences and Solutions. Record Nations, 2017.

(8) Thilakaratne, C. Project to Improve Office Arrangements and Practices in General Office of the Institute Of Oral Health, Maharagama. MD Research Project, University of Colombo, Postgraduate Institute of Medicine, Faculty of Medicine, 2017.

(9) Reed, R.; Lemak, D. J.; Mero, N. P. Total Quality Management and Sustainable Competitive Advantage. J. Qual. Manag. 2000, 5 (1), 5–26. https://doi.org/10.1016/S1084-8568(00)00010-9.

(10) Karia, N.; Hasmi Abu Hassan Asaari, M. The Effects of Total Quality Management Practices on Employees' Work"related Attitudes. TQM Mag. 2006, 18 (1), 30–43. https://doi.org/10.1108/09544780610637677.

(11) Dias, A. Twenty Fifth Scientific Sessions 2017- College OfMedical Administrators of Sri Lanka; 2017.

(12) Wong, R.; Bradley, E. H. Developing Patient Registration and Medical Records Management System in Ethiopia. Int. J. Qual. Health Care 2009, 21 (4), 253–258. https://doi.org/10.1093/intqhc/mzp026.

(13) Glen, P.; Earl, N.; Gooding, F.; Lucas, E.; Sangha, N.; Ramcharitar, S. Simple Interventions Can Greatly Improve Clinical Documentation: A Quality Improvement Project of Record Keeping on the Surgical Wards at a District General Hospital. BMJ Qual. Improv. Rep. 2015, 4 (1), u208191.w3260. https://doi.org/10.1136/bmjquality.u208191.w3260.

(14) Ministry of Public Administration and Management, Sri Lanka. Establishment Code of Sri Lanka; 2013.

(15) University of Edinburgh, R. management unit. Tracking Paper Records.

(16) Murali, R. The Role of Knowledge Management in Change Management. Present. Inter-Coop. Berne Switz. 1999.

Downloads

Published

01-06-2020

How to Cite

Adikari, P., & Dalpatadu, S. (2020). A Research Project to Improve Human Resource Record Management System of Nurses In A Teaching Hospital, Sri Lanka. Jurnal Manajemen, 11(1), 18–25. https://doi.org/10.32832/jm-uika.v11i1.2911