2026-11-10T10:29:03Zhttps://repository.slads.sc.tz/api/oaioai:repository.slads.sc.tz:cmsirit08000ck8c5m9xk4ktq2026-11-10T09:59:29Zdepartment:RAMtype:dissertationAN ASSESSMENT ON EFFECTIVE MEDICAL RECORDS MANAGEMENT FOR IMPROVING SERVICE DELIVERY IN PUBLIC HOSPITALS: A CASE STUDY OF BAGAMOYO DISTRICT HOSPITAL.Agustino Joseph MkonoMedical Records ManagementElectronic Medical Records (EMR)GoTHOMISHybrid Records System Patient History Records Duplication Service Delivery Bagamoyo District Hospital Tanzania Healthcare Records Staff ShortageAMRO Assistant Medical Records Officer BDH Bagamoyo District Hospital EHMS Electronic Health Management System EHR Electronic Health Record EMR Electronic Medical Records ERMS Electronic Record Management System GoTHOMIS Government of Tanzania Hospital Management Information System ICT Information and Communication Technology IRMT International Records Management Trust ISO International Organization for Standardization MOI Muhimbili Orthopaedic Institute MoH Ministry of Health MRO Medical Records Officer NARA National Archives and Records Administration SLADS School of Library, Archives and Documentation Studies WHO World Health OrganizationThis study assessed the effectiveness of medical records management in improving
healthcare service delivery at Bagamoyo District Hospital (BDH), Coast Region,
Tanzania. It was guided by three objectives: to examine current medical records
management practices at BDH, to assess the existing infrastructure for managing patient
records, and to identify the challenges affecting records management at the hospital.
The study was prompted by the fact that, although BDH registers patients electronically
through the Government of Tanzania Hospital Management Information System
(GoTHOMIS), clinical information is still recorded in a separate paper file, and when
such a file cannot be traced, a new one is often opened instead, so that a patient's earlier
medical history is not always carried forward. A descriptive research type and a cross-sectional design were adopted, combining questionnaires and an interview. A sample of
25 respondents was drawn from a target population of 46 staff, comprising 8 doctors, 10
nurses, 3 ward clerks, 3 patient administration staff, and 1 Medical Records Officer,
selected through probability and purposive sampling. All 25 questionnaires were
returned, giving a 100 percent response rate. Findings showed that BDH operates a
hybrid records system, with electronic registration through GoTHOMIS alongside
manual paper files, coordinated mainly by the Medical Records Officer. A new file is
opened whenever an old one cannot be traced, a practice reported by 72 percent of
respondents, mainly resulting in loss of patient history, duplication of records, and
delays in service. Although all respondents confirmed the availability of an Electronic
Medical Records system, its use remains limited mainly to registration, while filing,
storage, and retrieval are still done manually. The main challenges were limited use of
the electronic system, poor filing and retrieval, and a shortage of trained records staff.
The study concludes that records management at BDH is only partially effective in
supporting service delivery, and recommends that hospital management expand
electronic system use beyond registration, recruit and train additional records staff, and
set clear procedures for tracing files before new ones are opened.School of Library, Archives and Documentation Studies (SLADS)2026TextDissertationapplication/pdfhttps://repository.slads.sc.tz/records/cmsirit08000ck8c5m9xk4ktqenAll rights reservedhttps://repository.slads.sc.tz/api/records/cmsirit08000ck8c5m9xk4ktq/file