1.0 Introduction
1.1 Background of Study
Information and Communication Technology (ICT) has become an integral part of modern healthcare systems, profoundly influencing the way medical records are managed and utilized. The transition from traditional paper-based record systems to digital formats has brought about significant improvements in efficiency, accuracy, and accessibility of medical data. According to Ajami and Bagheri-Tadi (2013), the adoption of ICT in medical records management helps reduce errors, enhances data retrieval, and facilitates better decision-making processes.
Medical records are crucial for effective healthcare delivery as they serve as repositories of patient information, aiding in clinical management, research, and policy formulation. However, traditional record-keeping methods are often associated with inefficiencies such as misplaced files, delays in data retrieval, and challenges in data sharing (Oleribe et al., 2016). The Federal Medical Centre Owerri, like other healthcare institutions in Nigeria, has recognized the potential of ICT in enhancing medical records management. Efforts to integrate ICT systems aim to improve workflow in the medical records department, optimize patient care, and meet global healthcare standards. Despite these advancements, challenges such as limited funding, inadequate technical infrastructure, and resistance to change continue to affect the effective utilization of ICT in many healthcare facilities in Nigeria (Adebesin et al., 2013).
Information and Communication Technology (ICT) has revolutionized various sectors, including healthcare, by streamlining processes, improving efficiency, and enhancing service delivery. In the medical records department, ICT plays a crucial role in ensuring the accurate and timely management of patient information. This is particularly significant as medical records are the backbone of healthcare services, supporting clinical decision-making, research, and administrative processes (World Health Organization, 2021). The implementation of ICT in medical records departments has transformed traditional paper-based systems into electronic health records (EHRs), enabling better data storage, retrieval, and sharing. These advancements have significantly improved workflow by reducing delays, minimizing errors, and enhancing the overall quality of healthcare delivery. However, despite its potential benefits, the adoption of ICT is often met with challenges such as high implementation costs, lack of technical expertise, and resistance to change among staff (Chaulagai et al., 2020).
Federal Medical Centre Owerri, like many healthcare institutions in Nigeria, is embracing ICT to improve the management of its medical records. However, the extent to which ICT has impacted the workflow within the medical records department remains a critical area of inquiry. This study aims to assess the impact of ICT on workflow efficiency, data accuracy, and service delivery in the medical records department, focusing on the experiences and practices at Federal Medical Centre Owerri.
1.2 Statement of Problems
Investigation revealed that the integration of Information and Communication Technology (ICT) into medical records management is essential for improving healthcare delivery, yet it is fraught with challenges that hinder its full potential. At the Federal Medical Centre Owerri, the workflow in the medical records department is still affected by inefficiencies despite the adoption of ICT solutions. Issues such as frequent power outages disrupt the smooth operation of electronic systems, leading to delays in data entry and retrieval processes (Adebesin et al., 2013).
Inadequate training of staff is another problem, as the effective use of ICT tools requires technical expertise. When staff members lack the necessary skills, errors in data input and system maintenance occur, reducing the reliability of electronic records (Ajami & Bagheri-Tadi, 2013). Additionally, financial constraints limit the institution's ability to invest in advanced ICT infrastructure and regular system updates, leaving the department reliant on outdated technologies that are prone to breakdowns.
Furthermore, resistance to change among staff members is a significant issue. Long-standing reliance on manual systems creates a reluctance to embrace new technologies, thereby delaying the adoption of ICT (Ojo et al., 2017). It is against the backdrop that this study seeks to address these problems by evaluating the Impact of ICT on Workflow in the Medical Records Department.
1.3 Aim and Objectives of Study
The aim of this study is to examine the impact of Information and Communication Technology (ICT) on the workflow in the medical records department of the Federal Medical Centre Owerri. The specific objectives of the study are to:
- To evaluate the effectiveness of ICT tools in streamlining workflow processes in the medical records department.
- To assess the impact of ICT on the accuracy and accessibility of patient medical records.
- To investigate the challenges faced by the medical records department in adopting and utilizing ICT.
- To explore the extent to which ICT has improved the overall service delivery of the department.
- To provide recommendations for optimizing the use of ICT in enhancing workflow and records management in the medical records department.
1.4 Research Questions
The study came up with research questions so as to be able to ascertain the above stated objectives. The specific research questions for the study are stated below as follows:
- How effective are ICT tools in streamlining workflow processes in the medical records department of Federal Medical Centre Owerri?
- What is the impact of ICT on the accuracy and accessibility of patient medical records in the department?
- What challenges does the medical records department face in adopting and utilizing ICT?
- To what extent has ICT improved overall service delivery in the medical records department?
- What strategies can be recommended to optimize the use of ICT for enhancing workflow and records management in the medical records department?
1.5 Research Hypothesis
In order to pursue the objective of this study, the following generalized statements have been designed to guide and aids in obtaining the result for the experiment to be conducted. For this work, the null hypothesis will be represented with H0 while the alternative hypothesis will be represented with hypothesis H1.
Hypothesis One
- H0: ICT adoption does not have a significant impact on streamlining workflow processes in the medical records department of Federal Medical Centre Owerri.
- H1: ICT adoption has a significant impact on streamlining workflow processes in the medical records department of Federal Medical Centre Owerri.
Hypothesis Two
- H0: The use of ICT does not significantly improve the accuracy and accessibility of patient medical records.
- H1: The use of ICT significantly improves the accuracy and accessibility of patient medical records.
1.6 Significance of Study
The outcome of this research will serve as a reference for healthcare administrators and policymakers, emphasizing the importance of investing in Information and Communication Technology (ICT) infrastructure to optimize records management and workflow in hospitals. The study will also help identify specific challenges encountered in ICT implementation, offering practical solutions to address these issues.
Additionally, this research will contribute to academic knowledge by providing a comprehensive understanding of the relationship between ICT usage and workflow efficiency in the healthcare sector, particularly in medical records management. It will benefit future researchers by serving as a foundation for further exploration in the field of health informatics.
Furthermore, the outcomes of this study will encourage staff training and capacity-building initiatives, ensuring that employees are equipped to maximize the benefits of ICT tools in their daily operations.
1.7 Scope of Study
The scope of this study will be limited to the Medical Records Department of the Federal Medical Centre (FMC) Owerri, located in Imo State, Nigeria. It will focus on the use and impact of Information and Communication Technology (ICT) tools in streamlining workflow processes, improving the accuracy and accessibility of patient records, and enhancing service delivery within the department.
1.8 Limitations of the Study
The study was limited by several factors that may have affected the scope and outcomes. One limitation was the reliance on data from a single institution, the Federal Medical Centre Owerri, which might not represent the experiences of all healthcare facilities in Nigeria. Therefore, the findings may not be fully generalizable to other hospitals with different levels of ICT infrastructure and resources.
Additionally, the study was constrained by time and financial resources, which limited the ability to conduct a more extensive survey or study across multiple healthcare facilities. As a result, the sample size was smaller than initially planned, which may have limited the robustness of the findings.
Finally, frequent technical issues with ICT systems at the Federal Medical Centre Owerri were encountered during data collection, which affected the ability to assess the full extent of ICT impact on workflow efficiency. Despite these limitations, the study still provided valuable insights into the impact of ICT on medical records management.
1.9 Definition of Terms
Information and Communication Technology (ICT):
Information and Communication Technology (ICT) refers to the integration of telecommunications, computers, and multimedia technologies used to manage, process, and communicate information (UNESCO, 2002). In the context of healthcare, ICT encompasses tools such as electronic health records (EHR), digital databases, communication systems, and various software that assist in the management of medical information.
Workflow:
Workflow is the sequence of tasks, procedures, or processes that are followed to complete a work assignment or process within an organization (Breyfogle, 2014). In the Medical Records Department, workflow refers to how medical data is collected, processed, stored, and retrieved by healthcare workers, such as record-keeping, patient information management, and data sharing among different departments.
Medical Records Department:
The Medical Records Department is responsible for the management, storage, and retrieval of patient information, including medical histories, diagnoses, treatment plans, and other relevant healthcare data (Thompson, 2013). This department ensures that patient information is accurately documented and securely stored for use by healthcare professionals.
Impact of ICT:
The impact of ICT refers to the effect that the introduction and use of technology have on processes, efficiency, and outcomes in an organization (Houghton & Sheehan, 2000). In this study, it pertains to the influence of ICT tools on the workflow and overall performance of the Medical Records Department at the Federal Medical Centre Owerri.
Efficiency:
Efficiency in this context refers to the ability to perform tasks or processes with minimal time, effort, and resources while maintaining high levels of accuracy (Davenport, 2013). The implementation of ICT in medical records management aims to improve efficiency by reducing manual processes and increasing the speed and accuracy of data entry and retrieval.
Electronic Health Records (EHR):
Electronic Health Records (EHR) are digital versions of a patient's medical history, maintained by healthcare providers, which contain information such as diagnoses, medications, treatment plans, and test results. EHRs are designed to streamline the management of medical data, improving the coordination of care and reducing errors in patient care (HealthIT.gov, 2020).
Hospital Information System (HIS):
A Hospital Information System (HIS) is an integrated system designed to manage various functions in a hospital, including patient records, billing, pharmacy management, and more (Kumar & Sharma, 2018). The HIS is a critical ICT tool for enhancing workflow in the Medical Records Department, allowing for the seamless integration of patient information across various departments.
Digitalization:
Digitalization refers to the process of converting information into a digital format for storage, retrieval, and management using ICT tools. In the context of medical records, digitalization involves moving from paper-based records to electronic records to improve access, accuracy, and security (Gagnon et al., 2016).
Data Management:
Data management in healthcare refers to the processes of collecting, organizing, storing, and ensuring the accuracy of healthcare data (Zhao et al., 2017). It involves using ICT tools for tasks such as data entry, storage, analysis, and sharing between healthcare professionals to improve patient care.
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