1.1 Introduction
Information management refers to the process of collecting, storing, organizing, and disseminating data and information in an efficient manner. in the context of a government hospital, it involves the handling of both administrative and medical records, which are essential for decision-making, communication, and service delivery (Adebayo & Ibrahim, 2020). The role of secretaries in information management is critical in enhancing the operational efficiency of organizations, particularly in the public sector. in the context of government hospitals in Nigeria, secretaries serve as vital administrative support, managing and coordinating essential information and communication channels within the organization.
According to Owolabi et al., (2017), Secretaries in government hospitals play a pivotal role in ensuring that information is accurately recorded, securely stored, and efficiently retrieved. Their duties extend beyond traditional clerical tasks, involving coordination of communication between departments, overseeing record-keeping systems, and assisting in the management of medical and administrative data (Owolabi et al., 2017).
As a prelude to other parts of this study, this chapter will discuss the background upon which this study was initiated, the statement of problems that led to this study, the Aim and Objectives of the study. Others are Significance of the study, Scope of work, Research hypothesis and questions, Limitation of the study and Definition of terms.
1.2 Background of Study
The role of secretaries in information management within public sector organizations, including government hospitals in Nigeria, has evolved over time in response to the changing dynamics of administration and the growing need for efficient information handling. Historically, secretaries in Nigerian public institutions were primarily tasked with clerical functions such as typing, record-keeping, filing, and managing correspondence. These tasks were largely manual and paper-based, with limited reliance on technology. In government hospitals, secretaries performed essential administrative functions that supported clinical operations but were often overlooked in terms of their strategic impact on healthcare delivery and information management (Adebayo & Ayotunde, 2019).
The role of secretaries began to change with the introduction of information technology (IT) and the increasing importance of electronic records in public administration. The Nigerian government, recognizing the need for improved administrative efficiency and service delivery, began to implement digital solutions in various sectors, including healthcare. This led to the introduction of electronic health records (EHR), digital filing systems, and other technological tools within public hospitals. As these systems developed, secretaries were expected to take on more advanced roles in managing both physical and digital information. They were no longer merely typists or file clerks but became integral players in ensuring that medical and administrative data were accurately recorded, stored, and easily accessed (Dada & Adegboye, 2018).
As the role of secretaries expanded in the public sector, particularly in government hospitals, they increasingly assumed responsibilities related to the organization of patient data, the management of communication channels, and the coordination of scheduling and appointments. This shift was especially evident in hospitals, where the volume of data and the need for timely communication became crucial for delivering quality healthcare services. The implementation of electronic health information systems was an essential turning point in recognizing secretaries' contributions to improving hospital efficiency and service delivery (Owolabi & Olorunfemi, 2017).
Over time, the role of secretaries in information management has become even more significant as Nigeria has embraced digital transformation in the public sector. Their tasks now require proficiency in various software tools, digital communication platforms, and data management systems. Despite the critical nature of their contributions, the role of secretaries in public sector organizations, particularly in Nigerian government hospitals, has remained underexplored and underappreciated in academic literature. This study seeks to bridge this gap by exploring the evolving role of secretaries in information management in Nigerian government hospitals and highlighting their impact on operational efficiency and healthcare outcomes.
In the public sector, particularly in government hospitals, the management of information is essential for the smooth operation and delivery of services. Secretaries often referred to as administrative officers or clerks, play a crucial role in this process by ensuring that information is properly organized, maintained, and communicated. They are responsible for managing records, coordinating internal and external communication, scheduling appointments, and facilitating the flow of important documents across departments. In government hospitals in Nigeria, this responsibility is critical, as the management of sensitive medical and administrative data directly affects healthcare outcomes and the overall efficiency of the institution.
The role of secretaries in information management has evolved significantly with advancements in technology. Historically, their tasks were predominantly manual, involving paper-based record keeping and physical filing systems. However, with the introduction of electronic health records (EHR) and digital administrative systems, secretaries are now required to manage vast amounts of digital information. This transformation requires them to acquire new skills and adapt to rapidly changing technology, making their role even more pivotal in ensuring the proper management of information (Adedayo & Odugbesan, 2018). Despite their importance, the contributions of secretaries in information management within Nigerian government hospitals have not been adequately recognized. Therefore, in Nigeria where the research was carried out, the activities that was conducted is to know the role of secretaries in information management in public sector organizations.
1.3 Statement of Problems
Investigation revealed that there is lack of recognition of secretaries' contributions to the management of both medical and administrative information. Their role is frequently perceived as peripheral, limited to clerical tasks, rather than being acknowledged as central to the functioning of the hospital (Adebayo & Ayotunde, 2019).
As patient records, administrative data, and communication processes increase in volume and complexity, secretaries often find themselves managing large amounts of sensitive and confidential information. However, the systems in place to support them in managing this data are often outdated, manual, or underdeveloped (Dada & Adegboye, 2018). Despite the increasing reliance on digital tools and electronic health records (EHR), many government hospitals in Nigeria face challenges in implementing and fully utilizing these technologies, which directly impacts secretaries' ability to manage data effectively.
Furthermore, the issue of inadequate training for secretaries in the use of modern information management systems is prevalent. While the healthcare industry has adopted digital solutions, secretaries in Nigerian government hospitals are often not equipped with the necessary skills to operate these systems efficiently (Owolabi & Olorunfemi, 2017). It is against the backdrop that this study seeks to address these problems by evaluating the role of secretaries in information management and the implementation of strategies.
1.4 Aim and Objectives of Study
The aim of the study is to examine the role of secretaries in information management within public sector organizations, specifically focusing on a government hospital in Nigeria. In achieving this aim, the following specific objectives were laid out as follows:
- To assess the specific responsibilities of secretaries in information management within a government hospital in Nigeria.
- To evaluate the impact of secretaries' roles on the efficiency and effectiveness of information management in the hospital.
- To examine the challenges faced by secretaries in managing both physical and electronic health records and administrative data.
- To explore the extent to which modern information management systems, such as electronic health records (EHR), are integrated into the secretaries' workflow and their ability to use these tools effectively.
- To identify the training needs of secretaries in the use of modern information management technologies and propose recommendations for capacity building.
- To investigate the overall impact of secretaries' contributions to the quality of healthcare services and administrative functions in the government hospital.
1.5 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:
- What are the specific roles and responsibilities of secretaries in managing information in a government hospital in Nigeria?
- How do secretaries contribute to the efficiency and effectiveness of information management in a government hospital?
- What challenges do secretaries face in managing both physical and electronic health records and administrative data in a hospital setting?
- To what extent are modern information management systems, such as electronic health records (EHR), integrated into the secretaries' workflow, and how proficient are they in using these systems?
- What training do secretaries require to effectively manage information using modern information technologies in a government hospital?
- How do the contributions of secretaries to information management impact the quality of healthcare services and administrative operations in the hospital?
1.6 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.
- H0: The role of secretaries in managing information in government hospitals does not have a significant impact on the efficiency and effectiveness of healthcare delivery and administrative functions.
- H1: The role of secretaries in managing information in government hospitals significantly improves the efficiency and effectiveness of healthcare delivery and administrative functions.
1.7 Significance of Study
The findings of this research will emphasize the need for training and capacity-building initiatives for secretaries, ensuring they are equipped with the necessary skills to handle modern information technologies such as electronic health records (EHR). The research study will also contribute to the broader discourse on administrative roles within the public sector, particularly in healthcare institutions, and offer recommendations to improve overall service delivery.
Furthermore, policymakers, healthcare administrators, and stakeholders in the Nigerian public sector will benefit from the study by recognizing the importance of supporting secretaries as key players in the effective management of hospital information.
1.8 Scope of Study
The scope of the research is focused on the role of secretaries in information management in public sector organizations using your preferred Government hospital in Nigeria as a case study.
1.9 Limitations of the Study
During the course of this study, many things militated against its completion, some of which are:
- Time Constraint: The time frame given to accomplish this project was very short due to school academic calendar and it was carried out under pressure which made the researcher not to implement some necessary features.
- Financial Constraint: Insufficient fund tends to impede the efficiency of the researcher in sourcing for the relevant materials, literature or information and in the process of data collection (internet, questionnaire and interview).
- Initial Cooperation Delay from Respondents: A particular limitation of this work came as a result of the respondent refusal to offer their cooperation at the initial time they were contacted. This contributed in making the success of this research study difficult.
1.10 Definition of Terms
Secretaries: Secretaries in this context are administrative professionals who perform clerical and organizational tasks within government hospitals. They are responsible for managing documents, schedules, patient information, and correspondence. Their role is crucial in supporting the hospital's daily operations and ensuring the smooth flow of information between departments (Okafor, 2017).
Information Management: Information management refers to the process of collecting, storing, organizing, and disseminating data and information in an efficient manner. in the context of a government hospital, it involves the handling of both administrative and medical records, which are essential for decision-making, communication, and service delivery (Adebayo & Ibrahim, 2020).
Public Sector Organizations: Public sector organizations are government-owned entities that provide services to the public. These organizations, including government hospitals, are funded by the government and play a vital role in public service delivery. In this study, a government hospital in Nigeria is the focus of the research (Ibrahim, 2018).
Electronic Health Records (EHR): Electronic health records refer to digital versions of patients' paper charts, which include medical history, diagnoses, medications, treatment plans, and other critical health information. The implementation of EHRs is an essential part of modern healthcare information management systems (Akinola & Salami, 2019).
Public Sector Information Systems: These are specialized information systems designed to handle the vast amounts of data generated within public sector organizations. in the case of hospitals, these systems manage clinical, financial, and administrative data, supporting healthcare delivery and hospital management (Akinyemi, 2021).
