Abstract
Background
Effective medical record management is crucial for timely access to patient information and quality care. Issues like loss, misplacement and delays in retrieval lead to longer wait times and reduced staff efficiency yet these operational challenges are often neglected in healthcare improvement efforts.
Aim of the project
This project seeks to improve medical record management at Wallaga University Comprehensive Specialized Hospital, increasing the baseline from 35% to 90% between 15 September and 10 December 2025.
Methods
A quality improvement approach was implemented using sequential plan-do-study-act (PDSA cycles. Key interventions included staff training on filing and tracking, numerical reorganisation of folders, separation of active/inactive files, a digital tracking system, assignment of folder responsibilities, privacy measures and routine audits with feedback. Effectiveness was evaluated using quantitative indicators (retrieval rates, lost folder rates, waiting times, satisfaction surveys) and qualitative feedback from stakeholders.
Results
Performance improved significantly from 41% to 95% over seven PDSA cycles. Lost folders decreased from 13% to 2%, delayed retrieval dropped from 25% to 3% and timely folder provision rose from 72% to 95%. Patient satisfaction increased from 40% to 90%, while healthcare provider satisfaction grew from 60% to 85%. Qualitative feedback highlighted reduced conflicts, improved workflow, enhanced accountability and fewer duplicate records.
Conclusion
The structured quality improvement intervention effectively enhanced medical record management, showcasing the efficacy of PDSA cycles combined with practical interventions. Sustained improvements are anticipated with ongoing monitoring and staff engagement. This model can be adapted by other hospitals facing similar challenges, contributing to more efficient, patient-centred healthcare delivery.