Overview of Inpatient Medical Record Return Delays to the Filing Unit: A Case Study in a Siti Rahmah Hospital
DOI:
https://doi.org/10.69855/rekammedis.v2i1.705Keywords:
Medical Record, Return Delay, Filing Unit, Inpatient Record, HospitalAbstract
Timely return of inpatient medical records to the filing unit is essential to support continuity of health information management, coding accuracy, claim processing, and the availability of records for future healthcare services. However, delays in returning medical records remain a common issue in hospitals and may affect service quality. This study aimed to describe delays in the return of inpatient medical records and identify factors contributing to these delays at Siti Rahmah Hospital, Padang, Indonesia. A quantitative descriptive study was conducted in the Medical Record Unit of Siti Rahmah Hospital in 2025. The population included all inpatient medical records returned during the study period. Using a total sampling technique, 150 medical record files were observed. Data were collected through observation sheets and document review and analyzed using univariate analysis. The results showed that 95 (63.3%) inpatient medical records were returned late, while 55 (36.7%) were returned on time according to hospital standards. The main contributing factors were incomplete physician documentation (40.0%), delays in ward administrative processes (30.5%), incomplete nursing documentation (18.9%), and delays in discharge administration (10.6%). The average return time was 4 days, exceeding the hospital standard of 2 × 24 hours. Incomplete documentation and administrative delays were identified as the primary contributing factors. Strengthening monitoring systems, improving staff compliance, and enhancing coordination among healthcare professionals are recommended to reduce delays in medical record return.
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