How to cite:

Ervina, Vela Jeriatin. (2021) Document Storage Needs Analysis of Medical

Record Rack and Spacious Room in Clinical Pertamedika Main Hall. Journal

Eduvest. 1(9): 832-840

E-ISSN:

2775-3727

Published by:

https://greenpublisher.co.id/

Eduvest – Journal of Universal Studies

Volume 1 Number 9, September 2021

p- ISSN 2775-3735 e-ISSN 2775-3727

DOCUMENT STORAGE NEEDS ANALYSIS OF MEDICAL RECORD

RACK AND SPACIOUS ROOM IN CLINICAL PERTAMEDIKA MAIN

HALL

Ervina, Vela Jeriatin

Piksi Ganesha Polytechnic Bandung

E-mail: [email protected], [email protected]

ARTICLE INFO ABSTRACT

Received:

August, 26

2021

Revised:

September, 8

2021

Approved:

September, 10

2021

Storage rack is one of the hospital equipment that functions

to store medical record documents with the availability of

medical record document storage racks in accordance with

the storage capacity of medical record documents, there will

be no buildup of documents on the floor. This study aims to

determine the number of shelves needed for storing medical

records of patients at the Pertamedika Pendopo Main Clinic in

2021. This research used a quantitative descriptive method by

describing the results of the research and comparing it with

the theory then conclude it. The study was conducted in June

2021 at the Pertamedika Pendopo Main Clinic. The

population and sample used are storage shelves and all

patient medical record documents. The instruments used in

data collection include observation and interviews. The

results of this study indicate that the number of visits of all

patients at the Pertamedika Pendopo Main Clinic in 2020 was

5,197. The number of storage shelves needed at the

Pertamedika Pendopo Main Clinic in 2021 amounted to 35

storage shelves with a length of 103 cm and a height of 224

cm. And the amount of space needed to accommodate 35

storage racks with a space between 90 cm and a distance of

150 cm is a room area of 157.59M ^ 2 with a length of 15.3 m

and a width of 10.3 m. So that the shelf needed can be

fulfilled and can accommodate all the patient's medical

record documents systematically and does not complicate the

Ervina, Vela Jeriatin

Document Storage Needs Analysis of Medical Record Rack and Spacious Room in

Clinical Pertamedika Main Hall 833

officer in the process of storing and searching the patient's

medical record document.

KEYWORDS

Outpatient, Medical Records, Storage Racks, Room Area.

This work is licensed under a Creative Commons

Attribution-ShareAlike 4.0 International

INTRODUCTION

Medical records that have been filled by health care providers will then be

processed into reports and will then be stored into storage or filling rooms (Puspaningsih,

2018). As for the purpose of storing medical records documents according to (Suhartina,

2019) namely: (1) Facilitate and accelerate the rediscovery of medical records documents

stored in the filling rack; (2) Easily retrieve from storage; (3) Facilitate the retrieval of

medical records documents; (4) Protect medical records from the dangers of theft, the

danger of chemical and biological physical damage.

Filling is the activity of structuring or storing medical records documents to

facilitate retrieval (Rustiyanto & Rahayu, 2011). Medical records are stored in storage

shelves to maintain confidentiality, avoid damage and make it easier for officers to take

and return medical records (Hutauruk & Zega, 2020). In order for the service to be

effective and efficient, it is necessary to plan the needs of sufficient storage shelves to

store the patient's medical records within a certain time for future examination and

facilitate retrieval by officers (Puspaningsih, 2018). Based on the description above, I am

interested in lifting the title "Analysis of The Needs of Medical Record Document

Storage Racks and Room Area in Pertamedika Pendopo Main Clinic in 2021”.

RESEARCH METHOD

The type of research design used is quantitative research using a descriptive

approach. Quantitative research method is a research method that tests certain theories by

examining the relationship between variables or describing these variables quantitatively

with statistical methods (Antwi & Hamza, 2015).

The population in this study were all patient medical record documents in the

main clinic filling section of Pertamedika Pendopo in 2019 - 2020 which amounted to

6082 medical record documents (Zafar et al., 2013). While the sample in this study is the

medical record document for 2019 - 2020 which was taken using the stratified random

sampling technique or stratified random sampling because the heterogeneous

characteristic population element has a significant meaning in achieving the research

objectives the number of samples is obtained from the results of calculations using the

formula slovin with an error tolerance limit of 10%, from the formula the results obtained

are 98 medical record documents using the slovin formula (Hassan et al., 2017).

Sources of data in this study consisted of two types of data, namely primary data

and secondary data. Primary data were obtained from interviews and direct observations

in the field by measuring storage racks and medical record documents (Awang, 2012),

while secondary data obtained the number of outpatient and inpatient visits in 2019-2020.

RESULT AND DISCUSSION

To analyze the need for a document rack based on the addition of medical record

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documents in the filling section of the Pertamedika Pendopo Main Clinic in 2020, the

researchers took data from the medical record document as follows:

1. Average number of outpatients and inpatients

Table 1 Number of Outpatient and Inpatient Visits at the Main Clinic of Pertamedika

Pendopo

From the table of outpatient and inpatient visits in 2019 – 2020, it is known

that the number of patient visits is 6,082 patients.

2. Thickness of medical record documents

From the table of the thickness of the medical record documents for new

outpatients and inpatients in 2020, which amounted to 98 medical record

documents, the average thickness of the medical record documents was 1.1 cm.

With the following calculation: The total number of medical record documents =

98 documents. Medical record documents size:

= 35

document

= 30

document

= 13

document

= 14

document

= 2

document

= 4

document

Then: 5mm × 35 = 175 mm

10 mm × 30 = 300 mm

15 mm × 13 = 195 mm

20 mm × 14 = 280 mm

25 mm × 2 = 50 mm

30 mm × 4 = 120 mm +

= 1120 mm

= 112 cm

Therefore the size of the thickness of the document which amounts to 98

documents is 112 cm. To find the average thickness of medical record documents

using the following formula:

Year of Visit

Number of Medical Record Documents

2019

885

2020

5.197

Quantity

6.082

Document Storage Needs Analysis of Medical Record Rack and Spacious Room in

Clinical Pertamedika Main Hall 835

X= Total thickness of medical records (𝒄𝒎)

Number of medical record documents

= 112

= 1,1 cm

From the calculation above, the thickness of the patient's medical record

document that was taken into the sample was 1.1 cm.

3. Number of Medical Record Documents

Table 2. Number of Outpatient and Inpatient Visits at the main Clinic of

Pertamedika Pendopo in 2019 – 2020.

Patient

Number of Patients

Percentage

Outpatient

4.813

79%

Inpatient

1.269

21%

Total

6.082

100%

Based on table 2 above, which is obtained from the documentation obtained from

reporting sources, it is known that the description of each number of medical record

documents is for outpatients totaling 4,813 patients, inpatients totaling 1,269 patients. So

the number of medical record documents per year amounted to 6,082 patients. Based on

Figure 2 above, it is obtained from observations obtained from the source of the medical

record unit filling section, the length of the medical record document is 35cm, the width

of the medical record document is 24cm, and the average thickness of the medical record

document is 1.1cm.

4. Number of Storage Racks

Based on the results of observations made in the medical record document

storage room, the Pertamedika Pendopo Main Clinic currently has 1 roll o'pack rack and

2 shelves consisting of 20 sub shelves. The storage rack is full and thus hampers medical

record officers in searching for medical record documents, rediscovery of medical record

documents, the occurrence of errors in the rediscovery of medical record documents

(Agrawal & Prabakaran, 2020). The following is a picture of a medical record document

storage rack and the size of the shelf as follows:

Figure 1. Medical Record Document Storage Rack

Eduvest – Journal of Universal Studies

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836 http://eduvest.greenvest.co.id

Table 3. Medical Record Document Storage Rack Measurement Data

Sketch of the Storage Rack in the Filling Room of the Siti Fatimah Regional

General Hospital, South Sumatra Province as below:

Based on the results of the shelves measurements in the filling section of the Main

Clinic of Pertamedika Pendopo, the length and height of the total shelf length is 206 cm

with an average shelf length of 103 cm and the overall shelf height is 448 cm with an

average shelf height of 224 cm. Based on the percentage results and documentation to

calculate the prediction of storage shelf needs in accordance with the increase in medical

record documents in the filling section of the Pertamedika Pendopo Main Clinic in 2019 -

2020, it is obtained through a formula by determining the number of storage racks needed

for medical record documents (Prihadi, Senjaya, & Santika, 2021).

Storage Rack

Size

Average Shelf Length

103 cm

Average Sub Shelf Length

50 cm

Shelf Width

47 cm

Sub Rack Width

47 cm

Average Shelf Height

224 cm

Sub Rack Height

47 cm

Number of Shelves

2 Racks

Number of Sub Racks

20 Sub Racks

Average Distance Between Racks

90 cm

Ervina, Vela Jeriatin

Document Storage Needs Analysis of Medical Record Rack and Spacious Room in

Clinical Pertamedika Main Hall 837

Figure 2. Size of Medical Record Document Storage Rack.

5. Spacious Storage Space

Based on observations at the Pertamedika Pendopo Main Clinic in the filling

section, it has a room area of 39.40 m

with a length of 7.65 m and a width of 5.15 m and

a traffic distance of 150 cm, with a distance between shelves of 90 cm. The filling room is

still spacious due to the lack of storage racks. From these results, the filling room is in

accordance with the standard (Seo & Mazumdar, 2011).

Discussion

Based on the results of the study, the results were obtained to calculate the need for

storage racks for medical record documents in the filling section of the Main Clinic of

Pertamedika Pendopo in 2020 with the following indicators:

1. Average Patient Visits

Every day the number of patients continues to grow and the medical record

documents also increase along with the increase in the number of patients (Hussain,

Ariyachandra, & Frolick, 2016). The more new patients who come for treatment to the

clinic, the more the number of medical record documents in the storage rack will

increase. In accordance with the results of research at the Pertamedika Pendopo Main

Clinic, the thickness of the 98 medical record documents is 112 cm. With an average

thickness of 1.1 cm medical record documents, so the addition of medical record

documents will affect the storage shelves, because every day the patient continues to

grow, the number and thickness of medical record documents will increase according to

the number of patients who come for treatment at the Main Clinic of Pertamedika

Pendopo. Average Thickness of Medical Record Documents (Martínez-García et al.,

2013).

The thickness of the medical record document will continue to increase every day

along with the increasing number of patients seeking treatment at the hospital (Adabi et

al., 2017). The more new patients who come for treatment to the hospital, the more the

number of medical record documents in the storage rack will increase (Liu, 2016). In

accordance with the results of research at the Pertamedika Pendopo Main Clinic, the

thickness of the 98 medical record documents is 112 cm. With the average size for one

medical record document is 1.1 cm. With an average thickness of 1.1 cm medical record

documents, so the addition of medical record documents will affect the storage shelves,

because every day the patient continues to grow, the number and thickness of medical

Eduvest – Journal of Universal Studies

Volume 1 Number 9, September 2021

838 http://eduvest.greenvest.co.id

record documents will increase according to the number of patients who come

fortreatment at the Main Clinic of Pertamedika Pendopo.

2. Number of Medical Record Documents

Based on the results of observations in the storage room of the Main Clinic of

Pertamedika Pendopo, there were 4,813 outpatient visits and 1269 inpatient visits with

6082 patient visits. From the calculation results, that to accommodate storage shelves

with outpatient visits 4813 and the average document thickness of 1.1 cm is 112 cm. By

looking at the increasing number of medical record documents each year, the clinic must

pay attention to the addition of filling racks so that the medical record documents are

confidential.

3. Number of Storage Racks

The number of storage racks at the Pertamedika Pendopo Main Clinic is 1 roll

o'pack rack and 2 shelves with 20 sub shelves, this is the calculation of the number of

additional medical record documents more than the current number of storage racks.

Based on the percentage results and documentation to calculate the prediction of storage

shelf needs based on the increase in medical record documents in the filling section of the

Pertamedika Pendopo Main Clinic in 2019 - 2020, it is obtained through a formula by

determining the number of storage racks needed for medical record documents.

According to the International Federation of Health Record Organization (IFHRO)

in Hidayat (2016) the method of calculating the number of medical records is as follows:

Figure 3. Method of calculating the number of medical records

Therefore the number of shelves needed does not take into account depreciation

because until now the Main Clinic of Pertamedika Pendopo has never done shrinkage of

medical record documents.

4. Room Size

Based on observations at the Pertamedika Pendopo Main Clinic in the filling

Ervina, Vela Jeriatin

Document Storage Needs Analysis of Medical Record Rack and Spacious Room in

Clinical Pertamedika Main Hall 839

section, it has a room area of 39.40𝑀2 with a length of 7.65 m and a width of 5.15 m and

a traffic distance of 150 cm, with a distance between shelves of 90 cm. The filling room is

still spacious due to the lack of storage racks. From these results, the filling room is in

accordance with the standard.

CONCLUSSION

From the results of research conducted at the Main Clinic of Pertamedika

Pendopo and a discussion of the analysis of the need for storage racks for medical record

documents in 2020 using 98 samples of medical record documents, the Main Clinic of

Pertamedika Pendopo does require additional storage shelves.

There are 3 factors that affect the fulfillment of storage shelves, namely the

number of medical record documents, storage shelves, and room area. From the

calculation of the number of medical record documents at the Siti Fatimah Regional

General Hospital, South Sumatra Province, the number of document racks currently

available is 2 document racks and 1 roll o'pack rack. The average size of the patient's

medical record document thickness at the Siti Fatimah Regional General Hospital

Palembang is 1.1 cm. The number of storage shelves needed at the Siti Fatimah Regional

General Hospital, South Sumatra Province in 2020 is 3 storage shelves with a length of

103 cm and a shelf height of 224 cm. The amount of space needed to accommodate 3

storage shelves with a distance between shelves of 90 cm and a passing distance of 150

cm is 39.40𝑀2 room area with a length of 7.65 m and a width of 5.15 m.

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