GM of Metrofile Records Management, Johannesburg, Pete de Lange points to the Protection of Personal Information (POPI) Act which stipulates the requirements for safe record keeping for any documents containing personal details. "In the healthcare space this is particularly important to avoid compromising patients' details so that they do no end up in the wrong hands."
The Metrofiler system is a software-based file track and trace solution program that caters for the management of both physical and electronic records and has a full audit trail functionality. Designed to manage the storage, distribution and disposal matrix of records, the software enables the user to store records randomly in shelves and use various search criteria to locate and retrieve these records on an ad hoc basis. To accomplish this, MetroFiler links the physical record to the electronic image, thereby providing both an electronic and physical state-of-the-art filing registry which can back log up to 20,870 folders. By recording a bar-coded folder label, these filing areas could include a central registry, a filing cabinet or even a remote warehouse storage facility.
Phumelele Nxumalo, an operational manager of the Greenvillage clinic, says that the facility deals with around 6,000 patients every month ranging from one-month old babies right through to adults. "The clinic deals with a massive amount of records which are managed on a daily basis, placing the records at risk of damage or loss if they are not effectively managed. The implementation of the MetroFiler system means staff can now focus on patient care instead of spending unnecessary time on data-capturing, which will ultimately increase the quality of healthcare at the clinic."
Dorothy Diale, Primary Health Care (PHC) deputy director for the City of Johannesburg, adds that besides the improvement of records management and patient care at the clinic, the overall morale of staff will improve significantly as loss of documents was a major cause of frustration in the past. "Our aim is to rehabilitate patients completely so that they may become healthy and independent individuals, but when files go missing the patient's vital signs, treatment plan and progress cannot be tracked effectively, which impedes the rehabilitation process."
She says that the most important improvement will be the treatment of patients who arrive in a critical condition. "Having prior information on the patient is vital in ensuring that the patient is not given potentially harmful medication or irrelevant treatment, and in these instances, effective record management can save a life."
Executive director of the City of Johannesburg, Dr Refik Bismilla and Councillor Radebe of Ward 53 acknowledged the donation on behalf of the MMC: Clr Nonceba Molwele who was attending another conflicting event.
The MetroFiler software will be uploaded onto the Greenvillage server and Metrofile Records Management will manage the software for the duration of a year to ensure that the employees are sufficiently trained for future processes.
"While efficient records management is essential for all businesses, in the health sector it is especially critical that records are effectively stored and managed as it could mean the difference between life and death," concludes de Lange.
