IMPROVEMENT OF FILING SYSTEM. Department of Health and Social Services MPUMALANGA PROVINCE
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1 IMPROVEMENT OF FILING SYSTEM Department of Health and Social Services MPUMALANGA PROVINCE 1
2 Purpose of the Presentation To present a turn around strategy on the filing system at Rob Ferreira Hospital. 2
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4 BACKGROUND Rob Ferreira Hospital was initially a segregated hospital with two different filing systems, kept in two different filing rooms. In 1996 the filing system was integrated to one using the date of birth. A filing system using the date of birth was used. 4
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6 CHALLENGES OF THE DATE OF BIRTH FILING SYSTEM Retrieving a file was a big challenge Missing files impacted negatively on service delivery Complaints were received from the public, other stakeholders and the Khaedu project participants A need to improve the filing system was identified based on the Khaedu recommendations in order to make the hospital customer focused. 6
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8 OBJECTIVE OF DEVELOPING A NEW FILING SYSTEM To improve the filing system at Rob Ferreira and make the hospital customer friendly and accessible to the public To improve on missing files To reduce waiting times and long queues for customers 8
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10 PROCESS FOLLOWED Khaedu project which was commissioned by DPSA found the following service delivery gaps at Rob Ferreira Hospital: - Poor filing system - Long patient queues - Loss of files - Poor Storage facilities 10
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12 KHAEDU RECOMMENDATIONS To improve the identified service delivery gaps which included the filing system and personnel management issues. Queue patient management Reducing the volume of PHC patients Decentralization of certain functions down to hospital level. Development of a good communication strategy with all staff. 12
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14 STAKEHOLDERS INVOLVED Management of the hospital agreed to the implementation of the turn around strategy involving the following stakeholders:- - Officials within the hospital led by managers - Service provider( Optiplan) - Project Team comprising different institutions - Finance 14
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16 CURRENT SITUATION Improvement of filing system was prioritized as quick win Optiplan Filing System implemented Improved queuing system and waiting times for patients Retrieval of files improved Patient waiting time for doctors improved Files linked the PAAB electronic system Communities get the benefit of improved service delivery at Rob Ferreira through the turn around strategy 16
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18 SUSTAINABILITY OF THE INITIATIVES File accessories are available on time from the service provider Continuous training of personnel involved in filing system Correct numbering of patient information on files Partnership with stakeholders Value for money 18
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20 REPLICATION OF INITIATIVES System user friendly and easy to replicate Department planning to replicate in 8 hospitals due to benefits of this filing system Filing system is implementable, accessories designed to meet the client s needs Plan to relocate filing system to a new location current filing space will be used for archiving purposes Linkage to electronic system will be possible 20
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22 LESSONS LEARNT Improved service delivery initiatives can be achieved in a collaborative environment Improved filing system increases the accessibility of services to communities due to reduced waiting times Queuing system improved Improved service delivery initiatives increase volume of service recipients at Rob Ferreira hospital as leading to the hospital being the hospital of choice Learning network increased knowledge capacity of management and officials at this hospital 22
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24 RECOMMENDATIONS Involvement of relevant stakeholders is essential in an initiative that will benefit the community The active involvement of the Public Service Transformation and Service Delivery Improvement Unit in the Offices of the Premiers should be exploited Strategic Partnerships with other countries can be used to the advantage of improving service delivery 24
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