The KHCC operations, like all hospital operations, are very paper-intensive and these paper-based documents are generated from multiple departments within KHCC such as clinics, wards, pharmacy, etc. The paper documents contain comprehensive information about cancer patients who receive treatment in the hospital and represent authenticated reference history for all patients. The Medical Records Departmentat KHCC is responsible for keeping all paper-based documents of all patient files and ensures that they are available upon request.
KHCC has been operational for more than ten years and has an accumulation of around seven million paper-based files. This huge number of paper created a severe physical storage problem in the Pharmacy, HR and Material management department, which also kept medical records. That forced the management to seek solutions and use electronic storage solutions instead of relying on a physical storage.
KHCC provides services around the clock. However, its paper-based patient records can only be accessed from 8:30 am to 5:00, Saturday through Wednesday. These records needed to be requested in advance of appointments and were physically delivered to the various clinics. Records that were missing misfiled or with another clinic were a hindrance to providing day-to-day quality care to the patients.
KHCC had a Hospital Information Management System (HIMS) which included electronic patients’ information but did not include paper-based forms or medical records generated during patients’ treatments in various departments. KHCC also required to electronically record paper-based communication between the nursing stations and the in-house pharmacy at the center.