Assessing the effectiveness of the smartcare records management system in health service delivery.

Abstract

The advancement of information technology in the health sector has given rise to demand for timely, reliable and accurate medical and health information to treat and manage patients. One of the ways to provide timely, reliable and accurate information is through the use of Electronic Health Records systems (EHRs). Zambia has adopted EHRs called SmartCare since 2005. However, in places where the roll out has taken place, only a few health facilities are using the system fully. The study was undertaken to assess the effectiveness of the SmartCare records management system in health service delivery. In order to make the assessment the study had to determine the type of records managed by the SmartCare records management system, establish the benefits that accrue to the SmartCare records management system and examine the challenges –if any, faced in the application of the SmartCare records management system. The study used a case study design by centering on Kalingalinga Clinic. The clinic is adequately typical of pioneering health facilities that have migrated to using the SmartCare EHRMS in Zambia. A total of 27 respondents participated in the study 20 of whom were clients exiting the clinic and 7 were members of staff that routinely interact with the system. A qualitative approach used warranted fertility of the data to which thematic analysis was applied and the following were the findings; three broad categories of records were identified to be hosted by the smartcare system the tree being Client registration, Clinical and Clinical support services records. The study also established that the benefits that accrue to the use of smartcare are twofold a class of them benefit the staff through facilitating information retrieval, patient tracking, treatment adherence support and space maximization. To patients data security and privacy was held as a key benefits with continuity of care in case of mobility also being given prominence. The study established that smartcare is an effective tool in enhancing health service delivery in Zambia. However, the programme despite having been piloted 14 years ago some challenges still manifest among them lack of funding, lack of appropriately qualified staff to handle and maintain the system and power outages. These challenges have resulted in the maintenance of both electronic and paper based records management system hitherto. The study recommends establishment of local funding lines and incorporation of the smartcare system in the para-medical curriculum.