Strategic Improvement Model on Document Management Process for a Non-digital Hospital

Healthcare facilities, specifically public hospitals in developing nations, face significant challenges in managing intricate and prolonged operational procedures on a regular basis. Consequently, this leads to the establishment of lengthy and unreliable process chains that are characterized by inefficiency and high demand for resources. The inefficiencies and long process chains lead to medication and delivery errors, negatively affecting patient care quality. Thus, to improve the delivery of healthcare services, it is imperative to identify and eradicate inefficiencies within operational processes effectively. The clinical document management process plays a crucial role in storing essential information and promoting effective communication among healthcare providers, thereby exerting a substantial influence on the overall operational procedures of a hospital. However, the traditional paper-based system for recordkeeping is afflicted with various problems, including illegible documentation, inaccuracies, limited accessibility, and redundant duplication. Despite the potential benefits of centralizing patient information, this approach can result in the expenditure of significant time and effort, ultimately leading to additional inefficiencies. To tackle these challenges, this study aims to enhance document management procedures by identifying and resolving inefficiencies and waste in processes within a non-digital healthcare facility in Malaysia. The study examines the existing document management process in the healthcare sector, develops a refined process model, and conceptualizes a system model for enhancing the document management process in non-digital hospitals in Malaysia. The research highlights the importance of reconfiguring healthcare processes through the active engagement of diverse medical personnel in initiatives aimed at enhancing overall quality and efficiency. This study further explores the potential of implementing a digital document management system to transition from physical to electronic medical records by focusing on addressing the challenges associated with the extensive scanning of medical-related documents to avoid resource wastage.