Effectiveness of medical records system at Federal Medical Centre, Bida, Nigeria

Abstract

Background/Objectives: Medical records systems are central to healthcare delivery, providing essential documentation for diagnosis, treatment, follow-up, research and legal purposes. In Nigeria, many hospitals operate with traditional paper-based systems, with challenges of inefficiency, inadequate staffing and weak infrastructure, often compromising patient care. This study assessed the effectiveness of the medical records system in Federal Medical Centre (FMC) Bida in Niger State, Nigeria, to determine strengths, limitations and opportunities for improvement. Design/Methods: the study adopted a descriptive cross-sectional study. Setting: The setting for this study was Federal Medical Centre Bida, a tertiary referral hospital in Niger State, Nigeria. Data were collected using structured questionnaires administered to Health Information Management (HIM) professionals, clinicians and patients. Variables assessed included accessibility of records, confidentiality, infrastructure, staff adequacy and waiting times. Data were analyzed using descriptive statistics and presented in tables and charts. Results The study found that medical records system the FMC Bida was partially effective. Strengths included good compliance with confidentiality and systematic arrangement of records. Challenges included shortage of trained staff, inadequate infrastructure, poor storage facilities, delays in retrieval and inadequate coverage of electronic medical records (EMR). Long waiting times for patients were frequently reported, undermining service efficiency. Conclusion: Medical records system at FMC Bida is functional, but only partially effective. Improvements in staffing, infrastructure and full migration to EMR are required to enhance service delivery and patient satisfaction. Investment in digitization and continuous staff training is strongly recommended.