The Medical Record department is responsible to safeguard all records of the patients who attends Huruma Hospital. the Medical Records Department prime objective is the provision of patient Medical Records in a timely manner to different hospital units in order to assist clinicians, allied health professionals and other hospital staff in the provision of quality care to patients.
Organising the work of the medical record department in order to attain the planned objectives should be done on the basis of the departments functions. At Huruma Hospital Medical Records are created physically through Mtuhas as well as through the EHS system. Both these patients’ data collecting tools meet the minimum required standards by the stakeholders that make any type of patient information available when required.
Medical record department is responsible for maintaining medical records in a standardized and professional manner in order to protect patient confidentiality while allowing adequate access to providers in order to promote quality patient care.
Therefore, this department has become an essential department at Huruma hospital, which provides multiple services not only to the patients but also to running a hospital efficiently and plays a key role in health promotion and patient care quality
Medical record department is organized into two sub department namely Reception and Data departments.
At Reception department registration of patients is done electronically by capturing their demographic data as well as assigning patients to their various health practitioners and department. Once patients are registered electronically they can be managed online from various departments and clinics. Their treatment and other medical results are also captured in that very same department making the wholesome data available at Data Department for analysis without necessarily moving around with physical documents.
Since the introduction of EHS system, healthcare has notably been transformed. Patient now can receive better health care through improving all aspects of patient care, including safety, effectiveness, patient- centeredness, communication, education, timeliness, efficiency, and equity. Organization operating costs have significantly reduced since information required is obtained in one place with just a click as opposed to spending so much of time with people going through enormous piles of papers. Also various medical forms are electronically obtained therefore reducing purchasing of papers.
Stock control has also been made transparent therefore easy to make informed decisions based on usage. Better coordination between staffs has also been enhanced since patient information across disciplines, specialties, pharmacies, hospitals and emergency response teams can be accessed online for better and timelier decision making, particularly in critical
EHS has increased productivity and efficiency while cutting down on paperwork. Patients and staff have fewer forms to fill out, leaving clinicians with more time to see patients. Referrals and prescriptions can
be sent quickly, cutting wait times for appointments and pickups. Automatic reminders can tell patients when it’s time for annual checkups or alert them as they approach milestones that require regular screenings. With integrated patient tracking, billing and insurance claims can be filed in a timely manner.
HUMAN RESOURCE DEPARTMENT
The department serves as the link between the hospital and employees. It is tasked with maximizing employee productivity and protecting the hospital from any issues that may arise within the workforce.
The Main departmental functions are
It is the departmental responsibilities to evaluate the job, identify key responsibilities and desired qualifications then finding and locating a suitable individual to through recruitment process.
The human resource department extends offers to qualified candidates and negotiates pay and benefits. When the candidate accepts, the human resource department is in charge of the new employee onboarding process.
The department provides details of all administrative tasks and work schedule to the hired employee.to the employee.
The human resource department overseeing compensation, including salary or wages and benefits such NSSF, allowances and other benefits that comes along with the position.
The department organizes in-house training, refresher courses for the emplyees in order to maximize productivity. It aslo ensures certifications or licenses for those that are required to have are up-to-date.
The human resource department also is in charge of employee development, which may involve training but which may also focus on succession planning and career development. Preparing certain employees for promotions and advanced roles is part of the responsibility of a human resource department.
On the occasions when an employee does not perform to the expectation, the human resource department is responsible for managing lay off. As part of this, it may conduct exit interviews and arrange for the employee’s last pay check to be delivered.
Administrative department deals with the overall management of a hospital. It is responsible for providing administrative aid in all hospital departments. The main focus is to keep all departments in the Hospital operate within acceptable time with maximum precision and expertise.
This department provides systematic support in every department to ensure smooth operations without any interruption of services.
This department keeps an effective communication channel open, so everyone is informed of any new changes and how the changes may affect the Hospital.
It set up protocol and procedures for all other departments of a hospital and ensures growth and development is realised.
Huruma Hospital Finance department is responsible for growth of the hospital. It comprises the documentation and the controlling of incoming and outgoing cash flows as well as the actual handling of the cash flows.
It set up budgets, plans and arranges financial resources to maintain the smooth running of a hospital. It is in this department where payment of medical supplies, processing of staffs salaries and wages is done.
t delivers to stakeholders detailed information about the financial situation such as the financial health of the hospital
For efficient coordination this department is further divided into two sub–departments namely:
Cost Sharing-this department collects revenues, all medical bills are paid here
This department keeps daily collection report and performs system and bank reconciliation
Accounts-This department deals with bills payment, salary and wages processing, offers financial advisory to managements and keeps all financial records for the hospital.
The Finance department has a total of 11 employees.