Analysis Of Medical Record File Retention At Kanjuruhan Regional Hospital, Malang Regency

Background: The implementation of medical record documentation is expected to follow the standard operating procedures (SOP) set by the Ministry of Health. However, many hospitals have not fully complied with this SOP, although an effective document storage system, especially medical records, is very important. This study aims to assess whether the practice of document retention at Kanjuruhan Regional Hospital, Malang Regency, is in accordance with the Regulation of the Minister of Health of the Republic of Indonesia No. 269 of 2008 and the SNARS Accreditation standards. Method: This study uses a qualitative descriptive approach, by observing and recording the medical record retention procedure. Data were collected through in-depth interviews, observation, and documentation. Data analysis was carried out by reducing data, presenting data, and drawing conclusions. The validity of the data was tested through data triangulation. Results: The implementation of medical record file retention at Kanjuruhan Regional Hospital has not met the provisions of Regulation of the Minister of Health No. 269/Menkes/PER/III/2008 concerning the storage, destruction, and confidentiality of medical records. Medical records from 2014 were only retained in 2023 and 2024, exceeding the document age limit set by more than 5 years. Some of the problems faced include limited storage space, lack of trained workers, and complicated technology and procedures. Conclusion: The practice of medical record file retention has not fully followed the existing SOP. A commitment from the hospital is needed to ensure that the retention process is carried out according to policy by improving facilities and infrastructure and human resources.