AWARENESS AND USE OF ELECTRONIC RECORDS MANAGEMENT FOR ADMINISTRATIVE EFFECTIVENESS

AWARENESS AND USE OF ELECTRONIC RECORDS MANAGEMENT FOR ADMINISTRATIVE EFFECTIVENESS

ABSTRACT

The study examined awareness and use of electronic records management for administrative effectiveness in Federal Airport Authority of Nigeria Hospital (FAAN). The study employed the survey design and the purposive sampling technique to select 450 staff across management, senior and junior level. A well-constructed questionnaire, which was adjudged valid and reliable, was used for collection of data from the respondents. The data obtained through the administration of the questionnaires was analyzed using the Pearson correlation analysis.

The results showed that there is positive and significant relationship between electronic records management and administrative effectiveness (r=0.772; p<0.05). This implies that electronic records management is a crucial factor and strong predictor of administrative effectiveness in federal airport authority in Nigeria hospital (FAAN).

The study hereby concluded that There is significant awareness of electronic records management on administrative effectiveness among federal airport authority of Nigeria hospital(FAAN hospital) staffs.

The study suggested that; The hospitals need to fully utilize ERMS or move to EDRMS, to save retrieval time, save filing space, save stationery such as toner and blank paper, pave a way to paperless offices and avoid users queuing for one file, allow maximum communication with users, low medical errors, low costs, and timely access to information, accurate data and high physical efficiency; The hospital need to use ERM for business processes improvement, minimise shortage of filing space, missing and misfiling, resolve damage to records and shortage of staff; The hospitals need to upgrade and use the existing servers as a storage media for complete electronic patient records keeping; They also need to make available disaster backup for recovery in case it is affected by disaster like fire and water; They need to maintain the antivirus as they used Symantec endpoint protection; The system used for electronic records management in hospitals need to cover all patient details, instead of only personal and financial details of the patients. Since the system has a provision to cover all the details, the hospital officials like doctors, nurses, pharmacists and clinical support staff need to use it through those available system functionalities.

CHAPTER ONE

INTRODUCTION

1.1   Background of the study

Although many research work has been carried out, only some of them have focused on administrative actions and behaviors. This kind of researches have introduced intuitions and ideas about formal and informal elements of the administrative duties, allocation of time among these duties, interpersonal interaction network, basic subjects of characteristics of administrative duties (Steward 1989). This relationship was noticed by a rarely applied research trend and examined delicately. This trend dealt with the actions and behaviors of managers to measure the effectiveness (Cammock, Nilakant & Dakin, 1995).

Administrative effectiveness has been defined differently by different authors due to its complex nature (Bao 2009). Some researchers defined it as “administrative effectiveness is the positive response to administrative efforts and actions with the intention to accomplish stated goal (Akomolafe, 2012). Although, administrative effectiveness is defined as the product of a series of complex nested relations and an interaction pattern (Cammock et al. 1995).  Administrative effectiveness is the positive response to administrative efforts and actions with the intention to accomplish stated goal. An administration’s capacity to forecast problems beforehand shows itself as a result of the features and behaviors in his personal relationships and consulting criteria. In leading a group, the concept of leadership is seen as effectiveness (Adeniyi and Omoteso 2014). Effective administration requires a balance of skills among many dimensions (Cammock et al. 1995) and these dimensions and parameters are influenced to a different degree by personal, organizational, and environmental contextual factors (Analoui 2007). This balance includes not only a series of quality behaviors but also many personality traits as an administrator.

Organizational size is seen as another contingency variable which is thought to affect the effectiveness of different organizational forms (Hofler 2010). Small organizations can behave informally while larger organizations tend to become more formalized. The owner of a small organization may directly control most of the organizational processes, but large organizations require more complex and indirect control mechanisms. Large organizations can have more specialized staff, units, and jobs (Amah, Damonabo-Weje & Dosunmo, 2013).

Records management is very important for both the public private sector since it serves as an important tool for good business governance and efficient administration. Records provide information for improved planning and decision-making. Records also provide evidence for government accountability and transparency, and are often subject to specific legal requirements. In government bodies, records document what is done when, why and also provide evidence of communications, decisions and actions. In the process, some of the records the government officers make will be retained as national and provincial archives, (Bhana, 2008).

Health records in manual or automated form, houses the medical information that describes all aspects of patient care. It is an essential tool in running the day to day activities of the organization. It is needed in carrying out business operations in offices, hospitals of private and public sector organizations. (Huffman 1994). The introduction of information technologies into business, health institutions and government has resulted in an information explosion, and caused an increase in records volume of incredible proportions. Hospitals and offices are most affected by this growth since much of the information is channeled into business, health care and government offices in the form of records for administrative effectiveness.

The records managers and other category of staff in all the establishments, private or public health institutions and government offices need records and archives for planning, decision making and control. No organization can succeed in the present day business environment that is characterized with uncertainty, high risk, denial and increase crime rate, without functioning records and archive managements. Majority of the information needed for the smooth running of an organization are buried in the internally and externally generated records. Records are the corporate memory of the organization that created them and they are used to supplement human memory. Records is a documented evidence of our daily activities, it is a document, regardless of form or medium created, received, maintained and used by an organization (public or private) or an individual in pursuance of legal obligation, or in the transaction of business of which it forms a part or provides an evidence.(Popoola 2000).

Electronic Records Management (ERM) has become mandatory for government agencies in applying electronic records in administration to encourage E- government. Most organizations have huge allocation for ICT development. Mismanagement of records seems to be the main problem caused by poor recordkeeping and lack of attention (Umi & Zawiyah (2009). Records management is not viewed as critical to agency mission or incorporated into automated business processes in a timely manner. There is a low support for records management that has led to a lack of training, tools, and guidelines for all staff, as well poor integration of records management and Information Technology (IT) disciplines.

The lack of awareness among administrators has made it difficult to establish electronic records management programme. Staff are not fully informed and trained about electronic records management. This has led to a lack of training, tools, and guidance for all staff, as well poor integration of records management and Information Technology (IT) disciplines.

1.2   Statement of the problem

The use of Information and Communication Technology (ICT) and its associated facilities have grown rapidly in the provision and delivery of healthcare services over the last few decades. Paper-based records are fast giving way to electronic records in most developed countries and crawling gradually into the developing countries. The electronic record is designed to alleviate the limitations associated with the paper record system which have the advantage of improving the quality of care delivered thereby improving administrative effectiveness.

In manual records, it is also established that the greatest issue is lack of space for the increasing number of health records especially in large organization. With concern to physical space for storage of paper health records, it has been a challenge that many institutions keep battling with. Hospitals producing hundreds to thousands of records each day means that after a given period of time the records accumulate huge volumes of paper records. This may bring about difficulty in locating some records and also lack of sufficient space to carry all the records before they are disposed. Moreover, for effective administration to take place, there must be facilities, equipment and training of staff. Keeping all hospital records consistently and accurately minimizes problems and enhances administrative effectiveness. Electronic record management is required in those areas for accuracy of record keeping and data operation. Hence, there is need for the awareness and effective use of electronic records management as this will enhance administrative effectiveness.

1.3 Objective of the study

The main objective of this study is to examine the awareness and use of electronic records management for administrative effectiveness in Federal Airport Authority of Nigeria Hospital (Faan Hospital).

The specific objectives are to:

1. Assess the electronic records management at the Federal Airport Authority in Nigeria Hospital.

2. Examine the level of records management awareness among the staff of Federal Airport Authority in Nigeria hospital in using electronic records management.

3.  Determine the level of administrative effectiveness

1.4 Research Questions

1. Does FAAN hospital assess there electronic records management?

2. What is the FAAN hospital staffs level of records management awareness in using electronic records management?

3.  Does electronic records management determine the level of administrative effectiveness in FAAN?

1.4       Research Hypothesis

H0:      The is no significant awareness of electronic records management on administrative effectiveness among federal airport authority of Nigeria hospital(FAAN hospital) staffs.

1.5   Significance of the study

The study will be very significant to different stakeholders IRM, Health, Policy maker, HRM, FAAN. The study will help management of Federal Airport authority hospital sensitize the administrative staff on the importance of effective records management. Again, the study will benefit the management of FAAN hospital to appreciate the challenges associated with records management and how to address them.

It would also help students and the general public to know the importance of proper records management especially with the use of electronic record management. Furthermore, the study will help reveal the need for good records management for effective planning of FAAN hospital.

Also, the study will help in providing the government with quick and accurate data for effective policy formulation and regulation. Lastly, it will also add to the body of knowledge in the area of records management of health care services.

1.6   Scope of the study

The study focuses on awareness and use of electronic records management and administrative effectiveness in Nigerian Technological health care services. Specifically, the study covers the federal airport authority of Nigeria hospital. In terms of variable scope, the study will cover three variables, namely: Electronic record management and administrative effectiveness system.

1.7 Definitions of terms

Electronic record management system (ERM): is an automated information system for the organized collection, processing, transmission, and dissemination of information in accordance with defined procedures.

Administrative effectiveness: refers to the ability of FAAN staffs to carry out administrative task related to instructional management, internal relations, organization management, administration, staffs performance and FAAN-patients relations toward achieving the FAAN goals and objectives.

Electronic records: refer to records that are dependable on relevant machines for access or reading that is computer hardware and software such as e-mails, database and word processing.

FAAN Hospital: Federal Airport Authority of Nigeria Hospital.