Consultants usually kept all the records and other information, observations and documents of patients and other practitioner's records also to be kept by him. But in the changed scenario information and records of patients needed by Government Statisticians and researchers for analyzing other aspects of the health care system. So it is becoming a complex situation that requires systematic working on record keeping, filing of records as well as to work out on security of these records. The working fellows of this hospital are very informal and casual in managing the records and are very cooperative with each other too. Records were being maintained on the basis of memory of the group or individual and personal relationship. Mrs. Price the senior medical record clerk working for 30 years in the Hospital and for 10 years in the filing section with almost same number of employees where as other section has grown faster with more employees .supervisors report to Hospital secretary. Now hospital secretary becomes unit administrator but every thing remains same. Mrs. Price commands respect from all quarters. The employee of her section work as a team and complete their work as well as help others and in the free time they become informal to each other.
Change: Centralization of geriatric and psychiatric outpatients clinic s and catchments area number is increased in many folds that leads increased workload of outpatient clinics. To cope up with such changes the hospital has created a new infrastructure with new staff and appointments. Old staff with their limitations tries to cooperate with them as well as with newly introduced ideas and working culture.
In the reorganization process, external consultants has been appointed whose reports includes the reorganization of the record keeping strategies also. According to the recommendations of the consultants, integrated department, having work of recording files, appointments, has been created. Another section with the job of statistical data recording and administrative office has been created. Infrastructural facilities have been improved which incurred heavy cost. A new officer i.e., Medical Report officer Mr. Fraser has been appointed who had gained a good reputation in his previous jobs. He was reporting to the unit administration i.e., Mr. Littlewood. He came after two years of the planning period. He assessed the future needs and gone for immediate changing issues. Circulations of these changes to various section incharge were circulated immediately with the intention to convey the messages to the subordinate staff and announce a deadline to the proposed new system. Now the filing procedure was almost the same and he hoped the changes in physical layout and conditions inculcates the new standard. The informal way of working has been become the thing of past and now professional standard and security in record maintenance has been the new way of working. He framed certain rules and regulations for record maintenance, employee conduct and behaviour.
Problem: Due to changes, the services of the records library has been getting worst. Frequent delays and non- reliability of records happening all around. This was due to more stringent rules and regulations framed by Mr. Fraser. Mrs. Price suggestions had not been paid any attention and