Analisis Alur Pelaksanaan Retensi dan Pemusnahan Berkas Rekam Medis Di RSPAD Gatot Soebroto Puskesad

Violita, Amanda (2025) Analisis Alur Pelaksanaan Retensi dan Pemusnahan Berkas Rekam Medis Di RSPAD Gatot Soebroto Puskesad. [Experiment]

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Abstract

This study, titled “Analisis Alur Pelaksanaan Retensi dan Pemusnahan Berkas Rekam Medis di RSPAD Gatot Soebroto Puskesad”, examines the implementation flow of retention and destruction of medical record files based on Permenkes RI No. 24 Tahun 2022. The regulation mandates that the destruction of medical records must follow a structured process involving retention, media conversion, identification of permanent forms, and destruction of non-permanent documents. Retention is the process of selecting medical record forms that possess archival value to be preserved, while those without value are destroyed. Media conversion (alih media) involves transferring paper-based documents into digital formats through microfilming or scanning to reduce storage volume prior to destruction. Destruction of medical records is the physical elimination of documents that have lost their legal and administrative value, carried out in accordance with the Jadwal Retensi Arsip (JRA) and accompanied by valid administrative evidence such as a destruction report. Field observations and interviews conducted during the researcher’s internship revealed discrepancies between regulatory requirements and actual practices in the circulation unit. All medical record forms, including permanent documents such as death records, were scanned and destroyed without undergoing proper retention selection. The workflow implemented did not align with the hospital’s Standard Operating Procedure (SOP), where assembling and media conversion were performed without prior retention. Limitations such as the availability of only one outdated scanner further slowed the digitization process. These conditions resulted in an ineffective destruction workflow, duplication of tasks, absence of permanently preserved forms, and inefficient database management. The study recommends that the hospital review and enforce an updated SOP for retention and destruction in accordance with current regulations, ensure the physical preservation of forms required to be archived permanently, and develop an electronic system to support retention and destruction processes. The findings are expected to serve as a reference for future students in advancing digital-based management of medical record archives. Keywords: Retention, Media Conversion, Destruction, Fishbone, SOP

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