Human, technology, and organizational factors influencing electronic medical record data entry in primary healthcare: A qualitative study at blud timika community health center
DOI:
https://doi.org/10.61099/jih.v2i4.545Keywords:
electronic health records, health personnel, information systems, primary health care, workflowAbstract
Introduction: Electronic medical records (EMRs) are increasingly central to primary healthcare delivery because accurate and timely documentation supports service efficiency, continuity of care, and reliable health information. However, successful implementation depends not only on the technology itself but also on staff capability and organizational procedures. This study aimed to explore the electronic medical record data-entry process for outpatient services at BLUD Timika Community Health Center, with particular attention to staff roles, system quality, and implementation of standard operating procedures (SOPs).
Research Methodology: A descriptive qualitative study was conducted at BLUD Timika Community Health Center, Mimika Regency, Central Papua, in June 2026. Six informants were purposively selected, comprising one key informant responsible for the medical records unit and five outpatient registration staff directly involved in patient registration and EMR data entry. Data were collected through in-depth interviews, direct observation, and documentation. Analysis involved data reduction, systematic data presentation, and conclusion drawing, while credibility was strengthened through source and method triangulation.
Results: EMR data entry generally followed the established service workflow, including patient identity verification, data entry, and subsequent service distribution. Staff demonstrated adequate ability to operate the Trustmedis application despite limited formal EMR training. Trustmedis was perceived as user-friendly and facilitated faster registration and patient-data retrieval. Nevertheless, unstable internet connectivity frequently disrupted data entry and delayed services. SOPs were available and understood by staff, but implementation was not fully optimal because supervision and evaluation remained inconsistent. Additional challenges included patients presenting without complete identification and duplicate patient records within the system.
Conclusion: Effective EMR data entry in primary healthcare depends on the alignment of competent users, reliable technological infrastructure, and consistently implemented organizational procedures. Periodic staff training, improved internet reliability, routine SOP supervision and evaluation, and standardized procedures for managing incomplete patient identification and duplicate records are needed to strengthen data accuracy and service efficiency.
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