Prediction of Medical Record Storage Requirement Using Forecasting Technique

Abstract

Abstract Context: Medical records storage is a valuable and statutory requirement, but for any hospital, it is always most challenging. Many studies on the quality of medical records have been available but very few regarding storage space. Aims: This study uses a forecasting technique to measure the storage space requirement for medical records. Settings and Design: The study is a record-based study using the moving average forecasting technique in a tertiary care 900-bed public hospital in eastern India. Subjects and Methods: The data of the medical record files were collected from 2014 to 2022 years and used the moving average forecasting technique to get the forecasting till 2040. Accordingly, average racks and shelves and floor space requirements were calculated based on forecasted data. Statistical Analysis Used: Simple statistics and moving average forecasting technique was used using Microsoft Excel. Results: The forecasted number of medical record generation data was calculated using moving average forecasting techniques till 2040. From 200 racks and 1168 shelves, it was calculated to be an average of 113 ± 35 records per shelve, 678 ± 35 records per rack, and 3.75 square feet of space per rack is required. Accordingly, cumulative records, eligible for destruction after the retention period, effective cumulative records, racks, and floor space required were calculated. Conclusions: Proper storage of medical records is essential for optimal patient care and medical legal aspects but is a challenge in most organizations. The study findings conclude the forecasted space requirement for medical records and choose a strategic plan accordingly for efficient management of the medical records.