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Purpose Despite the presence of electronic medical records systems, traditional paper-based methods are often used in many countries to document data and eliminate medical record deficiencies. These methods waste patient and hospital resources. The purpose of this study is to evaluate the traditional deficiency management system and determine the requirements of an electronic deficiency management system in settings that currently use paper records alongside electronic hospital information systems. Design/methodology/approach This mixed-method study was performed in three phases. First, the traditional process of medical records deficiency management was qualitatively evaluated. Second, the accuracy of identifying deficiencies by the traditional and redesigned checklists was compared. Third, the requirements for an electronic deficiency management system were discussed in focus group sessions. Findings Problems in the traditional system include inadequate guidelines, incomplete procedures for evaluating sheets and subsequent delays in activities. Problems also included the omission of some vital data elements and a lack of feedback about the documentation deficiencies of each documenter. There was a significant difference between the mean number of deficiencies identified by traditional and redesigned checklists (p < 0.0001). The authors proposed an electronic deficiency management system based on redesigned checklists with improved functionalities such as discriminating deficiencies based on the documenter’s role, providing systematic feedback and generating automatic reports. Originality/value Previous studies only examined the positive effect of audit and feedback methods to enhance the documentation of data elements in electronic and paper medical records. The authors propose an electronic deficiency management system for medical records to solve those problems. Health-care policymakers, hospital managers and health information systems developers can use the proposed system to manage deficiencies and improve medical records documentation.

Introduction: Despite the implementation of hospital information system, in some countries, medical records are still documented in traditional ways. Incomplete documentation in medical records can lead to inappropriate medical decisions and higher costs. The purpose of this study was to investigate the deficiencies of the main forms in medical records by the role of documentarians. Methods: This cross-sectional study was conducted in Shafa hospital in Kerman in 2019-2020. The medical records of this hospital were randomly selected. The completion or non-completion of data elements in the main forms of medical records was examined using a valid and reliable checklist. The collected data were analyzed using descriptive statistics in SPSS 24. Results: The result of this study demonstrated that 34.70% of the selected records for each patient were incomplete. In most forms, ward secretaries did not complete the relevant data elelments. In other forms, nurses and physicians did not complete more than half of the data elelments. The highest number of deficiencies were observed in the electrocardiogram attachment sheets, emergency records, and radiographic request forms, respectively. Conclusion: Some data elements such as demographic information, initial diagnosis, final diagnosis, and signatures were not completed by ward secretaries, physicians, and nurses. Non-completion of data elements may lead to problems in providing services to patients. Evaluating the extent of medical record deficiencies based on the role of documentarians can be effective in modifying the forms and developing future training programs.