The Challenges of Using Paper Based Inventory Management System at Nyanga District Hospital, Manicaland

Abstract

All around Zimbabwe most health facilities still use manual paper systems for the different activities however, a few hospitals have begun to use computerized systems. The purpose of this study was to evaluate the major problems that are faced by staff at Nyanga District Hospital when using the current system in order to find and provide solutions so that everyone can benefit from an improved system. The cross sectional descriptive study was carried out at Nyanga District Hospital and qualitative data was used to come up with research findings. With a response rate of 74%, 96% of the 25 respondents showed their awareness of inventory management and its effect on service delivery. Of the 25 respondents, 100% stated that the system was time consuming and 40% of those respondents stated discrepancies in the inventory records as another problem. Another response from 60% of the respondents was that updates on available inventory were not frequent and absent. 68% of the 25 respondents also stated that there are sudden stock outs. The main solutions posed were extending storage space at the hospital which was chosen by 24% of the respondents as a first option and limiting the number of personnel that enters stores and has access to records which was suggested by 20% of the respondents. Computerizing the system, improving the signage at the hospital and generating a weekly report of all available inventory that would be distributed throughout departments were the next suggested solutions with 16% voting for computerization and weekly reports as a main option and 12% suggesting improving signage. Backing up inventory records externally was also suggested by 8% of the respondents. These findings indicate the need for in house training and betterment of staff at hospitals so they can embrace new systems which should be implemented regularly because a system should never stay stagnant.