Identifiable information management system to protect patients’ confidentiality in Tshwane healthcare centres, South Africa

Abstract

Protecting Personal Identifiable Information for confidentiality in healthcare services cannot be overstated. Existing policies pursue to have an extensive influence on information and records management systems in healthcare services regarding the protection of patient confidentiality. This presents challenges that affect patient confidentiality. This study aimed to investigate the identifiable information management system to protect patients’ confidentiality in Tshwane Healthcare Centres, South Africa. The study utilised a conceptual framework that promotes POPIA compliance by adhering to the act's eight conditions, maintaining compliance with the conditions, and ensuring assurance based on transparency, accountability, and trust. Through a positivist approach, the study prevalently used a quantitative multimethod approach with some support from a limited scope of qualitative data to supplement quantitative numerical data. The total population was 95 employees purposefully selected under information and records management units in the Tshwane healthcare institutions. The interviews were conducted with managers of the healthcare entities under the records management sections. The data was gathered using four methods: questionnaires, interviews, observation, and content analysis. The study obtained a 100% response rate using the participant replacement technique. The findings revealed that the mode of medical record management was not efficiently permitting the institutions to manage the confidentiality of medical records adequately due to a lack of prioritisation of confidentiality and ineffective implementation of POPIA policy. Furthermore, poor security measures were kept in place to protect medical records against threats. The study recommended an implementation approach to the POPIA policy that ensures compliance requirements, privacy gap assessment and solution visioning. A further study was recommended about the digital healthcare shift towards client-centred services and new modes of care