Harmonizing Computer-Based Medical Records Database System in Selected Primary Healthcare Centres in Adavi, Okehi, and Okene LGAs, Kogi State

Primary healthcare centres (PHCs) in Adavi, Okehi and Okene Local Government Areas (LGAs) of Kogi State, Nigeria, continue to rely on fragmented, paper based medical record systems that compromise data quality, hinder continuity of care and obstruct healthcare planning. The study examined the current state of medical record management in PHCs across the three LGAs and proposes a framework for harmonizing medical record database systems to improve healthcare delivery. A descriptive cross-sectional survey was adopted, combining structured questionnaires and observational checklists administered to 312 healthcare workers across 45 PHCs in the three LGAs. Descriptive Statistics and chi square tests were used for analysis. Findings revealed that 82% of surveyed PHCs relied entirely on paper-based records, 71% reported frequent loss or misplacement of Patient files and only 11.3% had any form of electronic data capture. The findings from checklist revealed infrastructure deficit in all primary healthcare centres in selected LGAs of Kogi State. Health workers expressed strong willingness (89.4%) to adopt a unified electronic medical record system if supported with training and infrastructure. Significant variations in record keeping formats were observed across the three LGAs (P<0.05), with no standardized patient identification system in operation. A homogenized medical record database system, built upon open source platforms such as DHIS2 or Open MRS and aligned with Nigeria’s National Health Management Information System standards, would address the fragmentation in Primary Healthcare data.