Professional Documents
Culture Documents
Kamil 2018
Kamil 2018
Kamil 2018
PII: S2214-1391(17)30120-8
DOI: https://doi.org/10.1016/j.ijans.2018.09.002
Reference: IJANS 112
Please cite this article as: H. Kamil, R. Rachmah, E. Wardani, What is the Problem with Nursing Documentation?
Perspective of Indonesian Nurses, International Journal of Africa Nursing Sciences (2018), doi: https://doi.org/
10.1016/j.ijans.2018.09.002
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TITLE PAGE
Research Title:
Authors:
Postal Address:
ellywardani@unsyiah.ac.id
Acknowledgements:
The research is part from Penelitian Unggulan Universitas (University Excellent Research) funding
scheme, grant number: 73/UN11.2/PP/PNBP/SP3/2017, Syiah Kuala University. Our thanks to all
the nurses involved for their time and knowledge on this study.
Original Article
Abstract
Background
Nursing documentation reflects the quality in patient care. It promotes effective communication
between caregivers. However, although its significance has been discussed in numerous articles,
Objective
This research was the first of its kind in Indonesia which aim to identify issues with nursing
documentation.
Method
A qualitative approach through focus group discussions (FGD) with head nurses and staff was
conducted to identify problems that hinder nurses’ abilities to follow proper documentation
procedure in an urban hospital in Indonesia. The nurses who have more than one year work
experience were recruited through simple random technique. There were 35 participants involved.
The open-ended questions regarding the nursing documentation process were administered. The
group discussions were held two times on each teams and conducted separately between the head
nurses and their staff. The data for this descriptive qualitative study were recognized through
The results of the study were captured in three themes: (1) Inadequate supervision for nurses on
nursing documentation; (2) Competency issues in documentation; (3) Lack of confidence and
motivation on documentation.
Conclusion
Education is amongst the top listed contributing factors for quality nursing documentation. This is
confirmed with this research. The findings of the study suggest the need for continuous support and
Key words: Indonesia; Nursing documentation; Nurses competency; Patient report; Quality
Introduction
As prominent care provider, nurses have continual direct contact with patients. Such conditions
place nurses in the critical position of maintaining detailed documentation to ensure all health-care
team members are well-informed to any changes in a patient’s health status (Mbabazi & Cassimjee,
2006). An array of literature has underlined the importance of nursing documentation. For instance,
accurate documentation promotes communication and collaboration, aids in the legal aspect of the
process and outcomes of care, facilitates patient care decisions and safety, and fulfills professional
and practice standards (Blake‐Mowatt, Lindo, & Bennett, 2013; Jefferies, Johnson, & Griffiths,
2010). The inclusion of documentation as a pertinent role of nurses’ professional practice started
with Florence Nightingale (Iyer & Camp, 2004). Up to now, it is still recognized as one of the
important core competencies (Asamani, Amenorpe, Babanawo, & Ansah Ofei, 2014;
Cheevakasemsook, Chapman, Francis, & Davies, 2006; Lindo et al., 2016). This is because
information provided in nursing documentation reflects the complete series of nursing processes
ranging from nursing assessments and diagnosis, nursing interventions, nursing care
implementation and evaluation, and, ultimately, patient response and outcomes (Austin, 2011;
Nonetheless, documentation is one of the most disputed and dubious nursing roles (Heartfield,
misrepresentation of nursing care. This could be true considering that attention on nursing
documentation is somewhat unpopular and often perceived not as being important as hands on
nursing care (Hoban, 2003). Hand-written nursing report, in particular, historically seen as nurses
ritual and mostly provide inadequate information (Hager & Munden, 2008) since it tends to be
messy and hard to read. Despite the availability of technology for accuracy in patient care
documentation in some settings, it does not necessarily uplifted problems that nurses’ encounter on
patient report (Whittaker, Aufdenkamp, & Tinley, 2009). Nurses’ major barriers on proper report
that extensively reported include time constraints, disproportion between staffing resources and
& Eriksson, 2005; Laitinen, Kaunonen, & Åstedt‐ Kurki, 2010), and discontinuity on education as
underlying problem related to documentation was also found (Blair & Smith, 2012); thus education
is amongst the top listed contributing factors to ensure quality nursing reports which is
aimed at improving and maintaining the standard of documentation (Noorkasiani, Gustina, &
Maryam, 2015).
Evidence on hurdles around patient care documentation is globally identified. These, however, were
mostly reported findings in developed countries. Limited studies are available on nursing
workplace facilities (Nakate, Dahl, Petrucka, Drake, & Dunlap, 2015). Indonesia, as one of
developing country in Asia is yet struggling with this issue. Nursing as professional relatively new
in the country. In terms of nursing availability, Shields et al. found that there were about 50 nurses
per 100,000 people in Indonesia (Shields & Hartati, 2003). Most of these nurses were educated at
diploma level, known as Akademi Keperawatan, in both private and public institutions. More
recently, the nursing profession in Indonesia has been striving to develop competency assessments
and accreditation procedures. Each level of nursing education has been standardized and accredited
for decades by referring to Presidential Act No. 8, 2012, regarding the Indonesian National
(Undang-Undang Keperawatan) was passed by the country’s legislature under Bill No. 38/2014
(Indonesian National Nurses Association (INNA), 2014). The law addresses several critical areas
such as legal protection for nursing professionals, the organisation, and professional education for
nurses. In addition to this, nurses in Indonesia are expected to adhere to a code of conduct
standardised by INNA. These professional standards involve nurses’ responsibility for clients,
nurses and their best practice, community, colleagues, and their own profession (PPNI, 2012).
Nursing documentation is therefore on the priority list in conducting quality nursing care. Nurses in
Indonesia have been taught to prepare appropriate nursing records during their education. This was
reemphasized again during their clinical training. On the other hand, despite the availability of
problems in this context exist. Recent national publications have been clearly stated that nursing
documentation in a number of hospitals in Indonesia is far from ideal. Studies report that most
nurses only fulfill 50% or less of the total target of 80% required documentation as mandated by the
ministry of health; this, unfortunately, indicates the low quality of nursing care (Noorkasiani,
Gustina, & Maryam, 2015). Reflecting on this problem and the paucity of research with regard to
nursing documentation in the country, this study sought to further identify problems faced by these
Methods
Ethics approval for the research was obtained from the Faculty of Nursing, University of Syiah
Kuala Ethics Committee with certificate number: 113001180517, as well as permission from the
Research and Development Center of the hospital where the study took place. This study adopted a
qualitative approach by undertaking focus group discussion (FGD) with head nurses and staff
nurses. After obtaining a list of staff and head nurses in the hospital supplied by the Hospital’s
Human Resource Department, participants for the study were randomly recruited. The inclusion
criteria were nurses who have more than one year experience. The selected participants were
contacted to seek for their consent to participate to this study. All the contacted head nurses and
staff were able and willing to have FGDs with the researchers. To protect the participants,
permission obtained include consent for participation in the study as well as for recording the
FGDs. The FGDs were conducted during the nurses’ lunch break. One of the researchers who is
experienced in the methodology, led the FGD discussions. Open-ended questions were used as
FGDs guide to ensure the discussion is on its track. Each participant was allocated a random
number to ensure their anonymity. There were 35 participants involved including 14 head nurses
(i.e., HN team) and 21 staff nurses (i.e., SN team). We divided the selected head nurses and staff
into two groups which make four groups in total for the FGDs. Each of the HN teams consisted of
seven head nurses. For the staff nurses, the first group consisted of 10 nurses and the second one
was 11 nurses. Separate FGDs were conducted for head nurses and their staff. The intention to
interview them separately, was to provide comfort for nurses in expressing their opinions and
thoughts. It was also anticipated that participants may feel pressurised if the leaders and staff are
mixed together. The duration for the FGDs was 40 to 50 minutes and took place at a large urban
hospital in a province in Indonesia. This hospital was purposefully selected because it is the main
health referral and education center in the province. Content analysis was conducted after coding
and categorizing data into thematic areas. Three themes of nurse perspectives on obstacles
hindering them from proper nursing documentation were derived. We checked the transcribed data
verbatim for reliability of data. To escalate the findings trustworthiness, we conducted peer
debriefing. An experienced colleague was asked to check over the study for credibility and
determine if the results align with the data obtained from participants.
Results
Demographic Description
All participants involved in the research were the staff nurses and head nurses in the hospital. They
were all female nurses and their age were between 29 and 52 years old. Educational backgrounds
vary amongst them, and range from the diploma level (n = 23 nurses), bachelor in nursing (n = 10
Primary problems encountered by nurses in documentation from the perspective of head nurses and
their staff can be viewed within these themes: (1) Inadequate supervision for nurses on nursing
documentation; (2) Competency issues in documentation; (3) Lack of confidence and motivation on
documentation.
the documentation process. The nurses were asked to complete the documentation procedure but
rarely assessed on how they completed its process. One head nurse complained:
“We do know that documenting nursing process is important for a patient during his time
with us in the hospital, but, what I have seen is that the staff do not know how to fill that in.
“The management only care about documentation when we get closer to hospital
These findings revealed the importance of regular support to develop staff competency in
documenting nursing care. The nurses confirmed that supervision was conducted at irregular
intervals. The auditing gets much more intense when the hospital was due for accreditation.
However, once the hospital accreditation was achieved, the documentation quality decreased.
Lack of supervision and auditing in nursing documentation puts the nurses in a difficult position.
On one side, they are expected to complete documentation as a measurable tool for nursing care
quality. On the other side, they received minimal attention and support on how to conduct effective
The head nurses agreed that their staff have various levels of competency. The staff’s mixed nursing
education and training is a likely reason for their variable ability to handle documentation.
degrees but some others have diplomas in nursing. This makes it kind of hard to put them at
The head nurses felt that the staff members’ backgrounds influence the way they see
documentation. They realized that it is challenging to have the same expectations for everyone since
every nurse is unique and has a different capabilities in learning. As one nurse explained:
“We have different phase on learning, so, it’s kind of hard” (Staff nurse 10, Group 1)
The head nurses claimed that confidence is almost always a problem with nurses, including in the
“The documentation that my staff did mostly copied what others had done before. It doesn’t
really matter what they have written in there” (Head nurse 5, Group 1)
“There is no adviser for the documentation they have done. I think the nurses in ward just do
documentation as a regular task. They don’t take that seriously” (Head nurse 10 , Group 1)
Such low motivation was also described by the following staff nurse:
“We have so many things to do at once. We have to fulfill responsibilities with patients and
the paperwork. I don’t think we can commit to having a good patient record in that
understanding the documentation process. There seems to be a prominent feeling of insecurity about
nursing documentation. Additionally, nurses lack the motivation to perform the documentation
process considering the burden of the other responsibilities they have to carry out during their duty
hours. There is opportunity, with these limitations in mind, for nurses’ to consider nursing
Discussions
This research has elucidated issues related to nursing documentation amongst nurses in Indonesia.
While most available literature provides findings and recommendations on how to maximize the
documentation procedure, this research has introduced the problems that lead nurses to complete
Nursing documentation should reflect nurses’ critical thinking that leads to decisions or intervention
in care. Considering the first theme, it reflected the importance of documentation. The nurses in the
study confirmed the significance of documentation for patient care. They knew that there is a
special tie between patients and nurses. This should underline that these nurses may actually
understand that proper documentation contributes to the quality of care they provide to their
patients. It builds a relationship between both parties to ensure the continuity of care. This response
is concurrent with Cheevakaemaoo, et al. (2006) who describes the pertinence of documentation in
processes are irregular, they are not likely to perform proper documentation. Nurses claimed that
they lacked an auditing or supervision process. The drawback of documentation due to lack of
supervision has been identified in earlier studies (Björvell, Wredling, & Thorell‐Ekstrand, 2003;
Edelstein, 1990; Owen, 2005). It is clearly asserted that organizational support is indeed a crucial
Furthermore, problems of competency were strongly articulated amongst the nurses. Nurses
competency has been linked with educational attainment. For the case of Indonesia, the educational
entry level for nurses in Indonesia ranged from Diploma III to the Bachelor’s stage (Hennessy,
Hicks, Hilan, & Kawonal, 2006). The development of nursing education since 1999 has shown that
about 1% of nurses are educated at university level to the degree of Bachelor’s, Master’s and
Doctorates (Shields & Hartati, 2003). The applied concepts in nursing education are influenced by
the American nursing curriculum (Strength & Cagle, 1999). Textbooks or other nursing reading
materials are mostly American-based resources providing a challenge for users in understanding
them, since the majority of teachers and students have difficulty reading in English (Gillund,
Rystedt, Wilde-Larsson, Abubakar, & Kvigne, 2013). Moreover, Gillund et al. found that, due to
limited resources, most of the qualified nursing students receive an offer of a teaching position
following graduation from school, creating nursing instructors who have an inadequate amount of
clinical experience (Gillund et al., 2013; Lock, 2011; Shields & Hartati, 2003).
Referring to nursing education context in Indonesia, it clearly stated that the nurses acknowledged
that the diversity of nursing education and training may determine their abilities in documentation.
That suggestion was supported through the observation and review of nursing notes in patients’
records. Nurses’ competencies varied from the diploma level to a bachelor’s degree in nursing.
Thus, the range in education created a spectrum in how they documented care. Research has argued
for educational processes for all nurses for quality assurance improvement of nursing
rather than expecting a few pioneer nurses to lead other nurses to reach the desired outcomes
Last but not least, the final problem identified by nurses in determining low documentation quality
can be found under the lack of confidence and motivation theme. The nurses seemed to expect
minimal time spent on the documentation procedure in order to balance it with their other duties.
Similarly, workloads and its effect on documentation has been spotted in other studies (Björvell, et
al., 2003; Persenius, Hall-Lord, Bååth, & Larsson, 2008; Wang, Hailey, & Yu, 2011). The
imbalanced workload of patient care and the expectation of quality documentation is likely to
hinder innovations in nursing (Björvell, et al., 2003). Furthermore, it often affects the nurses’
motivation to complete proper nursing documentation. The theme potentially introduced the role of
nursing leadership and their commitment to documentation. Head nurses, along with their staff,
admitted that there were an absence of leadership among them. All tasks and duties were regarded
nurses previously acknowledged the significance of documentation in nursing care, there must be
an urgent call for hospital management and leadership to strengthen nurses’ patient reporting and
the the quality of care (Müller‐Staub, Needham, Odenbreit, Ann Lavin, & Van Achterberg, 2007;
Conclusion
Though the performance remains rudimentary, the nurses acknowledged that nursing
documentation is a crucial element that builds positive linkage between nurses and their ability to
provide high-quality care to their patients. Lack of supervision, competency issues, and problems of
confidence and motivation affect the way they conduct documentation. Increasing support and
improvement of nursing skills across nursing education at all levels are essential for the successful
adherence to proper nursing documentation. The study was an initial attempt to identify the
problems with documentation among nurses in Indonesia. The mixed perspective of staff nurses and
their proximal leaders generated a larger view rather than single approach participant (e.g., staff
nurses only). The use of randomized selected participants has helped to avoid bias during
discussions. The results of this research, however, remains somewhat limited. The data was
generated from hospital based nurses, therefore it is less likely generalizable across Indonesia at
large. Single approach of focus group discussion, time constraints, and nurses as participants only
did not allow the researchers to fully engage in the organizational culture and may have limited the
supervisory board and leaders perspective to investigate further on institutional oversight which
may enhance the quality of future studies on nursing documentation in the country of Indonesia.
Conflict of Interest
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1. Dr Tony Ryan
Director of Research
3a Clarkehouse Road
2. Dr Joan Spicer
Email: jgspicer@pacbell.net
UCSF-School of Nursing
United States
Email: Catherine.Waters@ucsf.edu
Table 1
Questions
1. What do you understand by nursing documentation?
2. What effort that has been done to ensure proper documentation?
3. What do you think about the quality of documentation you have now?
4. Is there any challenges you encounter for this?
5. What should we do to overcome such challenges?
FGD Guide