<![CDATA[General Background: Medical records are essential in healthcare services because they document patient information, while numbering systems facilitate record retrieval and support accurate medical procedures. Specific Background: At the “AFIFAH” Inpatient and Maternity Clinic, medical record duplication was identified in 2020, 2021, and 2022, with 15, 20, and 17 duplicated files, respectively. Knowledge Gap: The clinic required a specific description of the factors contributing to medical record duplication within its medical record management processes. Aims: This study aims to describe the factors causing medical record duplication at the “AFIFAH” Inpatient and Maternity Clinic. Results: Using a descriptive quantitative approach, the study observed 300 medical records selected through purposive sampling and involved 14 informants through interviews. The findings indicate that duplication was related to staff knowledge, ability, and educational background, as well as staff behavior in assigning new medical record numbers to returning patients whose files could not be located. The existing Standard Operating Procedure (SOP) was also considered insufficiently detailed. Novelty: The study provides a clinic-specific description of medical record duplication factors based on observations, questionnaires, documentation, and interviews. Implications: The findings indicate the need for staff training and improved knowledge and skills, together with clearer and more detailed SOPs, to reduce medical record duplication and support healthcare service quality. Key Findings Highlights Staff knowledge and ability were identified as factors related to medical record duplication. Many staff members had educational backgrounds outside medical records management. New numbers for returning patients and insufficiently detailed SOPs contributed to duplication. Keywords : Medical Record Duplication, Numbering System, Medical Records Management, Healthcare Clinic, Standard Operating Procedure]]>
