Proposed Topic (Most preferred): :
Research and Innovations (new projects / technology / innovations / service models)
Proposed Topic (Second preferred): :
HA Young Investigators Session (Projects to be presented by HA staff who had joined HA for 10 years or less)
Authors (including presenting author) :
Cheng CF(1), Wong N(1), Hui CF(1), Tong HY(1), Poon KH(1), Tsoi YK(1)
Affiliation :
(1)Department of Medicine, Haven of Hope Hospital
Introduction :
In line with the goals of the HA Strategic Plan 2022-2027, the development of a "SMART Hospital" through utilizing Information Technology (IT) to enhance operational efficiency is being pursued. The electronic online duty request platform (E-duty platform) provides an electronic platform for duty requests. It is an online and real-time system that allows staff to instantly and anywhere request duty shifts. Furthermore, the 'SMART' settings in the system provide efficiency and accuracy for duty scheduling performed by managerial staff. It enables the managerial staff to easily monitor the staff’s request for duty shifts through the system. It provides reminders to the staff about their quotes for requesting duty shifts, such as requesting holidays. It gives alerts when arranging duty shifts, whether there is enough manpower for the day, to reduce scheduling errors. The system also features a "data sharing and integration" function which is valuable for workforce planning and statistical analysis.
Moreover, it currently experiments with AI technology, by inputting AI prompts to an AI chatbot, to generate a preliminary night duty roster arrangement, which can be slightly modified by human intervention to optimize night duty allocation. It reduces the managerial workload by using the above technology.
Objectives :
(1) To enhance staff satisfaction and foster team spirit
(2) To realize the objectives of a "SMART Hospital" at the ward level
(3) Enhancing operational efficiency and reducing errors
(4) Paperless and Data sharing & integration
Methodology :
An in-house questionnaire was used. All nursing staff and supporting staff working in the ward, including healthcare assistants and patient care assistants, were invited to participate in the implementation of the system.
Based on feedback from the questionnaire, it has been noted that the implementation of the "E-duty platform" system has demonstrated initial effectiveness in streamlining duty management. A significant reduction in errors and the subsequent minimization of time wastage due to these errors have also been highlighted. The time required to manage a four-week night roster has been halved, decreasing from approximately 2 hours to about 1 hour and the effort to arrange a four-week duty pattern has been reduced by 50%, from 8 hours to 4 hours.
Result & Outcome :
The response rate was 100%, representing all nursing and supporting staff. Over 90% of frontline staff were satisfied or very satisfied with the system for requesting duty. Over 75% of managerial staff, including advanced practice nurses and ward managers, were satisfied with the system for scheduling staff duty through increased operational efficiency and effectiveness. Therefore, the system was beneficial for both frontline staff and managerial staff. Furthermore, it helped achieve the objectives of a "SMART Hospital" at the ward level.
Outcome: The conventional paper-based request duty roster method has been replaced by an electronic online duty request platform (E-duty platform) in the ward.
