Proposed Topic (Most preferred): :
Clinical Safety and Quality Service II (Projects aiming to enhance clinical safety and outcomes, clinical governance / risk management)
Proposed Topic (Second preferred): :
Research and Innovations (new projects / technology / innovations / service models)
Authors (including presenting author) :
Kan YL (1), Kong SM (1), Yip CS (1)
Affiliation :
(1) Quality and Safety Office, Hong Kong Children's Hospital
Introduction :
All organizations and all functions and activities within an organization involve risks that must be systematically, consistently and effectively managed through risk management. In HKCH, Risk Register (RR) is an integral part of the risk management plan to ensure safer practice, safer system of work, safer premises, and greater awareness of danger and liability. It enables senior management and hospital Q&S team to identify risks, implement mitigation and quality improvement strategies, and monitor the risk reduction progress regularly.
Traditionally, the RR was input into Excel which presented several challenges to users. The Excel format led to high density of information being stored in a single cell or worksheet, making it challenging to view and utilize effectively. The limited guidance in Excel resulted in incorrect adoption of common HA risk categories and inconsistence in risk ratings. In light of this, a structured central system for guiding risk categorization, and consolidating department risks was needed.
Objectives :
1) To implement the Electronic Risk Register (eRR) in HKCH.
2) To evaluate the users’ experience on using the Electronic Risk Register (eRR), a structured central system for consolidating and aggregating department risks.
Methodology :
Two identical training session were provided to stakeholders responsible for maintaining the Risk Register in HKCH prior to implementation of the Electronic Risk Register (eRR) system. The eRR system was launched in HKCH on 26th Jun 2023 for the submission of hospital risk registers 2024. The system serves as a smart way to manage organization risk by providing the following features: 1) user-friendly interface for data input, 2) prefilled risk category, 3) ease of access to corresponding reference guides, 4) automatic risk score calculation and colour-coding of risk score, 5) ease of bringing forward risk, 6) allows risk searching by keyword, and 7) generation of notification, reminder, risk summary and progress report.
Result & Outcome :
The eRR training received positive feedback with mean score of 3.35 out of 4 (SD = 0.48). After implementation of eRR in 26th Jun 2023, positive feedbacks were received from department users. Users reported that the user interface was friendly and intuitive for data entry.
They appreciated the onscreen guidance whereby the risk categories were prefilled with HA Categories and Sub-Risk categories; and links to relevant guidelines in respective sections of the eRR. Efficiency was gained by using eRR’s automated risk score calculation with colour-coding, and the search and bring forward RR feature. Furthermore, department heads and supervisors were able to retrieve and review RR with ease thanks to eRR’s centralizes database. The Q&S office can utilize the eRR to send system generated notifications and reminders to respective users in a timely manner, and monitor risks more efficiently. Overall, use of eRR can efficiently streamline risk management.
