Optimizing patient experience: Collaborative approach in managing patient belongings during inter-hospital transfer within cluster.

Abstract Description

Proposed Topic (Most preferred): :

Clinical Safety and Quality Service II (Projects aiming to enhance clinical safety and outcomes, clinical governance / risk management)

Authors (including presenting author) :

Lam, C W(1), Kwan Y L(1), Ng Patricia(1), Li W C(1), Cheng Wallace(2), Lau Alex(2), Leung Cason(2), Ip Vicky(3), Tse Anthony(3), Lui Antony(3)

Affiliation :

(1) Central Nursing Division, Queen Elizabeth Hospital (2) Information Technology Division, Kowloon Central Cluster (3) Administrative Service Division, Queen Elizabeth Hospital

Introduction :

In order to enhance the handover and tracking of patients’ belongings, KCC formulated the Patient Belonging Tracking System (PBTS) to keep track the bags of patient belongings at various check points with collaboration of Central Nursing Division, KCC IT and administrative department. Patient’s important belongings like dentures, mobile phones or hearing aids etc., could be marked clearly in the system. This allows clear handover and alerts staff in careful handling. Designated bags are used to allow clear identification and clear labelling could avoid misplacement. The new workflow would be implemented in KCC hospitals for inter-hospital transfer via NEATS from January 2024 onwards.

Objectives :

PBTS aims to streamline the management of patient belongings by implementing a tracking system during inter-hospital transfer in KCC. Patients’ belongings are packed in specially designed bags with clear QR code labels which facilitate checking with scanners throughout the transfer process. The ultimate goal is to mitigate misplacement risk and facilitate clear handover among parent and recipient hospitals.

Methodology :

1.Cluster based task-group formulation: Composed of CND, KCC IT, AS and frontline representatives to discuss on the workflow and identify the needs. 2.Workflow design: parent ward identifies important items (e. g. removable dentures) and create an order in PBTS. Labels with QR codes are generated and placed on designated plastic bags for patient transfers. In recipient hospitals, staff acknowledge the receipt of bags by scanning the QR code on bags. 3.Hardware and software: KCC IT developed the electronic platform, with handheld scanners and printers purchased for operation. PBTS incorporates patient information, route of transfer, number of bags, and details of special items. The system and printed labels on bags can track the locations of patient belonging bags during inter-hospital transfers. User acceptance test was arranged for frontline staff to interact with the system.

Result & Outcome :

Result: •Twenty-one demonstration sessions and four briefing sessions were conducted in KCC hospitals. •Designated plastic bags were designed and produced for patient belongings. Phase one, QEH to convalescent hospitals, began in Jan 2024. Phase 2, implemented in end of Feb 2024, included transfer between convalescent hospitals, and KWH to convalescent hosptials. Phase 3, starting on 25 March 2024, will have full implementation in KCC. There has been no incidents of patient belongings misplaced or missing reported since 8 Jan 2024. Exploration of the feasibility of extending PBTS to handle patient items during ambulance transfer and discharge cases is the way forward to improve the tracking and management of patient belongings. Conclusion: PBTS enables staff to keep track patients’ belongings during inter-hospital transfers in KCC and provides real-time updates on their location and status. This system facilitates quick retrieval and allows clear handover in careful handling of patient belongings. As a result, the PBTS improves patient satisfaction and overall experience.