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): :
HA Young Investigators Session (Projects to be presented by HA staff who had joined HA for 10 years or less)
Authors (including presenting author) :
Chan LH, Chan YY, Chan PY, Cheung CT
Affiliation :
Physiotherapy Department, Alice Ho Miu Ling Nethersole Hospital
Introduction :
According to the latest document from the Legislative Council, the AIRS system recorded a total of 5004 accidents related to Equipment and Environment and 1272 accidents related to Medical Equipment and Consumables in 2020 to 2022. In addition, there have been incidents of spalling concrete and falling items in hospitals, which has brought the safety of public hospitals into focus. Therefore, conducting regular safety inspections is crucial in reducing the accident rate. However, the current process of using clumsy and cumbersome paper forms over 130 items daily and 32,000 records+ per year in the AHNH Physiotherapy department. This leads to repetitive tasks of filling, auditing and maintaining proper records. This can hider the compliance with safety protocols. Therefore, transitioning to a SMART initiative, timely and efficient checking system can greatly improve the overall sustainability of safety measures.
Objectives :
1. Enhance the safety and quality of daily outpatient physiotherapy services 2. Improve compliance with daily equipment checks 3. Establish a structured digital record-keeping system 4. Optimize the submission process for equipment repair orders
Methodology :
To enhance the equipment checking records system, we implemented Google Forms. We thoroughly updated all equipment checklists and guidelines, offering convenient options like 'No problem' and common malfunction issues of equipment to expedite input and streamline repair order submissions. PCAs utilized their smartphones or non-clinical tablets to access the electronic forms by scanning the linked QR code. After completing a brief questionnaire, the system automatically generated Excel reports, ensuring efficient record-keeping.
Result & Outcome :
1. 100% compliance rate, accurate record and punctuality rate in electronic checking record. 2. Time of data input from conventional paper forms to electronic form was significantly decreased from 623 seconds to 20 seconds. The D3ECR project significantly reduced the time and increased the compliance of daily checks. The paper-keeping method transferred to digital version enhanced SMART hospital and paperless working. Easy access and comprehensive records optimized the tracing of equipment repair orders.
