Proposed Topic (Most preferred): :
Research and Innovations (new projects / technology / innovations / service models)
Proposed Topic (Second preferred): :
Staff Engagement and Empowerment (motivating staff / teamwork / work revamp tackling manpower issue / staff wellness / OSH / retention)
Authors (including presenting author) :
Li YN(1), Lee SCP(1)(2), Chan HM(1)(2), Leung KLD(1)(2)
Affiliation :
Department of Medicine, Department of Catering, Departement of Pathology, Department of Physiotherapy, Department of Sterilization and Supply, Department of Phmaracy, Department of O&T, Department of Surgery, Department of IACC.
Introduction :
Implementation of paperless hospital is one of the initiatives in North District Hospital (NDH) in 2023. A Central Nursing Division-led Taskforce on Implementation of Paperless Workplace in NDH was established. Members consist of nurses and clerical staff from all in-patient areas. Members reviewed that current workflow in ward administrative works was mainly by faxes and phone confirmation leading to inefficient ward operation, time wasting and massive paper consumption. For example, in 2022, total 83,548 pieces of papers were consumed in ordering extra patient meals and ad hoc loaning of patient medical health records. Thus, the Taskforce was established to identify opportunities to enhance ward administrative work efficiently by developing an electronic integrated platform to unify the communications between wards and other support departments.
Objectives :
1. Save papers
2. Save time
3. Streamline the workflow from paper to integrated electronic platform
4. Satisfy staff
Methodology :
In Jan 2023, the Taskforce reviewed and gathered stakeholders’ opinions on current workflow in clinical areas. The Taskforce developed a digital integrated platform named e-Form to communicate with other departments with high volume services such as ordering extra meals from catering, ad hoc request of specimen bottles and topping up items from pharmacy. The advantages of the business intelligence were to eliminate the use of fax machines, reduce the numbers of tedious confirmation phone calls, reduce use of papers and reduce manual input error. To facilitate using the e-Form, the Taskforce had created accounts for each clinical area, provided training and promulgation of the electronic platform. In Mar 2023, the e-Form had piloted in the selected wards. After collecting feedbacks and refinement, the e-Form was completely launched in 20 clinical areas in NDH in July 2023. However, there were limitations of the e-Form like the interface was changeable and all information storage was not within Hospital Authority network. To address this limitation, the Taskforce had shared the e-Form with New Territories East Cluster IT department in July 2023 and a secured programming system named Ward Easy was introduced to NDH. In Ward Easy, all data are stored within HA network with control of user account and traceable. It could also be assessed by any clinical iPads, CMS computers and laptops within HA network. In addition, user could update the progress for each stage according to system workflow and the data change was logged in the system. Thus, the e-Form was migrated to Ward Easy in Oct 2023
Result & Outcome :
From 3 Oct 2023 to 2 Jan 2024, the Ward Easy had been launched to Department of Catering, Pathology, Physiotherapy and 20 in-patient areas. It totally saved 3,172 pieces of papers, 65.3 hours in the workflow process and erased 2,611 phone calls. Staff not only showed appreciation on the ward administrative operations which were streamlined in an integrated, unified and secured System, but also recognized the “Ward Easy” was easy to use and able to save time for other ward duties. Thus, Ward Easy would further explore its use in other areas.
