Authors (including presenting author) :
Wong SY (1), Ho CME (1), Au KMB (1)
Affiliation :
(1)Occupational Therapy Department, Tai Po Hospital
Introduction :
The Occupational Therapy Department at Tai Po Hospital manages an extensive inventory comprising over 1000 inventory items, including patient training equipment, wheelchairs, assistive devices and other related accessories. Historically, monitoring and updating inventory records, as well as locating specific items and conducting stock-taking, have been time-consuming tasks. Despite enhancements to the inventory management system (IMS) and workflow, challenges persisted, such as missing items and recording errors. To overcome these challenges, we explored the implementation of radio-frequency identification technology (RFID). RFID utilizes wireless communication technology to identify specific targets and read corresponding data from the target. By adopting this new technology, we aimed to establish a new IMS to modify the workflow, improve inventory tracking, and enhance occupational safety and health (OSH) practices.
Objectives :
This project aimed to establish a new IMS and enhance the inventory management workflow, reduce stock-taking time, address recording errors and missing items, and improve OSH practices by minimizing manual handling risks.
Methodology :
In 2019, we implemented an IMS incorporating RFID technology within our department. The workflow of the inventory management system underwent significant changes. All inventory records including new equipment, condemned equipment, and patient-loaned items, were consistently updated and entered into the computerized system. A handheld sensor connected to a tablet facilitated inventory stock-taking and served as a "radar" for locating missing items. Staff training was provided to ensure proficiency in operating the new inventory management system. Feedback was collected from therapists and supporting staff on different areas of the system with comparison to the old system. Feedback encompassed convenience in managing asset items, accuracy, efficiency, reduction of missing items, ease of use, overall satisfaction and OSH improvements.
Result & Outcome :
The new IMS improved the overall workflow, enhancing the efficiency and accuracy of the inventory checking process. Firstly, the computerized system made managing extensive inventory records easier compared to the previous paper records. The inclusion of a search engine enabled convenient retrieval of asset item information using components such as asset number or serial number. Secondly, the time required for inventory stock-taking was much reduced. For example, wheelchair stock-taking, which previously took at least 30 minutes, now only required approximately 2 minutes. Thirdly, the number of missing asset items were greatly reduced in the past 3 years. The handheld sensor effectively detected items attached with RFID tags, even when the items were up to 5-meters apart or obstructed by other objects. Furthermore, the use of RFID technology contributed to improved OSH practices. Staff could easily check items without extensive manual handling, squatting, bending, and associated physical strain. Lastly, it serves as a loan system with reminder function to maintain an accurate inventory record, reducing missing items and eliminate paper records. The feedback from staff, including therapists and supporting staff (n=22), indicated high satisfaction with the new system in terms of managing asset items (8.2/10), accuracy (8.2/10), efficiency (8.3/10) and reduction of missing items (7.9/10), overall satisfaction (8.4/10) and ease of use (7.8/10). The successful implementation of the inventory management practices in other departments following our pilot use of the system further validated its effectiveness. To conclude, the new IMS with RFID technology improved efficiency and accuracy in inventory management. It reduced stock-taking time, minimized errors, and prevented missing items. The system streamlined inventory tracking, ensuring precise and real-time data capture, leading to enhanced operational efficiency and more accurate inventory records.
