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): :
Clinical Safety and Quality Service I (Projects aiming to improve efficiency and effectiveness of care delivery to meet international standards)
Authors (including presenting author) :
PY Lui(1), KM Chung(2), TW Tsang(2), MS Lee(2), WF Cho(3), ML Ho(2), HL Chan(1), LM Leung(1), SC Ng(4)
Affiliation :
(1) Nursing Services Division, Haven of Hope Hospital
(2) Administrative & Supporting Services Division, Haven of Hope Hospital
(3) Clinical Laboratory Department, Haven of Hope Hospital
(4) Department of Medicine, Haven of Hope Hospital
Introduction :
Over the past years, our hospital has encountered several issues pertaining to delayed delivery, missing specimens, and incorrect use of specimen containers, leading to adverse implications for patient care and treatment outcomes. Acknowledging the need for improvement, a collaborative effort was undertaken among the IT, Nursing Services Division and Administrative Division to revamp the specimen collection workflow.
Objectives :
The primary objectives of this endeavour were to streamline the collection process, reduce errors, and ensure timely delivery of specimens to the laboratory.
Methodology :
Laboratory Test Information Webpage A user-friendly webpage was developed, providing colleagues with easy access to specific laboratory test information. This web-based platform facilitated efficient search and retrieval, minimising errors and confusion during the specimen collection process. Mobile Application (app)for specimen collection To prevent the possibility of missing any ward during the specimen collection rounds, porters have started utilising a mobile application specifically designed for this specimen collection. The app enforces a designated routing system, ensuring that porters follow a predetermined path. The app also enabled porters to capture digital photographs of the specimens, serving as a reliable record of the collection process. Upon delivery to the laboratory, the app required laboratory staff to acknowledge receipt, ensuring seamless communication and traceability. Single designated cabinet in each ward for routine specimen collection Previously, specimens collected from various patients and at different times were stored in separate plastic boxes, leading to the potential oversight of some boxes by porters. To address this issue, a single designated cabinet is used to store all specimens, ensuring that each specimen, regardless of patient or collection time. Additionally, the adoption of a one-to-one replacement system further enhances the efficiency, as each collected specimen cabinet is promptly replaced with an empty one, mitigating the risk of overlooking any specimens.
Result & Outcome :
Significant improvements have been achieved since the implementation of the webpage in July 2023 and mobile application in August 2023. Streamlined access to test information has significantly reduced errors caused by misinterpretation or inadequate knowledge. The adoption of digital record-keeping through the mobile app has effectively eliminated the risk of missing or misplaced specimens. Real-time acknowledgment of specimen receipt has enhanced communication between the porters and laboratory staff, facilitating prompt follow-up actions and reducing delays. Notably, since the implementation of the new workflow, no incidents related to misplaced or delayed specimen delivery have been recorded during office hours.
