Authors (including presenting author) :
Leung P(1), Cheung CW(1), Chim KY(1), Law NW(1), Mok YT(1)
Affiliation :
(1) Operating theatre, Hong Kong Children's Hospital
Introduction :
A stable supply chain management of consumable item is challenging the operating theatre (OT) in Hong Kong. The patient safety is compromised if there is a usage of expired item or shortage of necessary item. A research in 2017 showed that nurses currently spend, on average, nearly 20 percent of their workweek on supply chain and inventory management. Inventory management which involves a large amount of manual checking and paper documentation should be improved by technology integration. GS1 Barcode system has been widely adopted across the medical industry. By integration of existing information technology and GS1 barcode system, one of the most significant advantages is the boost in efficiency. It contributes in accuracy and efficiency of supply chain, and therefore enhances the patient safety.
Objectives :
To reduce the incidence of shortage of items or wastage of items due to overstocking by maintaining an optimal level of inventory. To enhance the accuracy of expiry management by application of digital data capture technology. To improve staff satisfaction by providing better work assignment and effective work environment for inventory stock take.
Methodology :
Integration of GS1 barcode with the old database GS1 barcode contains a unique identifier for medical item. In other words, it is an ID number for the items. One GS1 barcode represents only one kind of item. These GS1 barcode will be merged into the master item list of the OT. Since the GS1 barcode information is open to the public, team members can obtain the information of by scanning the items and visiting the manufacture via internet. Target time frame for completion of this task is 3 months. Development of an excel-based program for digital capture The existing scanner in clinical area can fully scan and capture the GTIN, expiry date and lot number. These meaningless numeric data requires program interpretation to be used. By scanning the items, the quantity, the expiry date and the lot number can be captured and stored in the excel file avoiding manual paper documentation and subsequently manual input into computer. Conducting an experimental study to compare the new method with the old one Staff will be assigned to perform stock take for laparoscopic consumable items which consists of approximately 90 different types of items using GS1 barcode scanning (new method). The control group is using paper documentation manually (old method). The time required and the accuracy data will be compared and studied.
Result & Outcome :
Efficiency and accuracy for expiry management Comparing with the old method, the time required for stock-take using new method was decreased by 50%, from 150 minutes to 70 minutes. The accuracy of recording expiry date is 100%, while 88% for the old method. Optimal level of inventory Since the data become more accurate and easy access. Better utilization of soonest- expiry item is also achieved. The wastage of items is decreased. Staff satisfaction An evaluation was conducted among OT staff. 100% expressed that the new method reduced human error and fatigue, in which affecting the job efficiency. New method enhanced their job satisfaction on stock management. Conclusion OT from different hospitals can make use of GS1 barcode system and establish an in-house integrated system to deal with the supply chain management. The GS1 barcode system not only improves the supply chain management but also enable the point of care.
