Authors (including presenting author) :
Wong KK (1), Choi ST (1), Law MS (2), Wong WY (2), Kwok YL (2), Mo TH (2), H Lee (3), J Leung (3), Chu KC (3), Fan CM (3)
Affiliation :
(1) Department of Orthopaedic and Tramuatology, Kwong Wah Hospital, (2) Department of Anaesthesiology & Operating Theatre, Kwong Wah Hospital, (3) Department of Information Technology, Kowloon Central Cluster
Introduction :
Mismatch or inappropriate surgical instruments during implant removal procedures often result in prolonged operative time, increased risks of complications, and unnecessary wound reopening. These issues arise from factors such as incomplete documentation, vendor transitions, and inadequate communication between hospitals and suppliers. To address these challenges, this study introduces a secure, cloud-based electronic implant record system to ensure accurate tracking of implants and their corresponding removal instruments, ensuring safe and efficient surgical procedures.
Objectives :
The project aims to (1) reduce the risk of mismatched instruments and procedural delays, (2) simplify the process of locating implant records and associated instruments, and, (3) create a secure, accessible, and efficient cloud-based database for healthcare providers.
Methodology :
The Electronic Implant Record System is a centralised library of implant records with data uploading and retrieval functions created on the Hospital Authority (HA) drive. Following implant placement, patient and implant details are recorded and faxed to the responsible vendor for verification and instrument matching before uploading the data to the system via a Share-Out function. System access by vendors is secured via a two-factor authentication process, including a one-time password (OTP) with secure email verification. Data will subsequently be accessible by doctors via the hospital intranet or "myHR" app. Any downloaded files are encrypted with a password to ensure patient confidentiality. Each record is systematically organized for easy retrieval.
Result & Outcome :
A pilot trial involving two vendors has demonstrated the system’s functionality. Both vendors successfully uploaded data and adapted to the dual-password security system. Minor confusion regarding password management was resolved with a quick-start guide. Doctors reported no difficulties accessing the database through the intranet or "myHR" apps. Future development will involve IT department collaboration to integrate patient records directly with implant files, further enhancing efficiency and accessibility.
The implementation of a cloud-based implant record system has demonstrated its potential to reduce mismatched instrument risks, improve procedural efficiency, and enhance patient safety during implant removal surgeries. This approach offers an efficient solution to the significant operational problem in hospitals, aligning with broader healthcare goals of improving patient outcomes and operational efficiency.
