Authors (including presenting author) :
HUNG P. (1), WONG A. (1), LAM J. (1), YAM R. (2), LAM MS (3), LEUNG Q. (3), WONG PMB. (1), HAU LM (1)
Affiliation :
(1) Quality & Safety Division, NTWC (2) Health Information & Records Management Unit, NTWC (3) Nursing Services Division, NTWC
Introduction :
Patient discharge documents contain essential medical information and sensitive personal data. The misplacement of these documents can significantly impact continuity of care and lead to privacy breaches. Previously, discharge documents of patients transferred by Non-Emergency Ambulance Transfer Service (NEATS) were placed in patient belonging bags without designated storage and often remained unsealed. In view of the potential for misplacement of discharge documents, improved handling of discharge document is critical.
Objectives :
To minimize the risk of loss of discharge document and to strengthen the handover of such documents among hospital staff and carers.
Methodology :
The patient belongings bag was modified to enhance document security, key changes included: (1) sealable inner pocket dedicated for document storage; (2) flat bottom design increased the bag’s volume, preventing the seal from breaking when bulky items were added; (3) eye-catching alert message “The inner bag is used for containing patient’s confidential documents; please check before disposal,” was printed on the inner pocket with a pink background as a reminder to carers. A structured handover mechanism was also established for transferring the patient belonging bag and discharge documents from ward staff to portering staff, NEATS staff and carers. A trial was conducted in August 2024 at Pok Oi Hospital and Tin Shui Wai Hospital. Ward staff were instructed to properly seal both the inner pocket containing discharge documents and the main bag containing patient belonging before handing them over to the portering team for subsequent transfers.
Result & Outcome :
Feedback collected from ward staff in September 2024 indicated positive responses regarding ease of use and security. All of them agreed the inner bag was easy to use and could be securely sealed up to prevent documents loss. The alert message with pink colour background also served as a protective cover to prevent exposure of patient data during transfers. Minor modifications to the bag’s printing and tape materials were suggested and will be implemented. The final version is set to be rolled out across the NTW cluster in March 2025.
