Authors (including presenting author) :
Cheung YH(1), Chu KW(1), Yuen WT(1), Yau WL(1), Kwok Y(1)
Affiliation :
[1[ Department of Medicine, Haven of Hope Hospital
Introduction :
Effective stock management is essential for the efficient functioning of healthcare facilities. The treatment room is crucial for patient care. The systematic organization and availability of medical supplies significantly impact the efficiency of care delivery and patient outcomes. This paper presents a strategic initiative known as the Smart Stock Program (SSP), designed to enhance the management and retrieval of supplies in the treatment room of the Orthopedic Rehabilitation Ward at HHH.
Objectives :
1)To streamline the search process by systematically organizing medical supplies, enabling quick access and reducing the time healthcare staff spend locating specific items. 2)To enhance stock utilization by maintaining adequate inventory levels and ensuring timely replenishment of essential items. 3)To reduce waste by improving stock management, allowing for early identification of nearly expired items.
Methodology :
The Smart Stock Program (SSP) involves reorganizing the treatment room to categorize medical supplies based on usage, urgency, and frequency. This will include organizing supplies into sections such as wound care, oxygen care, intravenous line care, orthopedic devices, and general medical tools. A new color-coding system with clear labeling on shelves will be introduced, and strategic signage will guide staff to the required supplies efficiently. A digital Excel system will be implemented to track stock names, locations, expiry dates, quantities, and replenishment methods. This system will feature automated alerts for restocking and items nearing expiry. Two identical training sessions will be conducted to familiarize staff with the new Excel system, covering its use, proper labeling techniques, and effective search strategies. A feedback mechanism using Google Forms 5-point Likert Scale will be established to collect staff input on the system's effectiveness and identify areas for improvement, ensuring ongoing optimization of the program.
Result & Outcome :
Feedback was collected from 21 nursing staff regarding the SSP. All respondents agreed that the SSP streamlined search processes and organized supplies, reducing the time spent locating items, thus allowing more focus on patient care. Additionally, all staff believed that the program enhanced their efficiency and improved overall ward operations. Furthermore, 19 (90%) of staff strongly agreed and 2 (10%) agreed that the program facilitated stock usage and minimized waste by managing inventory expiry dates effectively, ensuring essential supplies remain available and reminding staff to monitor items nearing expiration. Notably, 18 (86%) of nursing staff reported a reduction in item search time by approximately 30 seconds to 1 minute, and none reported finding expired items after implementing the SSP.
