Authors (including presenting author) :
Kwok Y(1),Chu KW(1),Cheung YH(1),Yuen WT(1)
Affiliation :
(1) Department of Medicine, Haven of Hope Hospital
Introduction :
In high-pressure healthcare settings, timely access to critical information is vital for ensuring patient safety and compliance with hospital protocols. In our orthopedic rehabilitation ward, staff members experience uncertainty when faced with acute situations due to infrequent exposure to emergencies. To address this challenge, we developed a one-stop smart iPad solution designed to provide immediate access to essential guidelines, streamline routine checks, and ensure compliance with mandatory training and audits.
Objectives :
1) To enable staff to respond effectively during critical situations by creating immediate access to essential reference. 2) To enhance operational efficiency and accuracy by digitalizing checking forms with automate functions. 3) To ensure all staff meet training standards by centralizing all related documentation and records.
Methodology :
Our initiative is built on three key components 1) Emergency Protocol Access: We offer instant access to critical emergency protocols by creating a user-friendly interface that organizes vital emergency protocols, reference materials, instructional videos, and cue cards into a single page, utilizing recognizable icons in shortcuts for swift retrieval 2) Electronic Checking Forms: We digitized traditional emergency equipment checking forms, incorporating automated functions and streamlined data retrieval to enhance record-keeping accuracy and efficiency. 3) Digital Mandatory Training Record: We centralized documentation of mandatory training and audits into a digital format to improve tracking and compliance, ensuring all staff engage in necessary training. Training was provided to all staff on effectively utilizing the system. Feedback was gathered through surveys, and an analysis was conducted to measure improvements.
Result & Outcome :
A time tracking analysis revealed a dramatic reduction in mean search time for emergency materials, decreasing from 22 minutes to just 9 seconds, which translates to a 99.3% improvement. Additionally, routine checking times for emergency trolleys dropped from 25 minutes to 12 minutes, resulting in a 52% reduction post-initiative. A survey of all 21 staff members indicated unanimous agreement that the new system empowered them to respond more effectively during emergencies. They noted that the electronic forms facilitated easier data retrieval compared to traditional paper forms, thereby minimizing the risk of document misplacement. Furthermore, the initiative achieved 100% compliance among staff for all mandatory training throughout 2024, including ad hoc training on oxygen cylinder management, GCS2024, and regular OSH and infection control audits. Overall, this initiative has significantly improved operational efficiency and elevated patient care standards by integrating essential resources and fostering a culture of accountability and proactive safety measures
