Authors (including presenting author) :
Lau CW (1), Leung ML(1), Lam YF (1) , NG NL(1)
Affiliation :
(1) Department of Medicine, Pamela Youde Nethersole Eastern Hospital
Introduction :
Effective management of intravenous (IV) fluids is critical in ensuring patient safety and efficient hospital operations. In public hospitals in Hong Kong, maintaining appropriate stock levels and verifying the expiry dates of IV fluids is a labor-intensive and time-consuming process. Ward clerks often spend substantial time manually counting IV fluid inventories and cross-checking expiry dates, which can result in inefficiencies, increased workload, and a heightened risk of errors. Over-ordering may lead to overstocking and wastage of resources, while under-ordering creates risks of shortages, potentially jeopardizing patient care. These challenges highlight the urgent need for a streamlined and automated solution that optimizes manpower and enhances operational accuracy. By leveraging technology, hospitals can address these challenges, reducing manual errors and improving overall inventory management.
Objectives :
The primary objective of this project is to revolutionize IV fluid management through the implementation of an RFID-based electronic verification system. Specific goals include: 1) minimizing the time and effort required for manual inventory counting and expiry date verification; 2) preventing overstocking and wastage by maintaining optimal stock levels; 3) enhancing patient safety by eliminating errors associated with expired fluids; 4) providing robust training and resources to ensure seamless staff adoption of the new system; and 5) demonstrating the effectiveness of integrating technological solutions into healthcare resource management practices to improve efficiency and reliability.
Methodology :
To achieve these objectives, an RFID-based system integrated with customized software will be deployed. Each IV fluid unit will be labeled with an RFID tag containing key details, including the fluid type and expiry date. During the stocking process, ward clerks will collaborate with nurses or supervisors to verify the accuracy of RFID labels and sign off on their correctness. Clear instructional materials, such as step-by-step guides, diagrams, and tutorial videos, will be created to train staff on label creation, device usage, and software operations. Hands-on training sessions will address practical challenges and enhance staff confidence. Routine scanning of stocked IV fluids will be conducted using RFID scanners, with the data uploaded to the software to generate real-time reports on inventory levels and expiry dates. Feedback from staff will be collected regularly to refine the system, ensuring continuous improvement and user satisfaction.
Result & Outcome :
The RFID-based electronic verification system significantly improved the efficiency of IV fluid management. Ward clerks in the pilot ward were responsible for managing over 450 items across more than 20 types of IV fluids every month. Statistical analysis revealed substantial time savings and improved satisfaction. Comparing pre- and post-implementation data over a three-month period, manual counting by trained staff consistently took one hour, whereas RFID-assisted counting was completed within 15 minutes. A questionnaire administered after the trial period showed that ward clerks rated their satisfaction and self-efficacy scores for handling RFID machines as high. They strongly agreed that the RFID system greatly reduced their workload and time spent on manual counting. Additionally, ward nurses expressed high agreement that the RFID IV fluid expiry date checking system enhanced patient safety in the ward and supported its continued use. The system's accuracy and efficiency were clear improvements over traditional methods.
Looking forward, the project plans to extend the RFID IV fluid management system to other wards within the Medical Department, ensuring wider adoption and further optimization of healthcare resource management across the hospital.
