Authors (including presenting author) :
Ip OL(1), Mak CC(1), Au-Yeung KN(1), Liu MC(1), Wong CK(1), Wong WT(1)
Affiliation :
(1) Operation Room, Department of Anaesthesiology, Pain Medicine and Operating Services, United Christian Hospital, Kowloon East Cluster.
Introduction :
Managing inventory in the Operating Room (OR) ensures the surgeries proceed smoothly and safely. Effective inventory management reduces waste, particularly by preventing expired items from being used and avoiding stockouts, and ultimately contributes to better patient outcomes. However, a single-functional inventory system cannot adapt to varying needs in fast-paced perioperative settings.
In January 2024, a new innovative “Single - “Infinitive” Functional Inventory Management System” (SIFIMS) was invented in OR, which integrated with the Perioperative Nursing Information System (PNIS) to eliminate the need for human resources to track and trace the manual records, provide the comprehensive documentation and nurse planning.
In this article, we illustrated how the SIFIMS tackles the challenges in OR and demonstrates the outcomes.
(1) Managing manual recording of usage of a schedule 2 dangerous drug (Propofol), over 8,000 each year.
(2) Managing consumables inventory, over 4,000 items in OR.
Objectives :
1. Streamline the process and simplify the workflow by 50%.
2. Ensure the database and records accuracy.
3. Enhance the efficiency of tracking and tracing, monitoring, and stocking.
4. Develop the alert system and audit reports.
Methodology :
In February 2024, 100% of the perioperative nurses attended the in-house training of SIFIMS. In March 2024, a trial run of the system was initiated across all 13 theaters in the OR, involving 400 transactions of Propofol. Feedback from nursing staff regarding usability and efficiency was collected, prompting workflow reengineering and further improvements. In June 2024, a trial of managing consumables inventory was conducted. Finally, the system for surgical drapes was implemented in July 2024.
Result & Outcome :
Recording Schedule 2 Dangerous Drug
1. 83% streamlined the drug recording process and simplified the workflow.
2. 100% of drug record accuracy achieved.
3. 97.14% improved efficiency of drug requisition. 100% of real-time tracking and stock monitoring.
4. 96.66% increased efficiency in managing discrepancies by automatically generating reports.
Managing Consumables Items
1. 100% achieved in the accuracy of the consumables database, including quantities, expiration dates, and usage rates.
2. 75% increased efficiency of stock checking.
3. 100% monitored early alerts of nearly expired and out-of-stock items.
4. 90% decreased in searching times of consumables during operations.
Moreover, the system reduced the cost of paper wasted and promoted environmental sustainability. Significantly, the system possesses infinitive possibilities for managing implants, equipment, and instruments for the future.
