Authors (including presenting author) :
Chan HK(1), Seto TYM(1), Hui P W(1), Kwok SYP(1), Law Kelvin(2), Wong Kevin(2), Chong SW(2), Chau Cally(3), Siu Maggie(3), Choi Jeffery(3), Cheung KW(1)
Affiliation :
(1)Obstetrics and Gynaecology Department, Queen Mary Hospital, (2)Information Technology Department, Queen Mary Hospital, (3)Information Technology Department, Hospital Authority Head Office
Introduction :
In response to recurrent challenges such as the loss of paper records containing sensitive patient information and the inefficiencies stemming from manual booking procedures within O&G department, we are embarking on a transformative journey towards an internal SMART online electronic booking system.
The frequency of incidents involving the misplacement of critical patient data, coupled with the strain on manpower resources and the inherent data privacy risks associated with manual record-keeping procedures, has underscored the urgent need for a more streamlined and secure approach to managing our booking processes.
Traditionally, the cumbersome task of coordinating procedures involved a maze of phone calls between doctors and various wards, relying on clerks and nursing staff to meticulously record patient details on specific dates. This method not only posed the risks of data loss and breaches but also led to significant time wastage and a lack of real-time visibility into our booking landscape.
Thus, our team together with local IT and HOIT worked collaboratively to embark on our journey towards revolutionizing our booking procedures, ensuring a seamless transition to a more efficient and secure electronic system that prioritizes patient confidentiality, optimizes resources utilization, and ultimately elevates the quality of care we provide in our department.
Objectives :
To enhance workflow efficiency.
To enhance communication within the team.
To mitigate the risks associated with accidental data loss, ensuring the utmost security and accuracy in handling patients’ information.
Methodology :
- Seek approval from HKWC/QMH Intranet Website Controller &
HKWC Information Security & Privacy Officer; PAS Revamp Collaboration Meeting; PAS Enhancement Meeting; and HAIT in setting up TESTING environment and retrieve patient demographic information from HA system (Sept 2021-Jan 2022).
- May 2022 Seek approval in the 52nd O&G SCIS WG meeting for retrieving OBSCIS data from HA system to QMH local online booking system
- Sept 2023 1st UAT for the online booking system
Result & Outcome :
Rollout of phase 1 began in 10/2023, since then over 600 cases have been booked online, saving more than 600 phone calls made by doctors and nurses from various sites. With the new system, at least 3000 minutes have been saved on the receiving end of phone calls.
Phase 2 started in 12/2023 which allowed booking from Tsan Yuk Hospital (our satellite unit of prenatal diagnostic center). So far over 175 cases were booked via the new system.
Phase 3 (ongoing) – expand to Maternal & Fetal Medicine (MFM) clinic & GYN stream.
The successful implementation of the internal online electronic booking system for obstetrics services has yielded remarkable results and outcomes that have significantly transformed our operational landscape.
First and foremost, the system has effectively eradicated incidents of incorrect bookings (1% in old system versus Zero incidents since the launch of the new system) and overbookings (which occurred almost every month with the traditional system versus Zero in new system). This ensures that patient procedures are scheduled accurately and efficiently. To ensure booking accuracy, interfacing the system with OBSCIS automatically calculates “gestational age on the admission date” which guarantees precise bookings and reducing the need for manual calculations. This precision has enhanced patient care and optimized resources allocation within department.
Furthermore, the overwhelming satisfaction of our staff stands as a testament to the system’s success. With 100% of our team expressing contentment with the new booking system, morale has soared, fostered a more positive and productive work environment.
The system’s clear and user-friendly interface has been instrumental in garnering widespread approval from both nursing and medical staff. Its intuitive design has streamlined booking processes, making it easy for all team members to navigate and utilize effectively.
