Authors (including presenting author) :
K Yiu(1), S Yeung(1), J Wong(1), A Chan(1), K Chow, C Wong, J Lui
Dr M Cheng(1), Dr T Yu(1), Dr E Yeung (1)
Affiliation :
(1)Rehabilitation, Kowloon Hospital
Introduction :
Arranging the duty list for medical staff is tedious and consumes a lot of paper due to frequent updates and amendments. This process requires significant manpower and becomes very difficult if the duty officer is not on site. The updating process is inefficient, and this was particularly challenging during COVID-19, when medical manpower resources changed rapidly due to sick leaves.
To improve accuracy, efficiency, and adaptability to changing conditions, a new structure is required.
A private cloud is a cloud computing deployment model where all cloud resources are dedicated to a single customer or user organization. It offers many benefits of cloud computing environments, including scalability, flexibility, and faster service delivery. At the same time, private clouds are single-tenant, allowing customers to maintain the same level of security, access control, and customization as with on-premises infrastructure1.
Using the private cloud, an electronic platform was created by the duty officer, office secretary, and clerks. They work on the same platform. With this electronic platform and the proper automatic features from "Windows Office," the office secretary and clerks can have a better overview of the medical staff's clinical duties and contribute to preparing the duty list.
Previously the workflow could easily trigger a chain reaction among stakeholders, leading to interruptions and inefficiency. With the new platform shared among parties, duty inputs can be collectively managed. If one person is not on site or on leave, the preparation process will continue uninterrupted. Additionally, the workflow will not be easily affected by adjustment in the manpower of clerks. This setup allows for decentralization in some situations, incorporating the features and advantages of flat management2.
Objectives :
Advantages
I. Paper free
II. Privacy & security is ensured. The Excel file is encrypted with limited “link” and the “link” is not transferrable
III. Easy communication and division of labor among staffs are feasible & efficiently
IV. Easy to read daily manpower distribution
V. Quicker response to ad hoc events is possible
VI. The Excel file is tailor-made to the department and scalability is possible
VII. With the automatic function of the Excel file, typo error is reduced & the preparation process of the duty list is much faster than before.
VIII. Decentralization is feasible
Methodology :
Setup: a computer that can operate 24/7, a tailored Excel file is prepared, and “link”s are created to stakeholders by the Department of Information Technology. These serve as the electronic platform for subsequent work.
Staff: Duty officer office secretary & clerks with the division of labour
Operation rundown:
1. Collect data (duty request) & data input to the Excel file
2. Arrange the core duty of the list
3. Distribute the duty list to colleagues
4. Complete the remaining tasks
5. The system design guarantees that the document remains current and enforces exclusive access for a single user at a time. Other users have read-only access. However, by distributing tasks among clerks, the labor can be divided efficiently.
Result & Outcome :
Results
1. A private cloud with electronic platform is created
2. A paper-free environment
3. No additional cost is required from the setting
4. More efficiency, more than 50% of the time saved compared with the conventional method
5. Faster & quicker response if possible
6. Scalability is possible and enables the unit to meet new challenges
Conclusion
With years of effort from the team members, a flat management is facilitated by an electronic platform. Office secretary and clerks can contribute significantly in the medical staff duty arrangement. And with their contribution, it enables the duty list to be a sustainable, green, accountable, faster, quicker response and measurable tool.
