Authors (including presenting author) :
Leung MH(1,2,3), Cheng SY(1,3), Yao PW(1,2,3), Cheng WY(1,3), Cheung LL(1,3), Kwok MF(1,3), Yeung SY(1,3), Yip MY(1)
Affiliation :
1 Department of Medicine, QEH
2 Medical Department Training Committee, QEH
3 Taskforce on EA Retention, Department of Medicine, QEH
Introduction :
The Department of Medicine faces a longstanding shortage in ward clerical staff as a result of low recruitment and retention of new staff that are related to the staff’s unfamiliarity with the ward environment, job nature and the scarcity of on-site support when difficulties arise. The cascade effects spilled over to the ward nurses’ efficiency and quality of patient care as they have to cover extra clerical duties to maintain ward operation. To address this challenge, the Taskforce on Executive Assistant (EA) Retention of our Department piloted an Orientation and Coaching Programme since 26 February 2024.
Objectives :
To assess the impact of the Programme on EA retention since its inception.
Methodology :
The Orientation and Coaching Programme is delivered by an EAI and covers for the first 3 months of each newly recruited EA ward staff. It includes two full-day one-on-one tutorial class at Day 1 and Day 9 focussing on the transfer of core clerical skills in wards setting with hands-on computer simulation training, and also touring the staff to common locations in hospital (e.g. portering service to ultrasound suite) to enhance understanding and memory. Between these two intensive training days, the EAI will accompany the new staff in his/her ward duties for a half day to give on-site coaching. Apart from regular review and progress monitoring. the new staff and ward nurses can directly approach the EAI for queries, settling challenges or emotional support during the Programme. The staff drop-out rate of this Programme from inception to 6 January 2025 was compared with historical control of EA staff recruited from 1 Jan 2023 to 25 Feb 2024 using Kaplan-Meier technique of survival study and statistical significance with log-rank test.
Result & Outcome :
All 21 EA staff in the historical control had left the Department while 15/22 (68%) in the Programme had left; the median duration of staff retention was 53 days and 132 days respectively (p=0.011). Staff retention rates started to diverge from the second month onward. In conclusion, the Orientation and Coaching Programme helps ward EA staff retention especially from the second month and beyond.
