Authors (including presenting author) :
Cheng CF(1), Poon KH(1), Tong HY(1), Wong N(1), Tsoi YK(1)
Affiliation :
(1)Department of Medicine, Haven of Hope Hospital
Introduction :
Effective management of staff duty requests is crucial for staff satisfaction and service quality. Traditional manual processes often lead to delays, errors, and inefficiencies. The Electronic Online Duty Request Platform (E-Duty Platform) addresses these issues with a user-friendly approach. This platform boosts operational efficiency, reduces paper usage, and improves data sharing, aligning with the "SMART Hospital" vision. Guided by Lean Management principles, it focuses on enhancing staff engagement and streamlining workflows.
Objectives :
1)To enhance operational efficiency by transitioning from paper-based to electronic processes for duty requests. 2)To improve staff satisfaction by simplifying shift requests and fostering transparency through Lean Management principles.
Methodology :
The E-Duty Platform was developed using a cost-effective electronic system supported by Chat-GPT to enhance user experience and optimize functionality. Lean Management principles were employed to identify and eliminate waste, streamline workflows, and improve overall efficiency. A participatory approach involved frontline staff in providing input on their needs, which guided the platform's design. Training sessions familiarized staff with the new system, and feedback was gathered for iterative improvements.
Result & Outcome :
The E-Duty Platform demonstrated significant improvements in efficiency, usability, and staff satisfaction. A post-survey conducted with 20 users, including frontline nurses, patient care assistants (PCAs), and managerial staff, revealed that 90% had used the platform for over six months, indicating familiarity. Ninety-five percent rated the system as "easy" or "very easy" to use, and 100% agreed it was more convenient than manual processes. Additionally, 95% found it more time-saving than paper-based methods. Seventy-five percent reported being "very satisfied," while 25% were "satisfied" with the new platform. Feedback from supervisors responsible for preparing the duty roster highlighted several advantages of the E-Duty Platform. They appreciated the easy access to real-time staffing data, which enabled better decision-making and improved communication with staff regarding their schedules. Lean principles effectively streamlined administrative tasks and enhanced transparency, aligning with SMART Hospital goals and fostering a culture of continuous improvement.
