Authors (including presenting author) :
Wong N(1), Cheng CF(1), Kwok Y(1), Lung KW(1), Ho LK(1), Lee YC(1), Lo OY(1), Kwok KY(1), Tsoi YK(1)
Affiliation :
(1)Department of Medicine, Haven of Hope Hospital
Introduction :
Efficient inventory management is vital in healthcare, especially in clinical settings, as the timely availability of medical supplies affects patient care. This project aims to develop an Electronic Inventory Management System (EIMS) based on the "Sharing Economy" concept, utilizing a centralized approach to support multiple wards in the Geriatric and Rehabilitation Unit (G&R) of Haven of Hope Hospital (HHH). The system tackles common inventory challenges, including waste, tracking difficulties, and procurement inefficiencies, ultimately enhancing operational efficiency by ensuring that essential supplies are readily accessible when needed.
Objectives :
1) To reduce the workload for staff by automating various processes, facilitating real-time availability checks, sharing supplies and implementing expiration date tracking. 2) To enhance overall inventory tracking capabilities and streamline the procurement process. 3) To minimize waste through better tracking, sharing and utilization of medical consumables.
Methodology :
The program was developed using a user-centered design approach, involving stakeholders to identify specific needs and challenges from the G&R unit of HHH. Pilot testing in select wards provided valuable feedback for continuous improvement, enhancing efficiency and ensuring the availability of essential supplies. A centralized inventory database was established, allowing real-time tracking of medical consumables. The system utilizes a QR code for the withdrawal and refill of stock, automating the calculation of inventory levels. These automated various processes facilitate sharing supplies between wards, while standardized protocols ensure regular checks and updates. The system features alert for low stock and expiring items, promoting timely procurement. Additionally, data analytics tools analyze usage patterns to assess product utilization, enabling more accurate forecasting and inventory management.
Result & Outcome :
The new system has significantly streamlined the supply-sharing process compared to traditional methods that relied on phone inquiries, manual stock checks, and responses. We noted that this enhancement can save an average of 10 minutes per request. After a three-month pilot run, a user satisfaction survey collected responses from 46 users. Among them, 41 participants (89%) agreed or strongly agreed that the system is user-friendly, while 42 participants (91%) felt it could reduce their workload. Furthermore, 41 participants (89%) believed that the system would substantially decrease material waste.
