Authors (including presenting author) :
Wu MC (1), Ma SF (1), Yung KY (1), Lo KY (1), Chan KW (1)
Affiliation :
(1) Department of Neurosurgery, Kwong Wah Hospital
Introduction :
The High Dependency Unit (HDU) of the department of Neurosurgery at Kwong Wah Hospital has implemented Clinical Information System (CIS) for clinical documentation since 2005. Doctors and nurses used this system for patient documentation, continuous vital signs monitoring and ventilator charting. There was an auto-charting function in CIS for vital signs and ventilator data. It’s definitely a useful tool to fulfil “paperless” and allowed nurses to save time for charting data manually, in which enabled nurses to spend more time to attend patients’ needs especially in critical and specialized situations in HDU.
Launching the new CIS during KWH phase one redevelopment in Jun 2023 was a strategic move. This timing could leverage the momentum and infrastructural changes to ensure a smooth implementation. Therefore, a CIS operation support team was formed in April 2022 in order to ensure success in project planning, stakeholder engagement, system design and customization, data migration and integration, training and support. The team was composed of seven HDU nurses and doctor representatives. Configuration meetings were arranged to have in-depth discussion with vendor representatives to customize new CIS for HDU. Moreover, equipment preparation, SuperUser training as well as staff trainings were the conducted.
The transition of a new CIS aims to (i) streamline processes, (ii) improve data management,and (iii) enhance communication among healthcare providers. Newer systems come with enhanced features such as better user interfaces, customized data input, and integration capabilities with current hospital informative system (i.e. CMS and IMPOE system) to further streamline workflows, improve patient care outcomes. Engaging staff early in the process, allowing them to voice concerns, and incorporating their suggestions into the system's design have fostered a sense of ownership.
Objectives :
The objective of staff engagement in the transition of a new CIS in High Dependency Unit is to ensure a smooth transition and effective implementation that enhance patient care. Engaging staff are more likely to adapt quickly, utilize the system effectively, and contribute to optimizing workflows, which ultimately leads to better patient outcomes and more efficient unit.
Methodology :
Engagement strategies included (i) identifying Stakeholders, (ii) involvement in the decision-making process , (iii) SuperUser training and staff training, (iv) regular feedback mechanisms, (v) recognition and incentives, and (vi) leadership support and role modeling.
A staff engagement survey was used to evaluate the user satisfaction and engagement level, perceived ease of use and readiness for change concerning the new CIS. It aimed to gather their feedback and insights on the implementation process. This allowed for identifying areas that may need improvement, understanding the challenges faced by the team, and recognizing their ideas for enhancing the system’s operation. It also ensured the transition meets operational needs and enhanced staff satisfaction.
Result & Outcome :
The results showed that engaging staff in the new CIS establishment yielded several positive outcomes: (i) improved acceptance and usability of the new system; (ii) improved staff job satisfaction; (iii) enhanced collaboration among multidisciplinary teams; (iv) minimized operation disruptions associated with the new system, (v) improved data accuracy and integration capabilities. Staff engagement is essential for running a change project. Understand the benefits of the new system over the old one, which can facilitate a smoother transition to the new CIS and ensure staff are engaged and supportive through the process. By involving healthcare professionals in the planning, training, and evaluation phases, the hospital not only can facilitate a smoother transition but also enhance the quality of patient care and foster a culture of collaboration and continuous improvement.
