Authors (including presenting author) :
Ho HWT(1), Au DYS(1), Leung BST(1), Leung YCM(1), Leung BCH(1), Chan JKY(1), Pang JYW(1), Cheung NT(1), Wong SY(2), Lui CT(3)
Affiliation :
(1)Information Technology and Health Informatics Division (IT&HI), Hospital Authority Head Office, (2)Department of Medicine, Queen Mary Hospital, (3)Department of Accident & Emergency, Tuen Mun Hospital
Introduction :
Pre-laboratory specimen loss poses harm to patients as re-collection could be harmful, or even infeasible. In traditional specimen delivery process, the great reliance on manual procedures caused limited traceability and potential specimen loss. To provide safe and effective care, the Hong Kong Hospital Authority (HA) developed a smart product: Generic Clinical Request System – Specimen Tracking & Acknowledgement Record (GCRS-STAR), enabling an organized specimen journey with improved specimen traceability.
Objectives :
Safe and timely specimen delivery is vital to ensure patient safety and accurate medical diagnosis. The new initiative closes the loop with system integration, enhancing collaboration with real-time monitoring on specimen journey. It aims to streamline the specimen delivery process and achieve zero irrecoverable specimen loss.
Methodology :
Pilot implementation of GCRS-STAR was carried out at Endoscopy Unit and Operating Theatre in two regional acute hospitals. The first half-year data was analyzed to evaluate its effectiveness on optimizing patient safety, efficiency, service quality and environmental sustainability. Feedback from frontline users was also obtained to access its acceptability.
Result & Outcome :
During the first half year, GCRS-STAR visualized 3,330 box journeys with over 18,000 specimens. It saved an estimated 0.1 Full-Time Equivalents (FTEs) from manual record and 50% delivery trip turnaround time. To facilitate early detection of potential delay/loss, it triggered 14 alerts to clinical teams. With early notifications, all 85 specimens involved were recovered. Moreover, an estimation of 3,640 pieces of paper were conserved. The new initiative was welcomed by frontline users. Positive feedbacks mentioned that GCRS-STAR enabled accountable and secure specimen delivery. It also optimized the workflow from specimen collection by clinical staff, transportation by porter service, to acknowledgement in laboratory. To summarize, GCRS-STAR demonstrated high effectiveness and acceptability in clinical settings. It enhanced patient safety with traceable specimen journey and early detection on potential delay/loss. The transformation from paper to electronic record also enhanced efficiency and paper conservation. With the favorable result and feedbacks, GCRS-STAR is planned to be further implemented in all HA hospitals.
