Authors (including presenting author) :
Cheng KY(1)
Affiliation :
(1)Obstetrics & Gynaecology, Prince of Wales Hospital
Introduction :
In the Obstetrics and Gynaecology (O&G) Day Ward, traditional methods for capturing clinical images during hysteroscopic and colposcopic procedures have been inefficient and costly. Gynaecologists previously relied on printed photographs, which required expensive photo paper and manual attachment to patient medical records. This method not only consumed valuable time but also posed challenges in organization and retrieval. To improve these processes, the Endoscopy Image Capture System (EICS) was integrated into the Endoscopy Record System (ERS), enabling real-time image capture and post-procedure editing.
Objectives :
The objectives of implementing the EICS include enhancing clinical efficiency, achieving cost savings, improving documentation accuracy, ensuring patient safety, and increasing user satisfaction.
Methodology :
The project involved extensive collaboration with the HOIT & Health Informatics team and the local IT team to ensure a smooth implementation of the EICS in the O&G Day Ward. Key steps included:
1. Interdepartmental Meetings: Organizing meetings among stakeholders to align project goals, requirements, and timelines.
2. Procurement: Identifying and acquiring necessary hardware, such as capture cards, foot pedals and S-video cables, to prepare for installation.
3. System Installation: IT teams managed the installation of hardware and software, ensuring smooth functioning of the system.
4. Training: Training sessions were conducted for all relevant staff, focusing on system functionality and documentation processes.
5. Full Implementation: Following successful training, the EICS was fully implemented, with ongoing IT support for technical issues.
Result & Outcome :
1. Improved Efficiency by reducing average documentation time
2. Cost Savings by decrease printing costs
3. Improved User Satisfaction by staff satisfaction survey
4. Rapid Record Retrieval by reducing retrieval time of previous endoscopic clinical photos.
5. Enhanced Patient Safety by better decision making
The introduction of the EICS in the O&G Day Ward has led to significant improvements. From Nov 2023 to Nov 2024, over 1400 endoscopic cases were processed, resulting in more than 6000 images captured. Clinical staff reported a noticeable reduction in documentation time, allowing for greater focus on patient care. Previously, retrieving old medical records for comparison with current clinical findings took 1-2 working days. With the EICS, gynaecologists can now retrieve photo records within seconds, enhancing efficiency and improving patient safety through better clinical decision-making. A preliminary financial analysis indicated a 95% decrease in printing costs. Staff satisfaction surveys showed that over 90% of respondents agreed that the system improved workflow, quality, and accuracy of documentation, with 100% expressing satisfaction. In conclusion, the EICS has transformed clinical image management in the O&G Day Ward, leading to enhanced patient care and operational efficiency.
