Authors (including presenting author) :
Wong N, Cheung CF, Poon KH
Affiliation :
Department of Medicine , Haven of Hope Hospital
Keyword 1: :
Electronic Inventory Management System
Keyword 3: :
Cost Effectiveness
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 (HOHH). 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 HOHH. A centralized inventory database was established, allowing real-time tracking of medical consumables. Automated withdrawal processes facilitate sharing supplies between wards, while standardized protocols ensure regular checks and updates. The system features alerts for low stock and expiring items, promoting timely procurement. Additionally, data analytics tools analyze usage patterns for informed decision-making.
Result & Outcome :
The new system has significantly streamlined the supply-sharing process compared to traditional methods, which relied on phone inquiries and manual stock checks. This improvement saves an average of 15 minutes per request. Although the implementation of the new system has just begun, early observations suggest a positive trend in waste reduction. Initial feedback indicates that improved tracking and utilization of medical consumables are likely to lead to a significant decrease in waste over time. Notably, in the pilot ward store for shared tracheotomy tubes, no expired items have been wasted in the past year.
