Authors (including presenting author) :
Cheung WC(1), So YS(1), Hui ST(1), Siu WL(1), Li WY(1), Yeung YL(1), Leung TY(1), Cheung KC(1), Kong YT(1), Suen PN(1), Chau MY(1), Ho KWE(1), Law YKB(1), Wong CL(1), Tsang WY(1)
Affiliation :
Department of Medicine and Geriatrics, United Christian Hospital
Keyword 3: :
5S Methodology
Introduction :
Our ward replied on over 130 paper documents, making organized file trays essential. However, the existing system was cluttered and inefficient. Staff often struggled to find the correct forms quickly, leading to wasting time and risking errors. In such a busy environment, these issues disrupted workflow, reduced productivity, and created frustration.
Objectives :
1. To apply 5S methodology to organize file trays 2. To use technology to accelerate document searches
Methodology :
We transformed the file tray from passive storage into an efficient system using the 5S methodology: ==>Planning Phase - Assigned a responsible person - Anticipated resistance and set a timeframe - Chose a minimally disruptive way - Gathered stakeholder feedback ==>Sort - Reviewed all documents and removed expired items ==>Set in Order - Grouped documents by workflow (e.g., nursing care, phlebotomy tasks, ward operation) - Applied color coding for categorization (e.g., red for phlebotomist tasks) - Arranged by usage frequency - Assigned unique codes (A1–L17) with document names and MR form numbers ==>Shine - Ensured sufficient document supplies ==>Standardize and Sustain - Labeled trays clearly (e.g., respiratory care: Oxylog 3000+, Bipap, Airvo2 chart) - Scheduled regular check ==>QR Code Implementation - Posted QR codes linking to the tray index - Enabled staff and newcomers to locate forms quickly using unique codes across 204 trays
Result & Outcome :
#ERROR!
