Authors (including presenting author) :
Chan MY (1), Cheung PH(1), Cheng KM(1), Pong YK(1), Ip WL(1)Cheung CN(1), Kwok YY(1) & Leung SM(1)
Affiliation :
Department of Tuberculosis & Chest (DTBC), TWGHs Wong Tai Sin Hospital
Keyword 1: :
Tracking System
Keyword 3: :
inventory management
Introduction :
In healthcare delivery, effective inventory management is a critical determinant of operational efficiency and cost control. Our respiratory department faces challenges in tracking the large number of specialized consumables such as ventilators, bronchoscopes, sleep laboratory, and lung function equipment that go beyond those encountered in general medical wards. The implementation of electronic consumable tracking systems represents a strategic approach to addressing these complex inventory management needs. Research demonstrates that systematic tracking prevents treatment delays and enhances patient safety by ensuring critical supplies are available when needed. Missing or expired supplies can delay treatment and increase the risk of medical errors, while proper inventory management helps healthcare professionals have timely access to necessary resources. Making the move from paper records to electronic systems requires comprehensive planning and good communication to help staff adapt the new system and maintain smooth daily operations.
Objectives :
To implement and evaluate an electronic consumable tracking system in the respiratory department aimed at improving inventory accuracy, reducing recording time, minimizing equipment search time, and enhancing stock and expiry date monitoring.
Methodology :
The respiratory department transitioned from a paper-based record system to an electronic consumable tracking system starting in March 2025 after thorough planning initiated in late 2024. The key steps included: • Comprehensive Preparation: Categorized consumables by type and location (general storeroom, sleep lab, bronchoscopy room, lung function room) and developed a detailed consumable list. • Systematic Data Entry: Entered all consumable information accurately into the electronic system to establish a reliable inventory baseline. • Staff Training: Conducted targeted training sessions to ensure all users were familiar with the system and able to comply with new workflows. • Trial Phase: Launched a pilot implementation to monitor discrepancies in stock levels and recording accuracy. Continuous monitoring during the trial evaluated system performance and usability. • Continuous Monitoring & Feedback: Evaluated system performance focusing on recording time, equipment location efficiency, and expiry date accuracy; collected staff feedback for ongoing improvements.
Result & Outcome :
Through structured planning and trial phases, we reduced recording time from 5 minutes to 1 minute and consumable location time from 7 minutes to 2 minutes by utilizing an electronic tracking system. Nurses proactively used alert notifications and reports to identify stock levels and expiry risks, facilitating timely ordering and optimized usage, which significantly improved inventory accuracy and operational workflow. The successful implementation of the e-consumable tracking system in our respiratory department was driven primarily by effective and strategic planning. While technology deployment enhanced inventory management efficiency, reduced workload, and improved stock and expiry monitoring, it was the comprehensive planning, staff education, and ongoing performance evaluation that proved pivotal. The foundation of effective planning and staff engagement not only ensured sustainable improvements in resource management but also empowered our team to focus more on delivering high-quality respiratory care rather than administrative tasks.
