Authors (including presenting author) :
WONG KSJ (1), LAM WMW (1), SO YFE (1), WONG CF (1), AU YTW (1), Tsang WSJ (1)
Affiliation :
(1) CUHK Medical Center, Emergency Medical Center
Keyword 4: :
report tracking
Introduction :
At the Emergency Medical Centre (EMC) of CUHK Medical Centre, managing patient flow efficiently is crucial, especially when timely access to investigation reports is required. The old paper-based tracking system was time-consuming and often resulted in missing handover sheets, causing delays and extra work. This project aims to support the hospital’s green initiative by reducing paper usage and moving towards a paperless emergency department.
Objectives :
The main goal was to modernize the report tracking process by replacing manual paperwork with a digital solution. We wanted to speed up report retrieval, improve staff workflow, reduce the risk of missing documents, and take the first step towards a fully paperless workflow.
Methodology :
We used the Plan-Do-Check-Act (PDCA) framework for this project. First, Microsoft Planner was introduced as a central digital dashboard for real-time tracking. Second, the physical filing system was reorganized by “Case Doctor” and “Date”. After implementation, a survey was conducted among nursing and administrative staff (N=42) to collect feedback on user satisfaction and workflow impact.
Result & Outcome :
The survey received 26 responses (61.9% response rate). Results showed a clear improvement in user experience, with the average satisfaction score increasing from 3.67/5 (paper system) to 4.10/5 (digital system). All respondents recommended continuing with Microsoft Planner. Correlation Analysis The main factor driving workflow improvement was software usability. There was a strong positive correlation (r=0.69) between ease of using Microsoft Planner and overall improvement. In contrast, a weak negative correlation (r=-0.22) was found for the old paper system, meaning staff who were comfortable with the old way saw less improvement than those who found it difficult before. Conclusion Digitizing the report tracking process has solved many of the old system’s problems and helped the department move towards its environmental goals. The data shows that software usability is key to success, so future efforts should focus on training and improving the Microsoft Planner interface, rather than further changes to physical storage. To ensure everyone adopts the new system, it is important to show the long-term benefits to staff who are used to the old methods. This project provides a good model for other departments aiming to go paperless.
