Authors (including presenting author) :
LEUNG TY(1)
Affiliation :
(1)Accident and Emergency Department, North District Hospital
Keyword 1: :
Medical Consumable Management
Keyword 2: :
Accident and Emergency Department
Keyword 3: :
5S Lean Technique
Keyword 4: :
Project Management Approach
Keyword 5: :
QR-code scanning
Keyword 6: :
Patient Care Efficiency
Introduction :
Effective patient care in nursing is tied to the availability of various medical consumable (MC) items used in different procedures. Challenges have been observed in the existing stock management system, including occasional stock-outs and time-consuming item searches. An integrated approach combining Project Management and 5S Lean Technique was adopted to enhance this system.
Objectives :
To implement a systematic and sustainable management system for MC items in Accident and Emergency Department (AED), ensuring reliable stock availability to deliver effective patient care.
Methodology :
Guided by the five-phase project management framework: (1) Initiation, where discussions with department leaders identified issues in the current stock management system and led to the formation of a project core team. (2) Planning involved task allocation, timeline development, and supporting materials including user guides for the “Cloud Stock Manager” and QR-code scanning tools were prepared to facilitate adoption of the new stocking system. (3) Execution focused on applying 5S: Sort: Sorted items by categories. Set in order: Designed a systematic layout of the storeroom, with color-coded labels for easy identification. Shine: Minimum and maximum stock levels were established, high-demand items were placed within reach, and regular cleaning schedules were implemented. Standardize: Standardization was achieved by the color-coded storeroom layout with displayed item lists, and introducing a “Cloud Stock Manager” Excel database integrated with QR-code scanning via Google Forms, providing automated restock alerts and real-time updates on the quantity of items used. Monthly stock reports, expiry-date visual cues, and item reference book were implemented to maintain consistency, ensure replenishment and first-in-first-out practice across the department. Sustain: Weekly stock reviews and ongoing staff training to enhance continuous engagement. (4) Monitoring tracked progress over six months. (5) Closure occurred by June 2025, with the team disbanding as 5S principles became ingrained in daily practice.
Result & Outcome :
From January to June 2025, staff QR-code scanning compliance increased from 82.5% to 95.1%, while post satisfaction survey showed over 90% agreed in stock availability, processes, and efficiency. The re-structured storeroom minimized search times and eliminated expired items. The integration of two approaches with digital tools successfully transformed MC management in an emergency setting. The system can sustainably serve as a practical, transferable model for other clinical areas while empowering staff through user-centered design.
