Authors (including presenting author) :
Cheung YP (1), Chiu CT (1), Nancy CHOW(1), Modissa NG (1), Mandy KWOK(1)
Affiliation :
(1) Nursing Service Division, Tseung Kwan O Hospital
Introduction :
The effective management of nursing qualifications and training records is crucial for ensuring patient safety, planning manpower, fostering professional development and achieving accreditation. At Tseung Kwan O Hospital (TKOH), nursing staff engage in a diverse array of learning activities, including academic programs, specialty training, resuscitation and ventilator training, CRM/simulation training, and mandatory training. To enhance oversight and accessibility of qualification information for both managers and frontline staff, TKOH NSD has developed the Nursing Qualification Record System—a dedicated, web-based platform designed specifically for nursing. This system consolidates essential qualification and training data for all nursing personnel into a single, structured database, providing hospital-wide analytics. It also serves as a self-development portfolio, enabling individual nurses to review their records, identify development needs, and plan future learning.
Objectives :
1.Unified Digital Platform: Establish a comprehensive digital platform that consolidates nursing qualifications, including academic degrees, specialty training, resuscitation training, CRM/simulation activities, ventilator training, and mandatory training. 2.Resource Utilization: Enhance the utilization of training resources by providing accurate, up-to-date information on staff training needs and existing qualification profiles, facilitating effective training budget planning and quota arrangements. 3.Structured Overview for NSD: Provide the NSD with a hospital-wide, structured overview of nursing qualifications 4. Administrative Efficiency: Improve administrative efficiency in compiling qualification and training statistics
Methodology :
The Nursing Qualification Record System was developed as a web-based application utilizing React 19.0 with Material-UI for the frontend and Firebase Firestore with Firebase Authentication for the backend. The data model reflects the TKOH structure (12 departments, 54 units) and allows each staff member to maintain multiple qualification entries across more than eight major categories and over 50 subtypes. Role-based permissions were configured to enable NSD and authorized leaders to perform hospital-wide and cross-department queries (e.g., identifying all nurses with valid ACLS), while individual staff members can securely log in to review their qualification profiles as part of their self-development records.
Result & Outcome :
The Nursing Qualification Record System successfully onboarded qualification data for over 1,446 nursing staff across 12 departments and 54 units. 1.Administrative Efficiency : In the previous practice, verifying and consolidating each staff record (checking for typographical errors and merging multiple Excel files) required around 5 minutes per staff member. For 1,446 staff, a single hospital-wide update could therefore consume over 120 staff-hours. In the new platform, staff update their own records directly and in a timely manner within a standardised interface. NSD no longer needs to manually verify and combine multiple Excel files, and one-click export of filtered results has streamlined report preparation for accreditation, audits and internal reviews, resulting in a substantial reduction in administrative workload. 2.Hospital-Wide Visibility: Authorised users can generate instant lists of staff with specific qualifications (e.g. all ACLS-certified nurses, nurses with Master’s degrees) across the whole hospital, providing a clear overview of the qualification profile and supporting strategic deployment and succession planning. As training records are updated in a timely manner in this platform, managers can also retrieve up-to-date information when nominating staff for courses, specialty training or development programmes, making the nomination process more objective, transparent and efficient.
