Authors (including presenting author) :
Yau KH(1), Leung SY(1), Yuen KL(1), Yeung KH(1), Yan FP(1)
Affiliation :
(1)Department of Physiotherapy, Yan Chai Hospital
Keyword 1: :
Digital Transformation
Keyword 2: :
Resource Sustainability
Keyword 4: :
Continuity of Care
Keyword 5: :
Smart Hospital
Introduction :
In alignment with the Hospital Authority’s strategic direction towards Smart Hospitals, the Physiotherapy Department at Yan Chai Hospital identified that traditional handover workflow specifically the "Red-Black Book" and manual label peeling—were significant barriers to progress. These manual methods were not only time-consuming and prone to transcription and human errors but also reinforced a reliance on obsolete, paper-based practices. To drive a department-wide cultural shift, we developed a bespoke electronic solution: the [S.M.A.R.T.]E-handover System.
Objectives :
This project aimed to move beyond simple digitization; the goal was to utilize the S.M.A.R.T. framework as a catalyst to transform staff behavior and firmly establish a unified digital culture among all staff members. *[S] Safety: Eliminating transcription errors and enhancing Patient Identification through direct data integration. *[M] Modernization: Replacing the physical "Red-Black Book" with a cloud-accessible, paperless interface. *[A] Automation: Removing manual sorting tasks (e.g., sorting by MFAC) to streamline clinical workflows. *[R] Reliability: Ensuring consistent data accuracy and system availability to support critical clinical decision-making. *[T] Transformation: Changing the department's mindset from traditional manual logging to a sustainable, digital-first ecosystem.
Methodology :
The methodology addressed the S.M.A.R.T. pillars by integrating barcode scanning for patient identification, developing algorithms to auto-sort patients by clinical criteria (e.g., MFAC scores), and establishing a centralized database for real-time consistency. A department-wide training program facilitated the transition from physical logbooks to a digital-first ecosystem.
Result & Outcome :
Post-implementation feedback from 48 staff members (96% response rate) confirmed measurable success across all target areas: [Safety]: The system achieved 100% accuracy in patient identification with zero transcription errors. Staff consensus was absolute: 100% agreed it ensures "safer delivery of intervention," and 89.6% confirmed it reduces error risks. [Modernization]: Eliminating logbooks saved 14,000 gum labels and 700 paper sheets annually. 83.3% of staff agreed the project successfully "promotes a paperless culture." [Automation]: Administrative preparation time dropped by over 50%, with the system auto-categorizing 200+ records instantly. 100% of users noted that automated sorting improved efficiency, while 74.4% reported reduced manpower requirements. [Reliability]: With >90% uptime, 89.6% of staff rated digital data as more reliable than manual methods, and 89.4% agreed it accurately displays all patients requiring attention. [Transformation]: The project successfully shifted behavior. 93.8% agreed the system transformed their workflow, with a high "intention to use" score (4.50/5). Furthermore, 91.3% cited improved team communication, and 83.3% felt the workflow successfully balances safety and efficiency, confirming a positive digital transformation.
