Authors: (including presenting author): :
Chan YL(1), Chung YL(1), Ng SM(1)
Affiliation: :
(1)Accident and Emergency Department, Alice Ho Miu Ling Nethersole Hospital
Keyword 1: :
Workflow Reengineering
Keyword 2: :
Smart Inventory
Keyword 3: :
Operational Efficiency
Keyword 4: :
Clinical Safety
Keyword 5: :
Change Management
Introduction: :
Accident and Emergency departments depend on rapid retrieval of critical equipment to deliver optimal patient care in high-acuity settings. Managing 2,000 equipment over 100 storage locations through manual workflows creates management challenges: labour-intensive stock-taking, delayed equipment retrieval, inventory visibility gaps and resource wastage through overstocking. A self-developed Hybrid Lean-Mobile Application integrating digital workflows, intelligent algorithms and scanning technologies through Google AppSheet and Apps Script was created to reengineer reactive inventory management into proactive smart inventory intelligence.
Objectives: :
(1)Enhance clinical safety and service continuity through rapid equipment access; (2)Establish an integrated information hub supporting staff competence and asset utilisation; (3)Streamline operational efficiency in inventory management; (4)Strengthen resource resilience by preventing stockouts and minimising wastage.
Methodology: :
This ecosystem comprised three pillars: (1)an online platform enabling real-time stock updates and embedded educational resources; (2)QR/RFID scanning with mapping and asset imaging enabling staff to identify and locate equipment;(3)intelligent algorithms utilising consumption and procurement data to generate alerts, procurement recommendations and forecasts. Implementation was guided by Lewin's staged change management framework, ensuring staff preparation, transition and sustainability. A pre/post-test design with 40 staff (70% coverage) compared baseline workflows with post-implementation performance using independent t-tests, chi-square tests and validated satisfaction questionnaires.
Result & Outcome: :
Four dimensions of impact:(1)Clinical Safety: Mean retrieval time for critical items decreased from 3.5 to 1.2 minutes(p< 0.001), enabling faster emergency response; retrieval success rate increased from 65% to 100%(p< 0.05), eliminating failed equipment searches that could compromise patient care. (2)Operational Efficiency: Stock-taking man-hours reduced by 55%(p< 0.001). (3)Staff Empowerment: User acceptance composite mean 4.6/5 with usability rated 4.8/5; 92% reported enhanced confidence with unfamiliar equipment which proved success in supporting clinical competence; documentation quality improved to 4.6/5; 89% staff confirmed enhanced handover standardisation. (4)Resource Resilience: Stockout events fell from 3 to 0 over six months (p< 0.05), ensuring uninterrupted service delivery; ongoing 12-month monitoring provide early trend in wastage reduction. A Hybrid Lean-Digital platform markedly enhances A&E inventory management, strengthens clinical safety and optimises resource utilisation. This smart inventory model offers a scalable, integrated solution to clinical challenges in high-acuity environments.
