Authors: (including presenting author): :
NG WY, LEUNG MPS
Affiliation: :
Accident and Emergency Department, Princess Margaret Hospital
Keyword 2: :
Operational efficiency
Introduction: :
The A&E Department at PMH manages approximately 300 patient attendances each day. Most patients require investigations such as blood tests and specimen collection, creating a high demand for specimen bottles. Traditionally, clerical staff were responsible for maintaining stock levels, spending significant time twice weekly placing fax orders to the pathology department in the morning and confirming deliveries in the afternoon. Although this system ensured supply continuity, it was time consuming and prone to oversight, especially when staff were occupied with other urgent tasks. To address these challenges, we introduced a more efficient and reliable solution: the Fixed Issue Quantity (FIQ) program.
Objectives: :
1. Streamline the workflow for ordering specimen bottles in the PMH A&E. 2. Improve efficiency and minimize the risk of stock shortages.
Methodology: :
We conducted a detailed review of specimen bottle orders over recent months to determine optimal quantities for each bottle type. These data formed the basis of our FIQ plan. We then collaborated with the pathology department to implement the program.
Result & Outcome: :
Under the FIQ program, frequently used specimen bottles are now delivered every Monday, Wednesday, and Friday, while less frequently used items are supplied monthly or upon request. Clerical staff perform brief stock checks before each scheduled delivery to ensure accuracy and compliance. As a result of these changes, the time previously spent on ordering specimen bottles has been significantly reduced. On average, clerical staff utilized around 30 mins each week for ordering and confirming deliveries. With the FIQ program in place, this time commitment has been halved to just 15 mins weekly. This new system has not only streamlined the ordering process but has also freed up valuable staff time, allowing clerical personnel to focus on other critical responsibilities within the department and enhancing overall operational efficiency during busy clinical situations. To sum up, the FIQ program has reduced clerical time spent on specimen bottle ordering by 50%. This improvement enhances operational efficiency and ensures a consistent, reliable supply of essential materials, ultimately supporting high quality patient care in the A&E Department.
