Authors: (including presenting author): :
Wong HW (1), Wong KS (1), Lau TH (1), Ng CKK (1)
Affiliation: :
(1) Department of Orthopaedics/ Gynaecology, Tseung Kwan O Hospital
Keyword 1: :
Team Communication and Operational Efficiency
Keyword 2: :
To-Do-List platform
Keyword 3: :
Joint Replacement Clinic
Introduction: :
Before undergoing joint replacement, clients must navigate a lengthy multidisciplinary peri-operative process. Throughout this period, various changes and complications may arise, affecting clients, surgeons and operations. Thus, a cohesive platform is required to facilitate communication. Historically, communication methods have varied—ranging from verbal exchanges to emails, phone calls, and faxes—making it challenging to trace the progress of tasks and decisions. This deficiency not only impacts operational efficiency but also increases the risk of delays, missed communications, and breakdowns in information transfer. Moreover, message transmission has often been restricted to the referring and receiving parties, leaving other team members uninformed. This limitation can lead to task duplication and misunderstandings, ultimately compromising client care. A unified communication platform is essential to mitigate these risks, streamline message transmission, and enhance operational safety and efficiency.
Objectives: :
1. To develop a To-Do-List platform as a standard mutual electronic tool to enhance interdisciplinary communication. 2. To utilize retrievable and traceable records for monitoring task progress and completion, thereby improving operational efficiency.
Methodology: :
A closed-loop To-Do-List platform, serving as an electronic mutual communication tool, was implemented in April 2025. Team members included Enhanced Recovery After Surgery (ERAS) nurses of the Joint Replacement Clinic (JRC) and designated JR surgeons. Once a referral was input via the platform—including the task's date, brief information, and To-Do-List details—a notification was dispatched to the receiver. If necessary, supplemental notes were included to prompt the receiver to refer to the Clinical Management System (CMS). Upon receiving the notice, the receiver followed the outlined To-Do-List instructions, providing a response and management plan. Upon task completion, the receiver would indicate this status by marking “Done” within the tool. ERAS nurses regularly monitored progress. Once a task was completed and verified by them, a key indicating “nurse acknowledgement” was noted and the task information was automatically marked as complete, reflecting that all necessary actions were fulfilled. This system was restricted to designated team members and secured via access controls. It was designed for use across multiple electronic devices, including computers and mobile phones, allowing for unrestricted message transmission anytime and anywhere.
Result & Outcome: :
From April 2025 to December 2025, a total of 138 tasks (46% of total JR cases) were processed through the To-Do-List platform, encompassing 100 tasks issued to JR surgeons and 38 tasks to ERAS nurses. The average response time ranged from 8 hours to 2 days, with tasks completed within one week. Notably, there was a 100% compliance rate among team members in utilizing the platform. All team members provided positive feedback regarding the electronic mutual To-Do-List platform, emphasizing its role in facilitating a more streamlined workflow and significantly improved their overall effectiveness. They highly recommended its consistent use. The To-Do-List platform proved to be a clear, retrievable, and traceable tool suitable for operation within the Joint Replacement Clinic. It represents a systematic and mutually communicative approach that transforms chaotic task handling into clarity. It effectively facilitates the transmission of messages to the appropriate individuals, ensures task accountability, and monitors progress while confirming task completion. Furthermore, this initiative has enhanced interdisciplinary team communication and spirit, expedited response times, and mitigated uncertainties, thereby improving operational efficiency. Most importantly, it has contributed to enhanced patient safety both perioperatively and post-operatively.
