Authors: (including presenting author): :
Yuen KC(1),Leung WY(2)
Affiliation: :
(1)(2) Tin Shui Wai Hospital
Keyword 1: :
QR Code Labeling
Keyword 2: :
Consumables and Raw Materials Management
Keyword 3: :
e-form Requisition
Introduction: :
Stocktaking, expiry monitoring, and requisition logistics are key elements in the field of inventory management. Despite careful oversight, inaccuracies in records, human error, and the risk of using expired items still occur. To tackle these challenges, a revamped workflow and VBA programs were developed to enhance the entirety of in-house consumable and raw material transactions. This reduces data entry by staff and drastically decreases the time required for stocktaking practices.
Objectives: :
1. To strengthen monitoring of stocked and used consumables. 2. To simplify the stock take procedure by eliminating data entry with QR codes. 3. To detect and eliminate the risk of using expired items. 4. To capture data on consumable usage, expiry, and disposal. 5. To provide data references on usage for reordering. 6. To enhance the item requisition process for staff with automatic lot suggestions for first-in, first-out and expiry screening.
Methodology: :
1. Review the status of all consumables in the bulk store and assess the feasibility of the project. 2. Identify necessary data and standardize the format for the QR code (e.g. UID*QTY*Expiry*Lot). 3. Acquire hardware and methods for low-cost QR code generation with labelling. 4. Create a database using Excel VBA for stock monitoring (including transactions, lot balance, stocktaking functions, raw material, and in-use item expiry monitoring). 5. Integrate the database with shared lot data for the monitoring system and requisition system. 6. Utilizing hardware (iPad + 2D barcode scanner) for stocktaking 7. Evaluate results and implement new practices in TSWH with continuous improvement.
Result & Outcome: :
1.Time consumption on stock take has been reduced drastically from 2-3 weeks per quarter to 3 days 2.Enhanced monitoring of stock levels and expiry dates. 3.Reduced the risk of expired consumables being used. 4.Simplified data entry for item transactions. 5.Reduced paper consumption with the establishment of e-form. The QR code labeling and monitoring system project addresses the weakness in inventory management known as “unalignment.” It employs a systematic approach that restricts staff from deviating from established procedures by setting key checkpoints at various stages of in-house logistics, including “Receiving,” “Storing,” “Requisitioning,” “Issuance” and “Stocktaking.” This facilitates easy, early identification of discrepancies and helps prevent the use of expired consumables, ultimately ensuring long-term stability in stock management.
