Authors: (including presenting author): :
LI HL(1), CHEUNG SY(1), CHAN FL(1), LAM SL(1), CHIANG KH(1)
Affiliation: :
(1)Department of Physiotherapy, Shatin Hospital
Keyword 1: :
Equipment Safety
Keyword 2: :
Electronic Inventory System
Keyword 3: :
Streamline Date Management
Keyword 4: :
Sustainable Development
Introduction: :
Ensuring the safety and optimal functionality of physiotherapy equipment is essential to safeguarding patients and upholding high standards of care. There were incidents related to loading issues of wall-mounted and ceiling-mounted equipment that have highlighted significant risks to both patient and staff safety. In response to these challenges and the inherited limitations in paper-based manual checks, which were prone to inconsistency and documentation delays. The Physiotherapy Department initiated a Continuous Quality Improvement (CQI) project to develop and implement an Electronic Inventory and Equipment Checking System. This innovative digital platform replaced paper-based documentation, allowing real-time data entry via handheld devices and automatic report generation. The system significantly enhances traceability, accountability, and timely preventive maintenance, while aligning with the Hospital Authority’s Smart Hospital Policy supporting digital transformation, sustainability, and operational efficiency.
Objectives: :
- Enhance patient safety through consistent, timely, and comprehensive equipment checks - Streamline data collection and management in compliance with Smart Hospital Policy - Promote environmental sustainability by establishing a completely paperless workflow - Improve accuracy and comprehensiveness of equipment safety monitoring records
Methodology: :
System development commenced in December 2023 in close collaboration with the contractor to finalize master equipment data and user interface design. Roll-out was executed in two carefully planned phases: - Phase 1 (September 2024): Pilot implementation in three physiotherapy gymnasiums covering daily checking items across the Physiotherapy Department - Phase 2 (February 2025): Full deployment to all ambulatory and inpatient treatment areas, the Geriatric Day Hospital, and Bradbury Hospice. This platform incorporates item-specific checklists based on the PT-COC operation manual and enables real-time updates through handheld devices (e.g., iPads) connected to the department server. Staff were trained to conduct daily, monthly, and half-yearly checks. Automated monthly reports are generated for departmental review, facilitating prompt remedial actions, and strengthened governance.
Result & Outcome: :
Post-implementation compliance audits demonstrated outstanding adherence rates exceeding 95% among Patient Care Assistants and Physiotherapists. A structured staff satisfaction survey revealed high satisfaction levels, with respondents highlighting improved convenience, substantial reduction in administrative burden, superior traceability, and alignment with Smart Hospital Policy. The system’s alert functions and real-time Wi-Fi access were especially appreciated. This initiative has markedly reinforced the department’s patient safety culture by ensuring greater accuracy and timeliness in equipment inspection processes. It exemplifies how targeted application of smart technology can optimize clinical workflows, support Hospital Authority-wide digitalization efforts, advance environmental sustainability through paperless operations, and enable evidence-based management.
