Authors: (including presenting author): :
So MY, Wong JDH, Mak SC, Cheng T
Affiliation: :
Operating Theatre, North District Hospital
Keyword 2: :
Specimen delivery
Keyword 3: :
Safety culture
Introduction: :
The operating theatre (OT) of North District Hospital (NDH) handles over 6,000 operations per year, involving more than 5,000 specimens. Effective management of this substantial volume of specimens is crucial, as the loss or misplacement of any specimen can lead to serious consequences, including delays in diagnoses and treatments, as well as the possibility of additional procedures for patients. To mitigate these risks, we initiated a project focused on improving the tracking of specimens through the implementation of advanced technology that provides real-time location data of the specimens. This innovative approach aims to enhance the reliability and safety of specimen delivery in the OT of NDH.
Objectives: :
The objectives are:
1. To identify the service gaps by reviewing current local practices;
2. To establish a specimen tracking system using smart technology;
3. To evaluate the accuracy of specimen delivery from the OT to the laboratory after the implementation of the new tracking system.
Methodology: :
The project follows the Plan-Do-Check-Act (PDCA) methodology. In the planning phase, the current practices were reviewed. The potential for human errors and reliance on a paper-based tracking system were identified. As a result, we recognized the necessity of developing a comprehensive specimen tracking system that incorporates Radio-Frequency Identification (RFID) technology. Under the new tracking system, an extra RFID label will be generated for each specimen. The specimens will be stored in designated transporters and a specimen trolley that can only be accessed by authorized personnel. The real-time location of each specimen can be monitored via a dashboard in the theatre, recovery room and laboratory. Additionally, an alarm will be triggered if a specimen is left unattended for more than 30 minutes, safeguarding the delivery of specimens. The "Do" phase involved the integration of the smart technology into our existing processes, including staff training on the new system and the deployment of necessary hardware and software. During the "Check" phase, we initiated a one-month trial and monitored the system's performance through data collection and analysis, assessing specimen tracking accuracy. Finally, the "Act" phase involved refining the process based on the data analysis, ensuring that our objectives were met effectively.
Result & Outcome: :
During the trial period, 30 specimens from general surgery cases were processed using the new tracking system, yielding the following results: With the new alarm system in place, we achieved 100% accuracy in specimen delivery, with no specimens lost or misplaced during the trial period. This feature ensures timely intervention and enhances the overall security of specimen handling. Besides, the system achieves a faster data retrieval time of less than 10 seconds, with users able to access specimen location instantly by simply viewing the dashboard. In addition, the time required to generate an RFID label is 25 seconds or less, which is more efficient and accurate than the traditional method of handwriting labels. These ensure a higher level of safety in specimen identification. The effectiveness of the program will be continuously monitored by tracking key metrics such as the accuracy and the incidence rate of lost specimens, ensuring the ongoing safeguarding of the specimen delivery journey.
