Authors: (including presenting author): :
Chau LF(1), Leung TF(1), Chu KW(1), Wong YH(1)
Affiliation: :
(1) Operation Room Instrument Store, Department of Anesthesiology, Pain Medicine and Medicine and Operating Services, United Christian Hospital
Keyword 1: :
Operating Room Instrument Store
Keyword 2: :
Pick-by-Light
Keyword 4: :
LED Indicators
Introduction: :
To meet rising surgical demand, the hospital initiated projects to optimize workflows. One major challenge was prolonged instrument preparation and the steep learning curve caused by the complex layout of 3,267 instrument sets and 4,265 supplementary items stored in 1,386 carts and 150 drawers. These inefficiencies increased workload and delayed operations.
Objectives: :
•Reduce time required to locate and prepare surgical instruments
•Lower cognitive and physical workload by minimizing memorization and unnecessary movement
•Facilitate onboarding and training for new staff
•Enhance operational efficiency and staff well-being
Methodology: :
Plan:
A smart “Pick by Light” system integrated with the Surgical Instrument Tracking System (SITs) was implemented. It aims to improve efficiency, reduce errors and support staff training.
Do:
LED indicators and digital displays were installed on storage shelves. When a picking list is activated, the system lights up required locations, guiding staff visually during preparation. Time studies and user surveys were conducted to evaluate usability, efficiency, workload, and satisfaction.
Result & Outcome: :
Check
• Time study of 35 cases showed mean preparation time dropped from ~10 minutes to 7–8 minutes, a 20–30% reduction. • Survey of 23 staff (10 support, 13 nursing; 7 with < 3 years’ experience): •22 satisfied overall; 19 would continue using the system.
•12 reported time savings; 11 noted fewer errors.
•14 agreed it eased training for new colleagues.
The time study of 35 cases showed mean preparation time dropped from around 10 minutes to 7–8 minutes, a 20–30% reduction. Survey of 23 staff included 10 supporting staff and 13 nursing staff, of whom 7 had less than 3 years of working experience. 22 satisfied overall. 19 would continue using the system. 12 reported time savings. 11 notes fewer errors. 14 agreed it eased training for new colleagues.
Based on 113,480 cases in 2024, saving 2-3 minutes per case releases 1.5-2.3 FTE annually, worth 0.3-0.5 million in staff time.
Act
Integration of the Smart “Pick by Light” system with surgical planning tools for better instrument management is planned, and it is expanded to additional storage areas. Performance metrics and user feedback would continue to drive improvements in configuration, interface, and staff training.
Conclusion
The Smart “Pick by Light” system evolved into a strategic tool for enhancing OR resilience. It streamlines workflows, reduces reliance on experience, and lowers workload, creating a less stressful environment. Efficiency gains and positive feedback demonstrate how smart technology supports rising surgical demands while prioritizing staff well-being and sustainable perioperative care.
