Authors: (including presenting author): :
Tse LY, Chow CH, Ho CM
Affiliation: :
Occupational Therapy Department, Tai Po Hospital
Keyword 1: :
Occupational Therapy
Keyword 2: :
Patient Escort
Keyword 3: :
Patient Safety
Keyword 4: :
Clinical Workflow
Keyword 5: :
Digital Transformation
Introduction: :
The logistical management of escorting patients between wards and Occupational Therapy (OT) training workshops is an essential clinical workflow within the patient journey involving multiple stakeholders: occupational therapists, portering staff, ward nurses, and workshop staff. Traditionally, this workflow relied on verbal orders, and handwritten name lists, which frequently resulted in communication breakdowns, including unrecorded therapist instruction changes by portering staff or lags regarding patient condition updates. Furthermore, the reliance on paper-based methods introduced risks such as misidentification due to illegible handwriting and the potential confidentiality and operational hazard of misplacing physical patient lists. A digital solution was needed to replace this error-prone manual system with a centralized, secure, and accurate platform.
Objectives: :
To develop and implement the "E-Escort Handover System" to specifically enhance the accessibility, accuracy, and efficiency of the patient escort workflow.
Methodology: :
The E-Escort System was developed as a centralized digital platform hosted on the HA drive. To ensure accessibility, this design allows real-time data retrieval across all OT department computers for authorized staff. The system was designed to enhance accuracy by standardizing digital inputs; therapists input patients for escorting or change in patient condition directly into the system, eliminating risks associated with verbal transmission and illegible handwriting. To maximize efficiency, the system auto-generates a "Escort List" for portering staff. This system-generated list is then presented to ward nurses for identity verification and patient release. Finally, during arrival at the workshop and subsequent return to the ward, the list serves as the primary verification tool for headcount checks, ensuring all parties maintain synchronized, accurate data regarding patient location.
Result & Outcome: :
Since its rollout in early 2025, operational efficiency has improved significantly, with a 75% reduction in daily preparation time (decreasing from 2 hours to around 30 minutes), releasing staff to focus on clinical care and patient safety. Accuracy was enhanced as patient precautions are now directly updated by therapists; this direct input eliminated order-relaying errors, resulting in zero errors reported post-implementation. Portering staff also provided positive feedback on the system. A satisfaction survey using a 5-point Likert scale was conducted among 47 internal staff members, including 23 therapists and 24 portering staff. Results indicated positive feedback, with 74% agreeing on improved real-time accessibility, 72% on ease of access during staff absence, 66% on enhanced accuracy, 50% on time savings in preparation, 72% on system simplicity, and 70% on overall convenience compared to paper-based methods.
The E-Escort Handover System demonstrates that digitizing local logistics flows can significantly enhance accessibility and accuracy of patient escort list, efficiency of operation and reduce clinical risk.
