Authors: (including presenting author): :
Pang CG, Lau ACH, Au JYT, So JKW, Cheung KWS, Cheung EYY, Leung KKL
Affiliation: :
Physiotherapy Department, Kowloon Hospital
Keyword 1: :
tracking system
Keyword 2: :
equipment availability
Keyword 3: :
staff communication
Introduction: :
Implementation of an effective inventory management system to monitor equipment can prevent delays in treatment, and ensure that critical items such as walking aids, exercise devices, pain relieving modalities and adjunct therapy tools are available where and when they are needed for patient care. This paper describes the design and implementation of a pilot physiotherapy equipment tracking system developed to better organize mobile therapy equipment used across inpatient wards, support end‑of‑day inventory checks, and enhance patient safety through reliable equipment availability.
Objectives: :
The objective of this initiative is to introduce a standardised process for documenting physiotherapy equipment movement from the physiotherapy department to hospital wards and back, thereby enhancing communication between staff.
Methodology: :
Staff training was provided to physiotherapists and supporting staff prior to implementation of the ward-linked documentation system concerning equipment, corresponding staff, destination and temporal information.
A baseline assessment was conducted to assess time required to identify, record and review equipment prior to implementation of the tracking system. Equipment turnover times were logged to compare differences in likelihood of prompt equipment returns to avoid shortage of equipment. Frontline staff and patients were invited to complete a self-reported questionnaire measuring user satisfaction.
Result & Outcome: :
Following implementation of the standardised physiotherapy equipment tracking system, measurable improvements were observed across multiple domains. The average time required to locate and record equipment decreased by 42 percent compared to baseline data, reflecting more precise control of shared resources. All equipment was consistently returned in a timely manner. User satisfaction surveys indicated strong support for the new process; 95 percent of physiotherapists and supporting staff agreed that the system improved workflow transparency and communication among staff. Patient satisfaction scores improved, as consistent availability of therapy tools enhanced timely access of treatment. Qualitative feedback from front-line staff highlighted better communication between wards and the physiotherapy department, greater accountability, and smooth treatment logistics for patients.
Following the success of this initiative, future directions should focus on a migration integrated electronic records platform with smart monitoring functions. Such a smart system would further strengthen safety, efficiency, and planning in physiotherapy service delivery.
