Authors: (including presenting author): :
Tsang WLJ
Affiliation: :
Department of Anaesthesia & Operating Theatre Services, Tseung Kwan O Hospital
Keyword 1: :
Electronic Implant Record System
Keyword 2: :
Implant Record
Keyword 4: :
Clinical Workflow
Keyword 5: :
Clinical Efficiency
Introduction: :
Historically, majority of hospitals under Hospital Authority relied on a paper-based orthopedic implant record system. This traditional documentation poses significant challenges in maintaining the continuity of care and safeguarding the legal interests of patients, healthcare personnel, and hospitals. Accurate and complete medical records, including implant records, are essential for effective healthcare delivery. However, the use of handwritten records raises issues related to legibility, completeness, and accuracy, as highlighted by Piscotty et al. (2015).
Objectives: :
This project aims to improve the accuracy, efficiency, and patient safety in the documentation of implants used in orthopedic surgeries by implementing an Electronic Implant Record System (EIRS) in the Operating Theatre, ultimately fostering better patient outcomes, improving implant tracking and tracing, and enhancing operational efficiency.
Methodology: :
This pre- and post-intervention study evaluated the transition from a paper-based system to an EIRS in the Operating Theatre, guided by Kotter’s 8-Step Change Management Model. A dedicated team was formed to communicate the vision and manage the implementation. A mixed-methods approach was used for evaluation. Quantitative data were collected via a structured questionnaire administered to same group of staff before and after implementation. The questionnaire responses were analyzed using SPSS to identify statistically significant results. This was complemented by qualitative data from local performance audits and document analysis, which were examined using thematic analysis to contextualize the quantitative findings.
Result & Outcome: :
With the implementation of EIRS, a marked improvement in the efficiency of the documentation process was noted. Specifically, the average time for documenting reprocessing items decreased by 31.9%, and for sterile package items, the time reduced by 43.6%. Document analysis post-implementation revealed compliance rates of 100% for completeness, 100% for legibility, and 93% for accuracy for both item types. Results showed overwhelmingly positive perceptions towards EIRS, with all survey items significantly exceeding the scale midpoint (p< 0.001). While perceptions were generally consistent across experience levels, trends suggested less positive views on interface usability among the most experienced staff. The majority of the respondents agreed that the EIRS has improved the quality and efficiency of documentation, reduced operating costs, decreased clinical errors, and enhanced patient safety.
