Authors (including presenting author) :
Chan YT, Wong SM, Tsang MP, Lau FO
Affiliation :
Physiotherapy Department, Tai Po Hospital
Introduction :
Property management is complicated yet inevitable within every department in HA. After procurement, we have to ensure the purchased items are present, functional, and clean, especially for clinical equipment and shared facilities among patients.
The traditional “5 S” Management System has been utilised in many HA venues. Originally for housekeeping, the “5 S” falls short in handling numerous items effectively and efficiently, and serving as a monitoring system to evaluate efficacy of the process.
On top of the traditional “5 S” (Structurise, Systematise, Sanitise, Standardise, Self-discipline), Tai Po Hospital Physiotherapy Department (TPHPT) added an “S” - “Smart” with the use of cloud and automation technology. The “5+1 S” Property Management System (“5+1 S” System) is an innovative way to handle departmental possessions in Digital Workplace.
Objectives :
(1) To attain effective and efficient property management; (2) to empower supporting and administrative staff; (3) to enhance teamwork; and (4) to pave the way for local Digital Workplace development.
Methodology :
The system consists of “Groundwork Phase” and “Smart Phase”.
“Groundwork Phase” created the pillarstone for the system. A management framework with clear work allocation was established. Storage labelling, checking and cleansing methods were standardised.
“Smart Phase” employed the e-platforms. All possessions were located and displayed via 3D floor plans with the app Matterport. Traditional paper-based forms were redesigned into Google Forms. An intelligent and interactive Monitoring Panel was formulated with Google Sheets.
Result & Outcome :
The “5+1 S” System was under development and trial from 2Q/2022, and implemented in 4Q/2022.
The effectiveness and efficiency of the management process are improved. Items location is shown within seconds on 3D interactive floor plans. Stock details, safety check and cleansing records are updated with eForms instantly. Database is accessible anywhere and anytime, with pre-structured automated formulas to highlight important status like “Damaged” and “Not cleansed” for monitoring and evaluation.
Team members are empowered and cohered through the system. For supporting staff, clear work allocation and active input make them well-included into the system. For administrative staff, real-time and comprehensive monitoring enable better understanding and communication strategies.
The use of readily-available e-platforms into daily operation serves as a manifestation of “Digital Workplace” via in-house projects. This suggests some possible ideas in future hospital redevelopment blueprints.
TPHPT’s “5+1 S” System enables effective and efficient property management process, better staff empowerment and teamwork, and actualises the potential of Digital Workplace.
