Authors (including presenting author) :
Wong C, Lui WH, Leung KH, Leung TW, Fong PL, Yuen HS, Tang YC, So SS
Affiliation :
Orthopaedics and Traumatology, Tuen Mun Hospital
Introduction :
Insufficient space is one of the major crises for up-growing service demand. Since there was no centralized storage system to control and monitor consumables stocking level. Individual ward would order their own consumables stock which was based on their own estimations without any central coordination. Wastage of expired items were quite common in recent. Duplicated workload for regular stock taking, expire date checking, ordered and distributing by individual ward was not an effective and good practice.
Objectives :
To control and monitor the special consumable items by central store with IT support. To minimize the wastage of expired consumable items. To avoid duplicated workload in management of special consumable items (including regular stock taking, expire date checking, ordered and distributing) To enhance space management by reducing storage of special consumable items in individual ward.
Methodology :
A work group was set up on 18th Feb., 2021. An electronic database system was developed to keep central stocking records and monitor the inventory level. Designated special consumables warehouse was setup as a central store. Individual ward may top up their own stock from central store according to their own consumptions. Regular stocktaking and ordering would be conducted to control and monitor the stock to be kept at a reasonable level. Phase I: (18th Feb 2021 – Present) - Setup warehouse layout and guidelines (Allocation, settings and storage solution) - Master list was proposed according to previous procurement data and current service needs. - Centralized electronic database can be accessed through HA intranet on designated computer by authorized users. - Manual input of stocking records. Phase II: (in progress) - Stock management system is developing with support from IT and will be accessible through HA intranet. - Automatic stock in and out history record by scanning a 2D barcode. - Automatic stocking level alert system provides promptly procurement reminder.
Result & Outcome :
All staff are satisfied with the use of the Orthopaedic & Traumatology Departmental Specialty Consumables Management System. Effectiveness of procurement process will also be enhanced by easily accessed centralized database and automatic email alert. Automatic stock level alert system helps to prevent overstocking and shortage of consumables. More space is freed from the individual ward for storage of new equipment due to service demand surge.
