Authors (including presenting author) :
WongSM(1),ChanYT(1),Lau FO(1),LoTM(1)
Affiliation :
(1) Physiotherapy department, Tai Po Hospital
Introduction :
i-hospital is as an online communication platform which allow common data access across different PCs and also serves as a department database for information back up such as procurement record, holiday duty roster, training records and clinical and operational guidelines etc. i-hospital Secure Shared Folder (SSF) has been utilized in TPH Physiotherapy Department as a real-time communication platform for day-to-day clinical operation such as patient portering list, PPE stock taking and clinical outcome / data entry etc. As time goes on, there are many new hospital / departmental projects developed which require timely, systematic and accurate record and filing. Therefore, a revision of departmental filing system in SSF is welcomed to enhance the efficiency for data searching, documents tracing and the accuracy of information back up.
Objectives :
1. To re-organize and standardize systematic filing system under SSF 2. To enhance the efficiency of data access in SSF 3. To enhance the accuracy of data filing in SSF
Methodology :
To study all data and documents under SSF and re-organize them into four domains with standardized names according to the nature. All documents of each domain will be further stratified into cluster, hospital, department levels. Updated and old documents will be placed under “Current” and “Archive” folders respectively. To create “i-hospital Map”, a simple data directory with clear location layout and hyperlink/shortcuts icons for frequently accessed folders. Furthermore, Sub-Team folders will also be created to provide designated filing area for all clinical teams. To provide induction session to all department staff and technical support in initial phase of implementation. To develop “Right Document in Right Place” checking system to maintain the standard and accuracy of filling system as well as i-hospital map for the continuity of entire system.
Result & Outcome :
A systematic filing system was developed in April 2021. All department data and documents had been re-organized into four domains (Structure; People; Process and Outcome) and in logical hierarchy (Cluster, Hospital, Department, Sub-Teams and Individual level) for easy accessibility. “i-hospital Map” was introduced in late April 2021, which assists in mapping out key locations for faster and easier access. It also contains big shortcuts with eye-catching icons for frequently accessed folders. After implementation of new filing system, all department documents are placed at different levels with standardized file name according to the nature and time, which can be easily traced by physiotherapists and clerks. Furthermore, a designated sub-team folders provide an easy tracing information source which facilitate smooth operation and improve communication amongst sub-team members. Searching and updating of daily operation records (such as daily patient portering list) are much easier and less time-consuming for supporting staff by using eye-catching icons in i-hospital map, instead of browsing among numerous files in SSF. The accuracy and continuity of filing system are maintained since implementation with regular checking system to ensure right document is in right place at right time.
Conclusion
Online Platform Decluttering, a standardized filing system with easy access map was successfully developed under SSF. Efficiency is enhanced as staff require less time and feel easier to retrieve record. Accuracy is enhanced as all documents are well-stored in standardized and correct place.
