Authors (including presenting author) :
Yeung KJ (1), Shum HP (1), Kwan YFE (1)
Affiliation :
(1) Department of Intensive Care, Pamela Youla Nethersole Eastern Hospital
Introduction :
Extracorporeal Member Oxygenation (ECMO) service launched in Department of Intensive Care of PYNEH over ten years. More than 10 cases required Venous-Venous (VV) or VA (Venous-Arterial) ECMO support in our center every year. Over 400 items of ECMO consumable in/out in 2022. These expensive consumables usually expired range from 6 months to 2 years. Managing inventory and stock-keeping accurately and efficiently not only reduced clinical staff workload but also reduced wastage of public expenditure.
Objectives :
Setup Electronic Inventory System (EIS) aimed to
1. streamline reporting system from paper to cloud
2. increase reporting accuracy by systematic approach and photo-guided webpage
3. provide real time statistics which can be access at any time and any where
4. provide database for better service projection and financial planning
Methodology :
Through 5-S® (五常法®) (Structurise, Systematise, Sanitise, Standardise, Self-discipline) approach, ECMO consumable inventory control was reviewed. Afterwards, EIS replaced tradition paper notes reporting system (TPNRS). TPNRS included 6 steps (1 pickup equipment, 2 record in paper notes, 3 report to manager, 4 check stock, 5 record in computer, 6 print out and post up the latest stock status). After EIS implementation, workflow streamlined to 2 steps (1 pickup equipment, 2 record in cloud included auto statistics, real-time paperless report, e-mail announce to manager). EIS minimized time lag, manual checking, calculation and generation of statistic report. After 2021 pilot, EIS upgrade to 2.0 in 2022 which enhance 3 functions (Consumption, Top up, Discard). New features engaged supporting staff inventory management.
Result & Outcome :
There are several benefits after EIS implementation
1. Better reporting system
Via unified naming system, photo-guided webpage, it minimized unwanted communication error. This unique flow reporting system, staff required to go through all essential items systematically. No missing data after EIS implemented.
2. Better stock management
Cloud promoted remote management. Real time statistics speeded up stocking response time. In long run, these 2 features help in reducing base number of stock and resulting reducing wastage.
3. Better year planning
Usage data and color-coded (Red/Yellow/Green) expiry date were shown at a glance. These data can be retrieved easily for service projection and financial planning.
4. Smart work
One platform engaged Managers, Clinical staff and Supporting staff. Supporting staff helped in top up and discard inventory. It greatly reduced clinical staff burden in maintenance, reporting and recording.
Future plan
In future, unique electronic identity system such as barcode system or Radio Frequency Identification (RFID) implemented with EIS. Items can be easily sorted, identified and alert the expiry date. Inventory control can be simply scanned electronic identities. Furthermore, cloud concept facilitated remote management. These advancements greatly reduced non-clinical work for clinical staff and speed up the effectiveness. In corporate or cluster level, EIS promote better resource management and coordination especially in strategic medical equipment and selected consumables.
