Authors (including presenting author) :
Kwok TK (1), Ng WM (2), Keith Yip (2), Samuel Luk (3), Eva Chan (3), Simon So (4), Kevin Law (5), She WH (6) Tsang SP (6), Lam YM (6), Lok WY (7) Fok SY (7), Jackie Fung (8) Angel Lo (8), (9) Matthew Lo (9) Jason Wong (9) Michael Chun, Tang KS (1)
Affiliation :
(1)Quality & Safety, HKWC (2) Quality and Safety, QMH (3) Department of Pathology, QMH (4) Department of Microbiology (5) Information Technology and Information Section, QMH (6) Department of Surgery, QMH (7) Operation Theatre Services, QMH (8) Department of Cardiothoracic Surgery, QMH (9) Administrative Services Department, QMH
Introduction :
Queen Mary Hospital has been using written record for long time, trying to keep the log of precious specimen transportation within the hospital. However, this method was not reliable and could not locate the lost specimens in timely manner which significantly reduced the chance of recovery of these specimens.
In order to improve this situation, the Quality and Safety Department (Q&S) collaborated with the clinical departments, laboratories, Information Technology Section, and Administrative Services Department to develop a “Tracking System for Precious Specimen” since January 2019.
Objectives :
1. To track the precious specimen flow from clinical departments to laboratories in real time.
2. To notify the concerned departments in timely manner once precious specimens were not received by laboratories. Hence, increases the chance of recovering the lost specimens.
Methodology :
We developed a tracking system with outsourced IT company. By using handheld scanners and a cloud-based database, we logged every precious specimens being transported from clinical area to laboratories.
We used the General Clinical Request System (GCRS) number of the specimen as the identifier. Along the path of transportation, handling of these specimens were recorded by using the handheld scanners to scan the barcodes of the specimen, box, location and staff ID number. The scanner automatically uploaded the data to the cloud-database via cell phone or Wifi network. Staff could access the databased via a web-based interface where they can have real time information of the specimen transportation. The database also automatically generated reports of untransported precious specimens every day and notified the supervisors via email, hence, search for suspected lost specimens could be performed in a promptly manner.
Result & Outcome :
The system was implemented in August 2019. Until 31st Nov 2020, the total number of precious specimen tracked was 40159 and the number of specimen collection box transported was 9223. No specimen was lost in the implementation period.
A satisfaction survey was conducted in December 2019. 71% end-users satisfied about this system.
Conclusion
This tracking system for precious specimen tracked the specimens from clinical departments to laboratories in real time. Suspected loss of specimen now can be handled in timely manner. The system was highly accepted by end-users.
It should be extended to other cluster hospitals and ultimately, should integrated with GCRS & Laboratory Information System (LIS) for comprehensive specimen tracing.
