Authors (including presenting author) :
Chan YS (1) Chik KM (1) Kan KY (1) Tin CF (1) Kwong PS (1) Ng LK (1)
Affiliation :
(1) Operating Theatre, Ruttonjee and Tang Shiu Kin Hospital
Introduction :
The majority of Operating Theatre (OT) consumables are ordered from Supplies Department through electronic platforms. However, the existing unstructured and non-systematic ordering method is not efficient in terms of human resources management. Stocking of some consumables was not optimal and expiry-date could be accidentally overlooked which could affect patient safety and service quality.
Objectives :
- Keep an adequate consumables stock level for smoother and more efficient OT operation
- Rearrange consumables in standardized way for easier accessibility
- Ensure there are no expired items in OT for patient safety
Methodology :
Plan
- Revise the stock levels and the ordering frequency of consumable items of all specialties.
- Labels with name, ordering code and stock level are displayed clearly. Consumables would be grouped and stored in a logical manner to facilitate OT efficient functioning.
- Ordering time and delivery time are revised for optimization of stock quantity.
- A designated person would be assigned to do requisition and take delivery at the appropriate time with computer data input.
- Expiry dates would be marked down and computerized for expiry date checking routinely.
Do
- Stocktake the requested quantity by a different assigned responsible person either weekly or monthly.
- Requisition of consumables accordingly by the designated person.
- Take delivery by the designated person with the expiry date computerized.
- Check the expiry date regularly and stick an ‘alert’ label for those within three-month expired.
Check
After one-month trial, the following problems were apparent:
There is discrepancy in stocktaking. The delivery time is not fixed and outstanding back order is significant. Items are not ‘first-in first-out’ and delivery items are not matched with those ordered. Moreover, there is insufficient storage space.
Act
We discussed those problems with the related parties including the supplies department to find out the possible reasons and solutions.
Result & Outcome :
A systemized medical supplies ordering system with sufficient stock level could facilitate more efficient flow of operation. More importantly, the computerized data input could ensure no expired items for the sake of patient safety and service quality.
