Authors (including presenting author) :
Chu, K.W.(1), Choy, K.L.(1), Cheung, P.S.(1), Yu, W.F.(1), Man, S.L.(1), Lee, Y.C.(1)
Affiliation :
(1)Geriatrics and Rehabilitation Services, Department of Medicine, Haven of Hope Hospital
Introduction :
Searching and finding a document you want in ward were both not easy.
There are currently >200 document trays in a convalescent ward in HHH.
However, the trays are not arranged in a specific order. It is challenging for staff to search and also manage the documents.
Therefore, a pilot project “Easy Search Easy Find 易搜易尋” is introduced in ward 2A to improve document searching and management.
Objectives :
To construct a new document management system utilizing electronic document inventory with following features:
a) humanized
b) systematic
c) intuitive
d) short learning curve
e) sustainable
f) efficient
Methodology :
A working group of 4 staff including APN, RN and Ward steward was formed for the project.
The document trays are re-organized and re-arranged in alphabetical order, with MR number(if available) printed besides the document title. For the documents which belongs to same category, the category name is added(in English) in front of the document name for grouping. Each column of the document trays is labelled (e.g. . A 1-20, B 1-20) using label printer or cassette tapes. For example, the B7 tray is the 7th tray of B column. The actual arrangement of trays was illustrated in tables forming an electronic inventory using Microsoft word. Using the function of footnotes, a document can be searched by using keywords related to the nature of document.
Also, hyperlinks were added for the documents that have electronic version available online or folder directories in local computer. The very rarely used document trays can be deleted and to be directly printed if needed.
Staff can use the department iPad, local computer in ward and also their personal mobile phone for accessing the word file.
Result & Outcome :
The electronic document inventory and document tray reallocation were completed in mid-2019. All staff in ward 2A were satisfied and agreed that the new system helped them to search and find document more efficiently. Also, staff reported that it is easier for handovers to introduce the placement of a new document. With the positive feedback, the “Easy Search Easy Find 易搜易尋” is promoted to 1A, 1B, 2B and 2F.
