Authors (including presenting author) :
Yeung YK(1), Cheung WM(2), Chan CWJ(3), Chan SY(4), Yeung PP(1), Lo YF(5), Lam WY(5), Fong LPI(5), Shum WM(5), Mung HMP(6), Tang CWP(6), Tong KM(7), Pun YWF(7), Hui WF(7), Chu HMA(7)
Affiliation :
(1) Quality and Safety Unit, Caritas Medical Centre (2) KWC SD(Q&S) and PMH DHCE(QP), Kowloon West Cluster (3) Central Nursing Division, Caritas Medical Centre (4) Central Nursing Division / Quality and Safety Unit, Caritas Medical Centre (5) Department of Pathology, Caritas Medical Centre (6) HOIT&HI, Hospital Authority (7)Information Technology, Kowloon West Cluster
Introduction :
Consecutive incidents of precious specimen loss raised urgency for system review. Specimen loss not only results in repeated invasive procedures, but also delays the golden window treatment opportunity. No electronic record system existed to monitor the timing and location of the collected specimen, and the responsible staff identity, hence specimens lost were difficult to trace. Diversity of transaction record designs in different wards also causes staff confusion. Specimen loss incident was usually discovered late, with manpower exhausted for wide local search at multiple hospital sites.
Objectives :
(1) Integration of innovative technology: adopt automated electronic system to capture responsible staff, timing and location of the delivered specimen. (2) Instantaneous feedback: automatic alarm alerts for early specimen loss, facilitating timely local search and clinical decision; reduces manpower wasted compared with late discovered incidents. (3) Electronic documentation: daily transactions can be electronically retrieved; and avoids hardcopy storage. (4) Workflow unification: improves workflow compliance and reduces staff confusion; enhance ward-laboratory communication; builds safety awareness culture to prevent specimen loss.
Methodology :
Under project initiator governance, IT facilitated end-users (clinical departments) to install automated programs, combining data registration in LIS and GCRS system. Specimen registration portals were established in laboratory and ward locations. Staff are required to scan staff card and specimen using ward PSDIS portal before leaving ward. A second scanning is performed at the laboratory PSDIS portal. Alarm system will activate if specimen fails to arrive within the designated time. Specimen location can be depicted via tracing the scanning time and scanning locations.
Result & Outcome :
From September to December 2020, 508 precious specimens were delivered via PSDIS. All specimens were properly acknowledged. Five (1.0%) specimens delaying 5 to 11 minutes beyond the targeted time were traced back successfully with no specimen loss. Workflow compliance was 99.4%. Medical and Ophthalmology Department constituted the two topmost units in system utilization. PSDIS is a low-cost and easy-to-use inventive design created by local IT, allowing early detection of delayed delivery and reflecting the current specimen location. The system is easy to learn, with high staff compliance and accuracy, and is tailored to local hospital clinical settings.
