Authors (including presenting author) :
Lee FL(1), Ng HK(1), Ng YL(1), Ng YT(1), Wan KY(1)
Affiliation :
(1) Occupational Therapy Department, Maclehose Medical Rehabilitation Centre
Introduction :
The accessibility of patients within the rehabilitation hospital can be enhanced by the provision of wheelchair with prescription service and safety training. During the initial assessment, the case occupational therapist assesses physical and cognitive functioning of patient for prescribing the suitable wheelchair to be used during the inpatient stay. A precise wheelchair registration system that records the loaned wheelchairs and the borrowing patients is essential to our daily operation due to the following reasons: 1) checking of wheelchair utilization, 2) protection of hospital property and 3) implementation of infection control measures. Several problems were found in the previous wheelchair registration system and workflow: 1) multiple paper and pencil entries/ bad handwriting inducing errors, 2) difficulty in tracing wheelchairs and missing wheelchairs could not be picked up immediately and 3) inconvenient and time consuming data input method causing time-lag errors.
Objectives :
We aim at building a precise and user-friendly system that replaces the previous paper and pencil record system and simplifies the workflow for wheelchair registration. By using an electronic system that incorporates barcode scanning function, we are able to achieve our aim with the following features: 1) customizable database system enabling simple interface for loan data input, 2) barcode scanning function for accurate and immediate input of borrower and wheelchair information with the number barcode available on patient’s wristband and the wheelchair barcode, 3) mobile application system allows immediate remote input/ enquiry through checking the system website or phone application and 4) data processing and reporting for further data analysis. We are able to identify wheelchairs with high utilization rates which helps devise the procurement plan.
Methodology :
Initially, we formed a project team to explore the use of different mobile applications and web-based form templates for building the wheelchair registration system. After repeated trials and amendments, we were able to make use of this customizable database system with barcode scanning function to achieve our objectives. We further trained our supporting staff to use the new system and workflow.
Result & Outcome :
Improved accuracy and efficiency in the wheelchair registration process was achieved after upgrading the wheelchair registration system. The workflow for recording details of loaned wheelchairs and borrowers was greatly simplified by barcode scanning. All data can be easily updated and retrieved with portable devices, and tracking and tracing of wheelchairs can be done frequently and promptly by reviewing the up-to-date record. Compared to the previous workflow, the error-prone recording system had caused delays in identifying wheelchairs not yet returned. From now on, the missing wheelchairs can be picked up instantly for taking immediate follow-up actions.
