Authors (including presenting author) :
Law SF, Chan WMS, Kong KH, Cheung PH, Kwan WYW, Chow WPA, Cheung YHK, Wong MSM, Wong MYM
Affiliation :
Department of Family Medicine and Primary Health Care, Hong Kong East Cluster, Hong Kong
Introduction :
Key Management is an essential but not an easy task in a spacious and scattered clinic. There are lots of incidents, such as: missing keys, key mismatches, to name but a few. The new key management initiative at Shaukeiwan JC GOPC (SKWJCGOPC) can provide a user- friendly, convenient, safe, effective but low cost system.
Objectives :
To strengthen the key management at SKWJCGOPC
To provide an easy-to-follow, effective and efficient key handling system
To increase staff awareness on the importance of systematic key management
Methodology :
Review the current key management. Focus on “Plan-Do-Check-Act” processes.
Two phases were implemented. Phase 1: Oct 2017, Phase 2: Dec 2017.
During phase 2, key tags were designed with staff/stakeholders’ name in eye-catching color to replace the original key tag in the key box which makes it easier for staffs to trace the keys that have been taken. Direct observation of the daily key handling operations by random observe 30 key handling in both phases. And time for normal key handling (receive & return), time for searching non-return keys was also measured. Record for any key missing incidents was checked and staff survey was performed.
Signoff log book was used as a final check at day end for any non-return keys and missing keys
Result & Outcome :
New key handling system can improve the effectiveness & efficiency of key management
Time saving: Normal key handling was shortened from 25 secs to 13 secs on average (Improved 48%). Searching non-return key was shortened from 12 mins to 3 mins ( Improved 75% ) No missing key incident occurred after the introduction of the new key management
Positive staff feedback.
The new key management initiative greatly improves the effectiveness in key handling without extra cost implication. It can strengthen clinic security and staff awareness and ownership. All staff appreciated and readily complied with the new key handling measures. A small change can make a big difference. This initiative can be shared as a “Good Practice “at all clinics.
Co-location with:
