Authors (including presenting author) :
Chan YS(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 - iprocurement and JOS (Jardine One Solution). However, the existing unstructured and non-systematic ordering method is awkward and inefficient. 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 accurate and adequate consumables stock level for smoother and more efficient OT operation and ensure there are no expired items in OT for the patient safety.
Methodology :
Method of Plan-Do-Check-Act (PDCA) is used. Plan: 1. Revise the stock levels and the ordering frequency of consumable items of all specialties. 2. 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. 3. Ordering time and delivery time are revised for optimization of stock quantity. 4. A designated person would be assigned to do requisition and take delivery at the appropriate time with computer data input. 5. Expiry dates would be marked down and computerized for expiry date checking routinely. Do: 1. Stocktake the requested quantity by a different assigned responsible person either weekly or monthly. 2. Requisition of consumables accordingly by the designated person. 3. Take delivery by the designated person with the expiry date computerized. 4. Check the expiry date regularly and stick an ‘alert’ label for those within two-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 :
During the past nine months, an optimal consumables stock level is maintained and no expired item is found. A systemized medical supplies ordering system with sufficient stock level could facilitate more efficient operation and optimize utilization of resources. More importantly, the computerized data input of expired date could ensure no expired items are in OT. Patient safety and service quality would be enhanced.
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