The redesigned supply system focused on three main goals:

1. Improve Staff Knowledge of Item Locations: We introduced 3D printed, color-coded labels that clearly indicated the body system or procedure associated with each item, reducing confusion and retrieval times.
2. Increase Visibility of Items: Clear, easily readable labels were placed in visible areas, and items were grouped logically, allowing staff to locate supplies more efficiently.
3. Streamline Item Retrieval: By clustering related items and reorganizing shelves according to body systems, staff could find what they needed faster and with less frustration.

‍

We began by conducting clinical observations and interviews with ED staff, including nurses, physicians, and supply technicians. Over the course of 60 hours, we gathered over 30 user statements and conducted 10 clinical interviews. Our focus was on understanding how staff interacted with the supply system and what challenges they faced in retrieving items during high-pressure situations.

‍Initial Observations:

• Staff frequently reported frustration with the lack of organization in supply closets.
• There was no standard system in place across the EDs, leading to inconsistencies and confusion.
• Supply retrieval times were long, with staff often abandoning their search and asking others for help, which slowed down workflows.

Research Findings (Key Issues Identified):

• No universal system: The layout of the supply closets varied across the ED, making it hard for staff to navigate the system.
• Items were poorly grouped: Supplies were not organized in a way that made logical sense for staff working under time pressure.
• Low visibility: Labels were often small or missing entirely, forcing staff to manually search for items, wasting valuable time.

These findings informed our decision to focus on creating a standardized supply management system that enhanced visibility and efficiency.

‍

How might we design a standardized, intuitive supply management system for healthcare staff at HUP Cedar that enhances retrieval efficiency and improves patient safety and care.

We generated a range of solutions through design sprints and brainstorming sessions with the ED staff. Ideas ranged from practical solutions, like reorganizing shelves, to more advanced concepts like robotic retrieval systems. We narrowed down our ideas based on criteria such as efficiency, usability, and cost, ultimately deciding on item clustering and improved labeling.

We developed 3D-printed labels to ensure they were compliant with JCAHO standards and could be easily cleaned. We also used colored tape to test item clustering based on body systems before finalizing the design.

After implementing the new supply system, we observed a significant improvement in staff retrieval times and satisfaction. Average item retrieval time dropped from 53 seconds to 30 seconds, and staff reported being more satisfied with the organization of the space, giving it a rating of 8.6/10, up from 2.6/10.

We made adjustments based on feedback, such as reorganizing specific shelves and adjusting the size of labels for better visibility. We also shifted from using tape labels to 3D-printed, color-coded labels to ensure compliance and durability.

The redesigned supply system at Cedar Hospital's ED drastically improved workflow efficiency, saving time during critical situations. The project’s success demonstrated the value of user-centered design and the importance of iterative prototyping in creating practical, impactful solutions for healthcare environments.