Optimizing storage systems to streamline clinician workflow in emergency departments.
Emergency Department Storage Redesign
May 2024
Overview
Result:
Timeline:
Team:
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Constraints:
Client:
Deliverables:
User interviews, system workflow analysis, 3D printed labels, item clustering plan, feedback surveys, time study analysis
Brief
The challenge was to redesign the supply storage system in the Emergency Department (ED) at Cedar Hospital. The existing system was inefficient, leading to frequent delays when medical staff searched for supplies. We were tasked with identifying the core issues and developing a solution that improved the supply retrieval process, reduced time wasted, and ultimately enhanced patient care.
Outcome
We designed and implemented a new supply organization system based on grouping items by body systems and procedures. We also introduced 3D printed labels that improved visibility and organization, and complied with regulatory standards. The new system reduced the average item retrieval time from 53 seconds to 30 seconds and increased staff satisfaction ratings by 85%.
Solution
A categorized storage system designed to reduce time spent searching for supplies in the emergency department, improving workflow efficiency through human factors engineering.
The Product
The redesigned supply system focused on three main goals:
- 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.
- 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.
- 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.
but why this solution?
but why this solution?
Discover
Our Research
My Research
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.
Define
What we Found
What I Found
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.
How might we
Develop
Ideating
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.
Prototyping
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.
Deliver
Testing
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.
Iterating
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.
Conclusion
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.
Growth
What I learned
Next Steps
As the project has already been implemented, we would like to test out other organizational structures and perhaps expand this project to other hospitals within the Penn Medicine system. In future iterations, we would like to develop a digital directory for the supply rooms to further streamline item retrieval. Additionally, more robust feedback mechanisms should be put in place to continuously gather input from staff, ensuring the system evolves with their needs. Implementing colored bins based on item groupings could also enhance the system’s intuitiveness.
Say hi!
When I'm not working, I’m usually out with my Sony A7RIII, capturing moments that highlight the beauty of everyday life. This appreciation for the world around me enriches my design work with greater empathy and understanding.
See my photos and how I view the world at www.iamcameronleung.com
