Catalysing transformation in the ED stores

The Emergency Department (ED) at University Hospital Wales is a bustling hub of activity, handling approximately 450 patients daily. Behind the scenes, the ED Store team plays a critical role in ensuring the smooth operation of the department. However, recent changes, including increased patient volume, staff turnover, and footprint moves, had highlighted inefficiencies in their stock management processes. Shaping Change stepped into support the team in addressing the problem.

Molly Baker, Shaping Change Service Improvement Manager reports on the project where she has been working closely with Anthony Cusack, Services Manager.

The first step was to gather baseline data to identify variations in order quantities and understand the department's stock consumption patterns. A sample stock take of a single crate revealed a staggering £7.5k worth of expired stock, highlighting the need for improved stock control.

The team is now focusing on standardising processes throughout the department. This will involve examining the physical environment, including how goods will be stored, restocked, and labelled. By optimising storage and labelling practices, they aim to improve efficiency and reduce the time spent searching for stock.

The team has conducted a thorough analysis of financial spending on goods which revealed opportunities for cost reduction. By identifying overstock, they will be able to redistribute and cross-charge items to other departments within the hospital, reducing the overall burden on the ED Stores budget.

To gain insights into staff efficiency, time and motion studies were also conducted. The results showed that some staff were spending up to two hours a day searching for stock. This highlighted the need for improved stock organisation and accessibility. This has been initially implemented in the main store room, as shown above. The team helped to label shelves and created a map to save staff time when retrieving stock.

Recognising the importance of a dedicated stores team, the department secured funding for a six-month secondment to expand the team. The addition of new staff members, including Ethan Baker and Steve Vokes, has brought fresh perspectives and expertise to the department.

The ED Stores team is working with colleagues in each clinical area to understand their specific stock needs and usage rates. This collaboration will enable them to develop more accurate ordering processes, reducing waste and stock.

Through their dedication and hard work, the ED Stores team together with Shaping Change has successfully begun to transform the department's stock management processes. By improving efficiency, reducing waste, and ensuring that the department has the necessary resources, it is playing a crucial role in supporting the delivery of high-quality patient care. The team has recently attended the Spread and Scale Academy to look at how they can spread this work to other areas of the Health Board and beyond.