Optimising Efficiency by Automating Planned Electives Reporting and Validation
Care Process & Redesign
Technology
Yishun Health One Improvement Festival
National Healthcare Group
13 October 2025
1. To create a daily reporting mechanism for number of electives by clinical specialties. Successfully implemented an automated reporting system for planned and actualised electives, facilitating better decision making and.
Year Submitted: 2025
Published Date: 13 October 2025
Tags: Automation, Workflow Redesign, Cost Saving, Quality Improvement, Productivity, Time Saving, Data Management, Digitalisation, Care Process ＆ Redesign, Technology
About this Content
Aims
1. To create a daily reporting mechanism for number of electives by clinical specialties. 2. To create a system to validate planned and actualised electives.
Background
As part of the hospital direction to increase electives in KTPH, Bed Management Unit (BMU) was required to report and verify detailed breakdown of electives for the next day and investigate discrepancies between planned and actualised electives. Total of 6 hours daily was spent to manually validate lists of patients and generate a census of planned electives. This process was error prone and mentally taxing, requiring much investigative efforts, thus necessitating the need for improvement.
Methods
Over 3 months, Plan-Do-Study-Act cycles resulted in initiatives to improve the efficiency of the process: 1. Excel Database: Raw data was collated daily into a databank. 2. Automated Reporting Template: An excel template was created to tabulate planned electives by specialty and by type from the databank, and generate the report, using excel formula. 3. Automated Matching Sheet: The process of matching patient lists was automated through advanced filters and macros.
Results
1. Achieved 90% reduction in time spent matching patient lists, from 5 hours to 30 mins. 2. Achieved 50% reduction in time spent preparing reports, from 1 hour to 30 mins. This translates to annualised time savings of 1,200 hours and manpower cost savings of $53,612.86. Increased accuracy of report through continuous improvement.
Conclusion
Successfully implemented an automated reporting system for planned and actualised electives, facilitating better decision making and management of electives load in KTPH. This project will be sustained through continued PDSA arising from the root causes identified and the rectification of avoidable discrepancies between planned and actualised electives.
Lessons Learnt
Automation significantly reduces time and mental burden, leading to increased efficiency and accuracy. Continuous improvement and stakeholder engagement are crucial for overcoming discrepancies.
Additional Information
Strategic Priority 2: Drive Ambulatory First and Elective Surgery. Foundation: Operational Resilience and Staff Wellbeing.
Keywords
Automation, Reporting, Validation, Efficiency, Electives, Time Savings, Cost Savings
Innovators' Details
Innovators' Details
Healthcare Cluster(s) | National Healthcare Group |
Organization(s) Involved | Khoo Teck Puat Hospital |
Platform(s) | Yishun Health One Improvement Festival |
Healthcare Professional Group(s) | Healthcare Administration |
Applicable Specialty or Discipline | Healthcare Administrators |
Project Lead(s) | Tam W. H. B., Low K. K. D. |
Project Member(s) | Noraini Bte Samri |
Connect with this contributor!
KTPH & YCH Innovation & Improvement (I&I) Office - i-i@ktph.com.sg
Project Attachment
778_KTPH_OIF 2025_Optimising Efficiency by Automating Planne.pdf