HUMS Hospital

Description: When receiving items from the Operating Theatre (OT), the system must enable CSSD staff to record any missing instruments or sets. This must be acknowledged by the relevant OT staff before proceeding. After acknowledgment, CSSD staff should be given the option to either return the items to OT for reconciliation or proceed with sterilization according to clinical protocols.
Functional Requirements:
1 Missing Item Documentation:

• On “Receive from OT” screen, provide a function to document missing instruments or sets.
• The entry must allow selection from an existing instrument/set list or free-text entry for unlisted items.
• Multiple missing items can be recorded for a single transaction.

2 Acknowledgment Process:

• Once missing items are documented, the system should require acknowledgment by OT staff.
• The acknowledgment should capture:
1. Name/Staff ID of OT staff acknowledging
2. Date & Time of acknowledgment
3. Signature capture (digital or scanned) if supported

3 Action Options After Acknowledgment:

• Option 1: Return the items to OT for reconciliation

System logs the return with date, time, and responsible CSSD staff.

• Option 2: Proceed with sterilization

System continues the sterilization workflow and tags the set as processed with missing items.

4 Data Logging & Audit Trail:

• All missing item records, acknowledgments, and subsequent actions must be logged.
• The system should allow retrieval of historical records for investigation and quality control.

5 Alerts & Notifications:

• Optional alert to OT supervisor upon missing item documentation.
• Optional alert to CSSD supervisor for high-value or critical instruments.

Reports:

• Missing Items Report (with filters by date, set ID, OT, staff involved, and action taken).
• Acknowledgment Log Report.