JMIR Publications

ABSTRACT

Background:

During the COVID-19 outbreak in May 2021, our hospital, designated as a specialized facility for treating severely infected patients, faced critical staff and resource shortages. Efficient bed management and quick bed assignments were paramount to ensuring patient safety and treatment outcomes. Leveraging the Toyota Production System (TPS) mindset and Toyota Business Practice (TBP) problem-solving methodology, we aimed to develop a rapid solution to address this challenge.

Objective:

To design a Quick Isolation Bed Inquiry System that provides real-time information on hospital bed availability, ensuring timely admissions without increasing manpower or costs.

Methods:

We applied the eight-step problem-solving process of TBP, supported by TPS principles such as just-in-time and autonomation. The steps included clarifying the problem, breaking it down by constructing a value stream map, setting targets, analyzing root causes, and developing and implementing countermeasures. The system was built on the hospital’s existing bed inquiry platform, utilizing Microsoft Excel’s Visual Basic for Applications (VBA) to automate manual tasks. The process evolved through three cycles of problem-solving and iterative improvement.

Results:

The Quick Isolation Bed Inquiry System, developed using VBA automation, significantly streamlined the bed inquiry process. It generated three outputs: a PDF for administrators, a large-screen view for bed control physicians, and a mobile-friendly version. Previously reliant on manual phone calls, the system reduced report generation time to 4 seconds, with PDF distribution via the hospital's LINE group (LY Corp) in 7 seconds. Later integrated into the hospital's virtual private network (VPN), it enabled authorized staff to check bed availability in real-time, from anywhere, supporting just-in-time practices. Even after the hospital's COVID-19 duties ended, the system continued to operate efficiently for general wards, with ongoing improvements.

Conclusions:

The eight steps of TBP process, combined with the TPS thinking, enabled the rapid development of a Quick Isolation Bed Inquiry System. The system eliminated unnecessary steps, optimized processes, and could be operated by any authorized staff member. It facilitated the timely admission of COVID-19 patients, meeting authorities' expectations without additional manpower or costs. Continuous improvement opportunities remain, including further automation for report distribution, making the system adaptable for future needs.