Best Practices for Ensuring the Safety and Security of Patient Belongings During Hospital Stays

Patient belongings are personal items that often hold sentimental and monetary value. A hospital stay can be stressful for patients, making the safety of their belongings a key concern for medical practice administrators and staff. The following article outlines best practices for protecting patient belongings during hospital stays, with input from recent studies and expert opinions, particularly relevant in the United States.

The Importance of Patient Belongings Safety

Hospitals often face issues regarding the security of patient belongings. Common items include cell phones, wallets, jewelry, and important documents. Patients rely on these items for communication and identity verification. Unfortunately, many facilities report cases of lost belongings, creating stress for patients and challenges for hospitals. Reports indicate that patients frequently contact administrative staff for help in locating missing items. Nichole Aguiar, Director of Patient Experience at Brigham and Women’s Faulkner Hospital, notes that the hospital receives such calls more often than preferred, indicating a need for better protocols.

The loss of personal belongings can also lead to financial repercussions for healthcare organizations. Hospitals may incur costs trying to locate lost items or compensating patients if they cannot be found. This situation highlights the need for effective management strategies related to patient belongings.

Responsibilities of Hospital Staff and Patients

The question of responsibility for patient belongings involves both hospital staff and patients. Each has a role in protecting personal items. Healthcare staff should track and safeguard items entrusted to them, while patients need to be cautious and mindful of what they bring into the healthcare setting.

Encouraging Patients’ Personal Responsibility

To reduce the risk of lost items, hospitals should encourage patients to take specific actions. These include:

• Limit Valuables: Patients should be advised to bring only essential items to the hospital. High-value belongings, like expensive jewelry, should ideally be left at home.
• Secure Storage Options: Facilities should offer secure storage options, such as locked wardrobes or safes, to help employees store valuables. Patients should be informed about these options upon admission.
• Clear Communication on Responsibility: It is important to establish clear communication regarding the responsibilities of both patients and hospital staff concerning personal belongings. Consent forms or signage can reinforce this information.

Systematic Approaches to Enhance Safety

Several methods can assist healthcare facilities in systematically securing patient belongings and reducing the occurrence of lost items.

Standardized Protocol Development

Hospitals should create standardized protocols that outline how to manage patient belongings. This includes specific guidelines for:

• Logging Received Items: Similar to practices observed by the Performance Improvement team at Brigham and Women’s Faulkner Hospital, healthcare organizations should implement processes for logging items upon a patient’s admission. Documentation serves as a reference point if items go missing.
• Tracking Systems: Using electronic medical records (EMR) systems to track patient belongings can help maintain visibility over valuable items. Tools in EMRs can improve efficiency and make locating lost items easier. The hospital noted that using systems like Epic has greatly aided this process.

Training and Accountability

Staff training is essential for enhancing the safety of patient belongings. This includes:

• Mandatory Training: Employees should participate in training sessions detailing their responsibilities regarding patient items, including logging procedures and communication protocols.
• On-the-Job Reminders: Continuous reinforcement of policies is vital. Staff can be reminded through in-house workshops about best practices for managing patient belongings.

The Role of Technology in Enhancing Security

Incorporating technology can help safeguard patient belongings during hospital stays.

Integration of AI and Workflow Automations

As healthcare organizations seek modern solutions to improve efficiency, artificial intelligence (AI) and workflow automation can assist in protecting patient belongings.

• Automated Item Logging: By integrating AI algorithms with EMR systems, hospitals can automate the logging of patient belongings when they enter the facility, reducing reliance on manual entry that can lead to errors.
• Smart Alerts and Reminders: AI can generate alerts for staff members to remind them about patients’ high-value items, ensuring that necessary precautions are taken. For example, reminders can prompt staff to check security measures for expensive electronics.
• Data Analytics for Loss Patterns: Hospitals can use AI analytics to review data about lost items. Identifying trends helps organizations understand common types of lost items and situations that lead to their disappearance. This information can guide policy development to reduce these occurrences.
• Connecting Patients with Their Belongings: AI-driven chatbots can help patients find information related to their belongings quickly. These chatbots can remind patients of policies regarding bringing valuables to the hospital and provide updates on their stored items.

Enhancing Communication Channels Using Technology

Technology can improve communication with patients about their belongings:

• Mobile Applications: Hospitals can develop mobile apps to inform patients of their responsibilities and the procedures for storing valuables. Real-time notifications about their items can be sent, along with information on where to securely store them.
• Feedback Mechanism: Incorporating user-generated feedback regarding patient belongings can help hospitals understand patients’ perspectives. Active engagement with these concerns can lead to a better experience for each patient.

Best Practices in Patient Experience Management

Organizations like the Beryl Institute provide frameworks for enhancing patient experience, including the safety of personal belongings as a key element. The Beryl Institute emphasizes that every interaction a patient has within a healthcare organization impacts their overall experience. Therefore, protecting valuable possessions should be an essential part of the care provided. Here are some best practices informed by expert insights:

Enhanced Signage and Educational Materials

Hospitals should place clear signage in the admission area and common areas, such as the Emergency Department, outlining policies on personal belongings. Educational materials should guide patients on effectively securing their items.

Collaborative Cross-Departmental Efforts

Success relies on collaboration. Facilities should take a cross-departmental approach in addressing the safety of patient belongings. Involved teams—Patient Experience, Emergency, Nursing, and Security—should coordinate to create, implement, and review policies regularly.

Practice Accountability

While hospitals are responsible for ensuring the safety of patient belongings, fostering a culture of accountability among both staff and patients is crucial. Terrance Lassiter, Senior Director of Public Safety, states that “Responsibility lies both with the patient and with hospital staff.” This culture ensures that everyone remains aware of protecting personal items.

Summing It Up

Establishing best practices for the safety and security of patient belongings during hospital stays can greatly enhance the patient experience. Collaboration among healthcare teams, the use of technology, and clear communication can lead to responsible management of personal effects. Hospitals should prioritize these initiatives to create a supportive environment that addresses the needs of patients, making each visit smoother.