5s Methodology, Audit Checklist, PDF Free Download

5s Methodology is Workplace Management tool. Hospital Environment is a complex environment. Health Care Workers of either Critical or Non-Critical areas are always busy with patient care. For effective care delivery, all patient care equipments and instruments and environment must be Organized and kept ready. This helps in increased work efficiency and patient outcomes.

Organizing workplace environment in a scientific way will help increase work efficiency. 5s is a master tool for that. 5s is derived from the Japanese words Seiri, Seiton, Seiso, Seiketsu, and Shitsuke. In English, the 5S means Sort, Set, Shine, Standardise, and Sustain.

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 5s Methodology OUTLINE

SORT Identify and remove unwanted/unused items from the workplace and reduce clutter (Removal//organisation)
SET IN ORDER Organize everything needed in proper order for easy operation (Orderliness)
SHINE Maintain high standard of cleanliness (Cleanliness)
STANDARDIZE Set up the above 3S as norms in every section of the workplace (Standardize)
SUSTAIN Train and maintain discipline of the personnel engaged (Self-discipline)

BENEFITS OF 5S Methodology

  1. Improves productivity, Quality, Patient safety and ergonomics
  2. Promotes work flow and Reduces searching
  3. Reduces unplanned downtime
  4. Encourages visual control
  5. Enhances Self-Management & Teamwork
  6. Eliminates distractions
  7. Instills the discipline to follow standard work
  8. Saves Time

Traditionally our mindset to implement 5s is confined only with records; removing old records, labeling it, arranging it etc. Unlike that, 5s can be implemented in all areas of Health setup. It can be for whole hospital environment, wards or a single room alone etc.

Before that, it is to be understood All 5s as a whole should be implemented for each areas e.g. Work Tables, Environment, and Cupboards etc. The following will describe about 5s implementation in a Nurses Station

SORT- IDENTIFY AND REMOVE UNWANTED/UNUSED ITEMS FROM THE WORKPLACE AND REDUCE CLUTTER (REMOVAL/ORGANIZATION)

Nurses Station is the place occupied with patient records, ward records, electronic devices (Computer, Printer, and Telephone), Stethoscope, Trolleys and more. The following actions will help improve workplace.

  • Remove unnecessary records and keep only necessary one on table.
  • Keeping files in the rack
  • Keeping Electronic devices, Trolleys in its place

SET IN ORDER- ORGANIZE EVERYTHING NEEDED IN PROPER ORDER FOR EASY OPERATION (ORDERLINESS)

  • Label the records in alphabetical orders and arrange them in order
  • Label the rack numbers and file locations
  • Label and arrange the instruments, equipments in an order which are easy to use. i.e. ‘First Come First Out’

SHINE- MAINTAIN HIGH STANDARD OF CLEANLINESS (CLEANLINESS)

  • Implement daily cleaning of Nurses Station
  • Implement Daily cleaning & of Instruments, Trolleys, Electronic Devices
  • Monitor working condition of Instruments and ensure availability

STANDARDIZE- DEVELOP AND IMPLEMENT STANDARDS CRITERIA FOR FIRST 3S

  • Develop and implement Checklist for Daily cleaning, Availability of Equipments, Instruments & it’s Working Status
  • Develop Policy for timely correction of breakdown of instruments.
  • Do timely calibration and AMC works for instruments.
  • Develop Standard Operative Procedures for process, and educate all staffs

SUSTAIN- TRAIN AND MAINTAIN DISCIPLINE OF THE PERSONNEL ENGAGED (SELF-DISCIPLINE)

  • Develop a culture of practicing 5s daily without being told.
  • Conduct regular 5s training for all staffs in wards/departments
  • Conduct periodical audits and provide necessary feedback
  • Appreciate best performing staffs for implementing 5s.

Conducting 5s Audit is interesting as it involves all work areas. Focusing the important aspects of day to day work, we have developed Audit tools for 5s Methodology. Periodical Audits and Feedbacks will be helpful to improve work efficiency of employee. The following is a model audit checkpoints. It can be customized according to your work environment.

5S METHODOLOGY SCORING SYSTEM

  • NON-COMPLIANCE- 0
  • PARTIAL COMPLIANCE-1
  • FULL COMPLIANCE- 2

Scores & percentage of compliance should be calculated for each area and Stages.

Areas focused in this Audit are 1) Records, Cupboards, Work Tables, 2) Equipments, instruments, Drugs, Chemical Materials, 3) Environment.

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SORT

Records, Cupboards, Work Tables          

  1. There are only required records kept on the table
  2. Records are sorted based on its nature and kept safe in cupboards
  3. There are no out dated records in the department
  4. Previous records are stored in identified places before sending it to MRD

Equipments, instruments, Drugs, Chemical Materials   

  1. Necessary Equipments and Instruments, Materials are identified before starting the work
  2. Specific locations are identified for safe keeping of patient care equipments and instruments. E.g. ECG Machine, Pulse Oximeters, Stethoscope, BP Apparatus.
  3. Drugs, Materials are sorted based on it nature and stored in appropriate places. E.g. Drugs/Reagents/Miscellaneous items are stored in cupboards, Chemical Materials are stored in lower rack or in a separate cupboard
  4. Specific Locations are identified for Clinical Procedure Trays, Fire Extinguishers; Blood & Mercury spill management Trays.

Environment     

  1. There are no outdated posters/broken items/ in the department
  2. There are no switch boxes, lights, fans under repair
  3. Intersection of Departments for various uses is done. E.g. injection room/procedure room/utility room
  4. There are no Junk materials in the departments
  5. Utility Rooms is identified for keeping 3 Bucket Trolley
  6. Location identified for placing Wheel Chairs, Stretchers
  7. Location identified for General Wastes, and Bio-Medical Wastes
  8. Location identified for Notice Boards, Complaint Boxes

 SET IN ORDER

Records, Cupboards, Work Tables

  1. Records are arranged in an order based on usage at cupboard/tables
  2. All records are numbered and labelled in an order (e.g. based on types or alphabetically)
  3. List of Records arranged are displayed systematically
  4. Staffs are able to find the record using the arrangement order quickly
  5. Old Record sending note is maintained
  6. Previous records are listed chronologically and kept in labelled boxes

Equipments, instruments, Drugs, Chemical Materials   

  1. Necessary Patient care equipments/instruments/materials are arranged in an order
  2. Areas identified for keeping patient care equipments/materials are labelled
  3. Drugs Racks in cupboards are numbered and list of drugs stored in each rack are listed.
  4. Location identified for Procedure Trays are labelled and list of items on the trays are displayed and kept easy to access

Environment     

  1. Existing Posters are kept in appropriate places and in an order (e.g. Ward Names > Scope of Practice > Patient Right and Responsibilities)
  2. Both Switches connecting to particulars fans, tube lights are numbered and labelled.
  3. Intersection signages are displayed. Rooms are named and numbered,
  4. Items on the utility rooms are kept in identified places. (Specific Locations for Trolley, Mobs and buckets are numbered and labelled)
  5. Locations identified for Wheels chair, stretcher are labelled and kept easy to access.
  6. General waste Location is labelled and Signages are displayed. (Bio-degradable, Non-Biodegradable)
  7. BMW Location is Labelled and BMW Management Poster is displayed
  8. Information on the notice boards are crisp and in written on order
  9. Complaint boxes are numbered and grievance redressal mechanism is displayed

SHINE

Records, Cupboards, Work Tables

  1. High Standards of cleaning of the cup boards, Work Table is employed daily
  2. Staffs ensure all necessary records are present before starting work
  3. Staffs identify & replace the records using the record number or alphabet order in appropriate places
  4. Old Records are sent to MRD regularly

Equipments, instruments, Drugs, Chemical Materials   

  1. Staffs ensure necessary patient care equipments/instruments/ materials are available and easy to access
  2. Staffs ensure all equipments/instruments/materials are in working condition and drugs, chemicals are checked for their integrity and expiry
  3. Daily Cleaning of Equipments, Instruments and Drugs/Chemical Racks are done
  4. Standard Operative Procedures for Equipments, Chemicals, and Expiry dates for drugs and Chemicals are display
  5. Staff Adhere to use Procedure as per protocols in day to day activities. i.e. Management of Blood Spills.

Environment     

  1. Regular cleaning of Posters, Fixtures, fans, tubes, and inspection of electrical fixtures are done
  2. Regular Rounds are taken to monitor cleanliness of all patient, staff rooms, bathrooms, toilets etc.
  3. House Keeping Staffs adhere to 3 bucket system and follows work instructions.
  4. Wheels chairs, stretchers are cleaned daily and Oils applied on regular basis for easy mobilization and safety belts are ensured.
  5. Patients and attenders are sensitized about General wastes
  6. BMW wastes are segregated as per BMW Rules and collected once 3/4th filled using closed trolley, Records are maintained
  7. Notice Boards are updated daily providing information to patients and attenders.
  8. Complaint boxes are opened daily to receive the grievance letter

STANDARDIZE

Records, Cupboards, Work Tables          

  1. All necessary records are maintained regularly and inspected by Matron, Dept NO, I/c
  2. Staffs adhere to sort, set in order, and shine for records, work tables, cupboard daily.
  3. 5s Signages are displayed in all work Areas highlighting Key messages
  4. Regular Supervision/Surprise Supervision is employed on Work place Improvement

Equipments, instruments, Drugs, Chemical Materials   

  1. Daily Working Status Checklists, Safety Checklists, Stockouts are updated daily.
  2. Work/Procedure instructions are displayed safe handling of instruments and equipments. i.e. RACE/PASS for fire extinguishers, Blood & Mercury Spill Protocols
  3. Troubleshooting instructions for equipments, instruments are available.
  4. Mistake proofing signages, Work Instructions signages are displayed in appropriate places. (e.g. High Alerts drugs and its dosages, Disinfection Policy)

Environment

  1. Patient Safety assessments and audits are conducted at regular intervals
  2. Housekeeping Activities are monitored daily and checklists are updated by supervisors, Department staffs
  3. Ward Inventory is maintained and verified on regular basis. (i.e. Annual Physical Verification)
  4. Standard Operative Procedures for Cleaning, Biomedical waste management is established and staffs are sensitized regularly.
  5. BMW, HIC Committees are established and meetings conducted monthly. Shortcomings of daily rounds are discussed in meeting and CAPA are communicated to all departments.
  6. General Wastes are collected before it is overfilled
  7. Matrons/Nodal Officers/Departmental Incharges takes daily rounds and provides appropriate feed backs for smooth functioning.
  8. Complaint collection Registers maintained and inspected by Department No, Matron or I/c, CMO

SUSTAIN

  1. Training, Audits, Encouragements
  2. Regular Training Session on 5s is conducted periodically
  3. 5s Audits are conducted and feed backs are communicated to respective departments
  4. Staffs are encouraged to practice 5s regularly
  5. Departments maintaining High Standards of 5s are appreciated in regular meetings