Abstract
BACKGROUND: Manual inventory management in hospital storerooms often relies on visual estimation, leading to inaccuracies and inefficiencies such as overstocking and out-stocking. Our audit revealed that a medical inpatient unit incurs weekly consumable costs of QAR 31 000 (US$8500), underscoring the financial impact of these inefficiences. While traditional Kanban systems have proven financially effective in specialty units, their use in inpatient settings is limited, and data on their financial impact in Middle Eastern and North African (MENA) healthcare systems are scarce. This study aims to redesign the traditional Kanban system and evaluate its long-term financial and operational impact. METHODS: We applied the Model for Improvement framework while using Plan-Do-Study-Act cycles to test and refine interventions. The traditional Kanban system was redesigned by introducing replenishment triggers, adopting bin systems, implementing Kanban boards, and standardizing Kanban quantities based on the frequency of consumable use. Impact was assessed using statistical process control charts generated with QI Macros software. Outcome measures included total weekly consumable costs; process measures assessed staff compliance with the Kanban system; and balance measures tracked out-stocking rates and staff satisfaction. RESULTS: Over three years, the modified Kanban system reduced weekly costs by 40-50%, from QAR 31 000 (US$8500) to QAR 19 000 (US$5100) during testing and stabilised at QAR 16 000 (US$4300) post-implementation. Staff satisfaction increased from 79% to 90%, driven by improved workflow and inventory tracking. Out-stocking rates declined from 0.04 to 0.02 per 1000 inpatient days during testing, ultimately reaching near zero after implementation. Compliance improved from 76% to 95%, directly contributing to both cost savings and operational efficiency. CONCLUSION: The modified Kanban system effectively reduces costs, enhances staff satisfaction and improves operational efficiency by minimising stockouts. This study underscores the value of quality improvement and lean methodologies, such as Kanban, in optimising healthcare supply chains and reducing waste.