A 5S-Driven Transformation: Improving Quality, Safety, and Patient Experience

Healthcare organizations operate in a complex and time-sensitive environment where the availability of the right resources at the right time is critical for delivering safe, efficient, and high-quality patient care.

At Sankara Eye Hospital Bangalore, several operational challenges were identified across departments, including cluttered workspaces, accumulation of unnecessary items, excess and misplaced inventory, inconsistent storage practices, and inefficient document management systems. These issues resulted in prolonged searching for equipment, consumables, and medical records, increased staff movement, underutilization of available space, and delays in routine clinical and administrative processes.

The initial assessment revealed that inventory levels in key areas such as the operation theatre, pharmacy, and stores were higher than required, leading to wastage of resources and increased holding costs. Medical record retrieval was time-consuming, and the absence of standardized storage locations made it difficult for staff to quickly locate and return items.

In addition, patients often experienced unnecessary movement within the hospital due to inadequate visual management and wayfinding systems. These inefficiencies not only affected productivity but also had the potential to impact patient satisfaction, safety, and quality of care.

Despite the hospital’s commitment to quality healthcare, the lack of a structured workplace organization system limited operational effectiveness.

To identify and eliminate unnecessary items from work areas through systematic sorting and red-tagging activities.

To organize equipment, consumables, documents, and supplies using standard storage locations, labeling, and visual management systems for easy access and retrieval.

To reduce waste and improve inventory management by optimizing stock levels and removing obsolete, expired, and excess inventory.

To decrease search and retrieval times for medical records, instruments, and supplies across departments.

To improve workplace cleanliness, safety, and equipment readiness through regular cleaning, inspection, and maintenance practices.

To standardize workplace practices through the development of audit checklists, standard operating procedures, and visual controls.

To enhance patient experience and workflow efficiency by minimizing unnecessary patient movement and reducing delays in service delivery.

To create a culture of continuous improvement and staff engagement through regular audits, Kaizen activities, and sustained 5S practices.

To achieve measurable financial and operational benefits through inventory recovery, waste reduction, improved space.

The intervention involved the implementation of the 5S methodology (Sort, Set in Order, Shine, Standardize, and Sustain) across 13 departments of Sankara Eye Hospital Bangalore to improve workplace organization, eliminate waste, and enhance operational efficiency.

A cross-functional Rapid Transformation Force (RTF) comprising representatives from various departments was formed to plan, coordinate, and monitor the implementation process. A structured Gantt chart with a 38-day implementation timeline was developed to ensure systematic execution with minimal disruption to routine hospital operations.

During the Sort (Seiri) phase, all work areas were assessed, and unnecessary, obsolete, expired, or underutilized items were identified using a red-tagging system. Red-tagged materials were reviewed and either discarded, redistributed, returned to vendors, or retained based on departmental requirements.

In the Set in Order (Seiton) phase, essential items were organized according to frequency of use. Standard storage locations, labels, signage, color coding, shadow boards, and visual controls were introduced to facilitate quick access and reduce search time. Medical records, consumables, and surgical instruments were reorganized to improve retrieval efficiency.

The Shine (Seiso) phase focused on deep cleaning, workplace inspection, and equipment maintenance to ensure cleanliness, safety, and operational readiness.

Subsequently, the Standardize (Seiketsu) phase established uniform practices through standardized audit.

The implementation of the 5S methodology at Sankara Eye Hospital Bangalore resulted in significant financial, operational, and organizational improvements.

A total measurable financial impact of ₹33.77 lakhs was achieved through inventory recovery and scrap disposal. Inventory recovery contributed ₹31.72 lakhs (93.9%), primarily through the identification and return of excess intraocular lens (IOL) stock from stores and pharmacy, while scrap disposal generated ₹2.05 lakhs (6.1%).

Operational performance improved substantially across multiple departments. Inventory holding periods were reduced by 66.7% in OT consumables, 50% in pharmacy stocks, and 73.3% in canteen inventory, leading to better stock control and reduced waste.

Medical record retrieval time improved dramatically, decreasing from 3-4 minutes to approximately 12 seconds, representing a reduction of over 90%. Insurance document storage requirements were reduced by 62%, improving space utilization. Furthermore, the time required to identify operation theatre instruments decreased by 80%, enhancing workflow efficiency during surgical procedures.

Unnecessary patient movement within the hospital was virtually eliminated through improved signage, color coding, and visual management systems.

In addition to these measurable outcomes, the initiative improved workplace organization, staff productivity, safety compliance, document management, and patient experience. The establishment of regular audits and continuous improvement practices ensured the sustainability of these gains.

The implementation of 5S across multiple hospital departments was not without challenges. Resistance to change was initially observed, as staff were accustomed to existing workplace arrangements and inventory management practices.

Coordinating activities across 13 departments while ensuring uninterrupted patient care required careful planning and collaboration. The identification, segregation, and disposition of large quantities of unnecessary materials demanded considerable effort and interdepartmental coordination. Sustaining improvements also required continuous monitoring and adherence to newly established standards.

Several factors contributed to the success of the initiative. The formation of a cross-functional Rapid Transformation Force enabled effective communication, faster decision-making, and collective ownership of the project.

Clearly defined implementation plan with timelines and responsibilities ensured structured execution. Active participation from departmental staff fostered acceptance and accountability. The use of visual management tools, standardized audit checklists, and regular monthly audits helped maintain consistency across departments.

Most importantly, strong leadership support and continuous Kaizen activities fostered a culture of continuous improvement, ensuring that the benefits achieved through 5S were sustained and integrated into daily hospital operations.

The implementation of 5S at Sankara Eye Hospital Bangalore demonstrated that workplace organization is a powerful enabler of operational efficiency, patient safety, and service quality.

The project showed that significant improvements can be achieved without major financial investment by eliminating waste, optimizing existing resources, and standardizing work practices. It also highlighted the hidden value that can be recovered through systematic inventory review and workplace organization.

A key learning was that simple visual management tools such as labeling, color coding, signage, and designated storage locations can greatly reduce search time and improve workflow efficiency.

The initiative further emphasized the importance of staff participation, cross-functional teamwork, and leadership support in driving sustainable change. Regular audits, continuous monitoring, and Kaizen activities were essential for maintaining improvements.

Overall, 5S proved to be a practical and effective approach for fostering a culture of continuous improvement in healthcare settings.