Managing patient belongings is a critical aspect of hospital operations, directly impacting patient trust, satisfaction, and hospital reimbursement costs. Inconsistent policies and handling procedures can lead to misplaced items, time-intensive recovery efforts, and significant financial strain on healthcare facilities. 

1. Set Clear Goals

   An effective belongings policy should:

   • Protect patients and staff by ensuring potentially harmful items—such as certain medications or weapons—are not kept at the bedside.

   • Reduce the time and cost of tracking or reimbursing lost items.

   • Standardize documentation and monitoring of personal property.

2. Communicate with Patients
   At admission, inform patients that the hospital is not responsible for items kept at the bedside. Encourage them to send valuables home with family whenever possible.

3. Secure storage & Documentation

   • Provide tamper-evident personal belongings bags, clearly labeled with the patient’s ID. Seal bags in the patient’s presence and, when possible, have the patient sign the bag.

   • Link each bag’s ID to the patient’s electronic health record (EHR) so belongings can be tracked and matched easily.

   • Record valuables on the Outside of the Bags or on a Valuables Record Form that is placed in the patient’s chart. If items are returned before discharge, obtain the patient’s signed release.

    

4. Track Changes and Maintain Records
   If belongings change during the stay, issue a new belongings bag rather than editing the original record. This keeps the chain of custody accurate and traceable.

5. Train Staff on Belongings Management
   Regularly train all staff—especially nursing and administrative teams—on belongings protocols and empathy in handling patient items.

6. Communicate Belongings Procedures to Patients
   Share belongings management procedures with patients and families during admission, offering reassurance and transparency.

7. Medications and Special Cases

   • Document the names of any medications brought from home, but send them home if possible. If not, place them in the secure bag—never keep them at the bedside.

   • Follow hospital policy for illegal drugs or medications prescribed to someone else.

   • For patients at risk of self-harm, send belongings home or store them securely and instruct visitors not to bring additional items.

8. Discharge Procedures

   At discharge:

   • Check the EHR for belongings bag IDs.

   • Search the room for any remaining items.

   • Ensure the patient uses their bag ID to retrieve sealed items from secure storage.

9. Designate a Patient Advocate Team
   Ensure there’s a patient advocate team available to address belongings concerns, monitor policies, and review patient feedback for improvements.

Key Takeaways

• Standardize belongings management across all departments.

• Clearly communicate policies to patients and families.

• Use tamper-evident storage and accurate documentation to maintain a reliable chain of custody.

• Update records whenever belongings change and follow clear protocols for special situations.

By following these best practices, healthcare facilities can reduce lost-property incidents, save staff time, and give patients confidence that their personal items are protected throughout their stay.

UPMC Presbyterian Shadyside is a two-hospital campus, including a Level I trauma center and another 500-bed hospital in Pittsburgh, PA. The hospitals combined to spend $50,975.82 in 2020 in reimbursements for lost patient belongings in the hospitals.

In 2022 Stephen Marzano conducted a comprehensive case study on improving hospital belongings management through structured process enhancement, offering valuable insights for healthcare facilities aiming to enhance patient experience and reduce operational losses.

His full Masters Essay can be downloaded here.

http://d-scholarship.pitt.edu/42613/

In 2024 UPMC Presbyterian Shadyside implemented the use of the SMARTSafe Belongings Bags.