Tessa Quinn
Hospitals have a lot of equipment to keep track of, from hi-tech machinery to consumable items. It is essential that this equipment is readily available when needed, as delayed treatment can lead to serious consequences, including death. Asset tracking systems can help hospitals manage their equipment, ensuring that vital instruments are accessible to healthcare professionals. These systems can also help hospitals reduce costs, improve patient care and increase operational efficiency.
| Characteristics | Values |
|---|---|
| Purpose | To keep track of hospital equipment and assets, including medical devices, tools, machinery, medication, and supplies |
| Benefits | Improves patient care and safety, reduces costs and downtime, increases operational efficiency, ensures compliance with government standards and regulations, enables timely maintenance and sterilization, prevents theft and loss, streamlines inventory management |
| Technology | Barcode labels and scanners, RFID tags and wristbands, RTLS tags with sensor technology, Bluetooth, Wi-Fi, ultrasound, cloud-based and self-hosted software, mobile apps |
| Data | Real-time location, utilization, wait times, cleaning and servicing history, ROI, maintenance schedules, expiration dates, safety inspections, calibrations, certifications, repairs, transactions |
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What You'll Learn
Barcode and RFID technology
Barcode technology is a classic method of asset tracking, offering economic feasibility and enabling regular updates. Barcode systems help hospitals stay organised and efficiently track asset records. They can also be used to manage storage areas and identify lost, damaged, or broken items. Barcode labels can be pre-printed or generated as asset tags, and can be created using label printers in different formats, including code 39 barcodes and QR code barcodes. Barcode tracking systems can also be used to manage expiration dates, safety inspections, and repairs.
RFID technology is another method of asset tracking, offering several benefits over barcode systems. RFID tags can be embedded into medical devices to prevent counterfeiting, track assets, and protect patients. These tags can be integrated with Artificial Intelligence (AI) to enhance data analysis and interpretation, and can include sensing technologies for monitoring temperature, humidity, and shock, ensuring optimal storage conditions. RFID technology enables precise tracking of medical equipment, supplies, and devices, with contactless tracking at both the item and bulk levels. This technology improves operational efficiency by ensuring equipment availability, preventing treatment delays, and reducing costs associated with unnecessary equipment purchases. Additionally, RFID tracking supports compliance with healthcare regulations and enhances patient safety by enabling patient tracking and providing alerts on suspicious behaviour.
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Real-time location systems
RTLS solutions, such as those offered by CenTrak, have the ability to pinpoint the exact location of needed resources with 100% accuracy. This is especially critical in the Intensive Care Unit (ICU), where finding equipment and assets as quickly as possible can be the difference between life and death. When equipment is always where it should be, RTLS can also help cut down on costs and save time for clinicians.
RTLS can also be used to track the supplies (medicines, bandages, etc.) used for a particular patient's treatment and identify the clinician who drew up the items. This can help hospitals manage inventory and ensure regulatory compliance.
RTLS typically use both access points (APs) and beacons, usually placed indoors, to ensure tracking accuracy. In a feasibility study, one hospital tracked locations using an existing WiFi infrastructure that covered all hospital wards, while the location positioning of greater accuracy in emergency and storage rooms was measured via Bluetooth Low Energy (BLE) beacons.
RTLS can be implemented through cloud-based software or self-hosted software. Cloud-based software is offered on an annual basis and stored on a cloud server, eliminating the need for costly IT resources. Self-hosted software is a one-time purchase, housed on a single computer or server. Both options allow users to utilize a mobile app available on Android and iOS (Apple) devices.
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Maintenance and sterilisation
Maintenance Strategies:
Firstly, establish a comprehensive inventory of all medical equipment, including details such as the make, model, date of purchase, condition, and location within the hospital. This inventory forms the basis of your maintenance program. Implement routine inspections and regular maintenance schedules for all equipment, with trained professionals examining equipment for any signs of wear, damage, or malfunction. Regular testing and calibration ensure equipment accuracy and optimal functioning. Adhere to the manufacturer's maintenance guidelines, schedules, and protocols, and keep detailed records of all maintenance activities for compliance and future reference.
Consider utilising maintenance tracking software to streamline processes, create efficient repair routines, and easily access maintenance records. This helps prevent equipment issues and allows for informed decisions about equipment purchases and updates. Additionally, establish a well-trained maintenance team that is competent in safety practices and up-to-date with industry regulations and standards.
For older technology, preventative maintenance schedules based on manufacturer recommendations and PVST tests are crucial. PVST tests analyse intervals, applications, and interpretations of international standards, ensuring the safety and functionality of equipment. Newer high-tech devices may require different maintenance strategies, such as predictive maintenance programs that utilise real-time data analysis to prolong equipment lifespan.
Sterilisation Practices:
Sterilisation is a critical aspect of infection control and equipment longevity. Establish clear sterilisation procedures, ensuring that all medical equipment and supplies are properly disinfected and sterilised before use. Maintain the integrity of packaging during storage and transportation, and store sterile items separately from non-sterile supplies in designated, clearly labelled areas. Protect sterile items from dust, light, moisture, and temperature fluctuations to maintain their sterility.
Implement a rigorous cleaning routine, following written procedures and utilising appropriate cleaning products and equipment. Provide staff with training on cleaning standards and maintain clean supply rooms to prevent the spread of infections and maintain optimal hygiene. Additionally, consider investing in sterilisation cases that protect equipment during storage, transit, and sanitisation, enhancing the organisation and longevity of your supplies.
By implementing comprehensive maintenance and sterilisation strategies, hospitals can ensure the safety and effectiveness of their equipment, ultimately improving patient care and outcomes.
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Inventory management
Asset Tracking Systems
Hospitals can utilise various asset tracking systems, such as barcode labels, RFID tags, and real-time location services (RTLS) to monitor the movement and location of equipment. Barcode labels, including pre-printed anodised aluminium labels and custom-designed poly blend asset tags, can be scanned to track inventory levels and locations. RFID tags, on the other hand, use radio-frequency identification technology to identify and track items without requiring a direct line of sight. RTLS, integrated with sensors, Bluetooth, Wi-Fi, or ultrasound technology, enables real-time tracking of assets across multiple locations within the hospital.
Centralised Software and Data Management
Centralised software platforms are crucial for processing and storing data collected by tracking systems. These software solutions provide a user interface for hospital staff to monitor and manage equipment, allowing them to quickly locate specific items. The software can also generate alerts and notifications for equipment maintenance, calibration, and certification requirements, ensuring compliance with government standards and regulatory requirements. Additionally, data analytics capabilities within these systems enable hospitals to analyse equipment utilisation, wait times, and return on investment for each asset.
Integration with Existing Systems
It is essential to ensure that the chosen asset tracking system integrates seamlessly with existing hospital information systems (HIS) and electronic health records (EHR). This integration allows for a unified approach to asset management and patient care, providing a comprehensive view of equipment usage and patient data.
Streamlined Maintenance Routines
Implementing streamlined maintenance routines is vital to prevent equipment breakdowns and ensure patient safety. RFID tags and tracking systems can help hospitals track maintenance schedules, sterilisation sessions, and equipment calibration. Regular maintenance not only enhances asset efficiency but also reduces the risk of sudden malfunctions, extending the lifecycle of the equipment.
Optimising Inventory Levels and Procurement
Effective inventory management in hospitals is a dynamic and complex process, requiring continuous optimisation to meet the ever-changing demands of patient care and safety. By adopting innovative technologies and streamlined processes, hospitals can enhance the efficiency of their operations and ultimately improve patient outcomes.
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Compliance and security
The implementation of asset tracking software, in conjunction with asset management solutions, is a key strategy for hospitals to maintain compliance and security. Automated tracking methods such as fixed scanners, barcodes, and asset tags help generate data to efficiently manage and track assets. Barcode systems, for example, are an economical and classic method of asset tracking, providing regular updates and an accurate overview of the inventory.
Radio-Frequency Identification (RFID) technology has emerged as a powerful tool for hospitals to streamline their asset-tracking processes. RFID tags facilitate accurate record-keeping and ensure that equipment is appropriately documented and maintained. This technology can also be used for patient safety, with RFID wristbands storing important information such as patient allergies and medical history.
Additionally, real-time location systems (RTLS) provide an efficient way to track and manage hospital assets. RTLS uses tags equipped with sensor technology and Bluetooth, Wi-Fi, or ultrasound to track assets without requiring a line of sight. This system can be particularly useful for tracking large numbers of assets in multiple locations.
With efficient tracking systems in place, hospitals can ensure compliance with government standards and regulatory requirements. These systems provide documentation of equipment usage and maintenance, allowing hospitals to maintain equipment safety and reduce the risk of sudden breakdowns. Ultimately, effective compliance and security measures through asset tracking improve patient care and enhance operational efficiency.
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Frequently asked questions
Tracking hospital equipment helps improve patient care, reduce costs, and increase the efficiency of hospital operations. It also ensures timely maintenance and reduces downtime.
Hospital equipment tracking systems use IoT devices with either radio-frequency identification (RFID) or real-time location services (RTLS) technology to track and manage assets. RTLS uses tags equipped with sensor technology and Bluetooth, Wi-Fi, or ultrasound to tag and track hospital assets.
Examples of hospital equipment tracking systems include GigaTrak, Edgefinity IoT, and Asset Infinity. These systems offer barcode labeling, barcode software tracking, and RFID technology to track hospital equipment.
Some challenges with hospital equipment tracking include outdated and unreliable systems, manual tracking, and equipment hoarding by staff. These issues can lead to financial losses, impact patient care, and increase operational costs.
