Jordan Ellis
Hospitals are busy places with many moving parts, and it is imperative that they understand exactly what medical devices they have and where they are located. Medical equipment tracking is a systematic process that enables close monitoring and efficient management of physical assets in a hospital. It is important to ensure patient safety, correct device use, and simplified audits for better efficiency and accountability. With the advent of sensors and new-age track-and-trace technologies, hospitals can now employ real-time location systems (RTLS) to streamline operations, reduce costs, and enhance patient safety.
| Characteristics | Values |
|---|---|
| Purpose | To locate and manage mobile assets and inventory, reduce costs, and enhance patient safety |
| Benefits | Reduce theft and damage, improve inventory management, reduce delays in patient care, enhance visibility, reduce downtime, and safeguard equipment |
| Technologies | Bluetooth, GPS, RFID, Teltonika EYE Beacons, wireless location beacons, equipment transponder beacons, barcode tags |
| Trackable Equipment | Wheelchairs, ventilators, infusion pumps, diagnostic devices, computers, defibrillators, surgical tools, monitors, beds |
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What You'll Learn
Utilise Radio Frequency Identification (RFID) technology
Radio Frequency Identification (RFID) technology is a versatile tool that can be leveraged to effectively track portable equipment in hospitals. RFID technology utilizes radio waves to identify and locate tagged items, offering a seamless solution for equipment management in dynamic healthcare environments. Here are several ways in which hospitals can utilize RFID technology:
Implement Passive RFID Tags
Passive RFID tags are small, battery-free labels that respond to nearby RFID readers. These tags are ideal for tracking portable equipment as they can be affixed to devices without the need for an external power source. The tags can be read by RFID readers, providing real-time location information and helping hospital staff quickly locate essential tools, such as infusion pumps or wheelchairs. This reduces equipment misplacement and enhances operational efficiency.
Enhance Inventory Management
RFID technology improves overall inventory management in hospitals. By tagging medical devices, hospitals can accurately track their inventory and ensure devices are properly accounted for. This visibility helps streamline operations, reduce costs associated with lost equipment, and enhance patient safety by minimizing delays caused by misplaced equipment. RFID technology also aids in auditing processes, improving efficiency and accountability within the hospital.
Ensure Proper Device Usage
RFID tracking is crucial for ensuring the right medical devices are available in the correct wards. By identifying and tracking devices with RFID tags, hospitals can mitigate the risk of healthcare workers using equipment without proper training. This technology helps prevent potential patient risks and equipment damage due to user error. Additionally, it assists in complying with NHS policy by providing evidence of public spending on medical devices.
Monitor Equipment Conditions
RFID technology can be combined with sensors to monitor the conditions of sensitive medical equipment. Hospitals can track temperature, humidity, and moisture levels to ensure equipment safety and compliance. Instant alerts can be set up to notify staff of any mishandling or unauthorized movement, reducing theft and damage. This proactive monitoring minimizes equipment downtime and helps maintain the functionality and longevity of medical devices.
Integrate with Existing Systems
Most modern RFID solutions are designed for seamless integration with existing hospital systems. RFID data can be integrated with hospital inventory software, maintenance platforms, or EHRs (Electronic Health Records). This integration ensures that tracking data flows directly into current workflows without disruption, providing a comprehensive overview of equipment utilization.
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Implement Real-Time Location Systems (RTLS)
Implementing Real-Time Location Systems (RTLS) can bring about significant improvements in hospital settings. RTLS technology offers a systematic process for monitoring and managing physical assets within hospitals. This technology is especially useful for tracking portable equipment, which is at a high risk of being misplaced or lost.
RTLS technology can take several forms, including barcode tags, radio-frequency identification (RFID), Teltonika EYE Beacons, and Bluetooth Low Energy (BLE) tracking beacons. Barcode tags require handheld scanners and a direct line of sight, which is not ideal for equipment that may be out of sight or hard to reach. RFID tags, on the other hand, can be active (with a battery) or passive (without a battery) and can locate devices by proximity, ID, location, or checkpoints, even if they are not in direct line of sight. Passive RFID tags are small, battery-free, and commonly used to locate devices like infusion pumps or wheelchairs.
Teltonika EYE Beacons are another option, which can be attached to portable medical equipment and connected to gateways throughout the hospital. This allows staff to easily see which room the equipment is in and when it leaves the room, providing reliable coverage. Similarly, Bluetooth Low Energy (BLE) tracking beacons can be used to locate equipment by searching for unique pieces of equipment and filtering by current location.
By utilizing RTLS, hospitals can reduce the time spent searching for equipment, lower operational costs, decrease delays in patient care, and ensure caregivers can devote more time to patients. Furthermore, RTLS can help prevent theft and damage to equipment, as well as improve overall inventory management and enhance patient safety by minimizing delays caused by misplaced equipment.
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Use Bluetooth and GPS tracking
Hospitals can use Bluetooth and GPS tracking to monitor portable equipment and improve overall efficiency. This technology can be used to track a wide range of medical devices, from portable monitors and diagnostic machines to wheelchairs and surgical tools.
Bluetooth Low Energy tags, sensors, and beacons are now faster and more affordable than ever. They can be used to manage medical assets and inventory instead of larger and more expensive GPS devices. These Bluetooth Location Tags can be battery-powered, with long battery lives of up to 10 years, and are designed for seamless integration with existing hospital systems, ensuring that tracking data flows directly into current workflows without disruption.
Hospitals can use GNSS, Wi-Fi AP MAC Address Scanning, and Cell Tower location solutions for a complete indoor and outdoor hospital asset tracking system. This technology can be used to track location and scan for nearby tags or sensors to report critical sensor data such as temperature, humidity, moisture, and vibration.
Teltonika's EYE Beacons can be attached to all portable medical equipment, and gateways should be placed throughout the hospital. Each beacon is assigned to a specific medical device, and when it is near the gateway, it scans the nearby beacons so that staff can see the location of the medical device via a third-party platform or mobile application. This helps to significantly reduce the time it takes to locate medical equipment, ensuring equipment is returned to where it's supposed to be after use.
GPS-enabled and cloud-based tracking solutions can help hospitals monitor equipment across other healthcare facilities within their network. This is especially useful for mobile assets or shared equipment, ensuring complete visibility at all times.
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Attach EYE Beacons to equipment
The Teltonika EYE Beacon is a powerful and compact device that can be used to track portable equipment in hospitals. It is a Bluetooth Low Energy (BLE) ID beacon that transmits a radio signal with a unique ID to track the location of items in real-time. With a long-lasting battery life of up to 10 years and a durable IP67-rated waterproof housing, the EYE Beacon is designed for reliability and minimal upkeep.
To attach EYE Beacons to equipment, consider the following steps:
- Identify the equipment: Determine the type of equipment you want to track, such as wheelchairs, surgical tools, or diagnostic machines.
- Mount the EYE Beacons: EYE Beacons can be mounted in four different ways, providing flexibility for various equipment designs. Ensure a secure attachment to prevent accidental detachment.
- Configure the Beacons: Set up the EYE Beacons by connecting them to a Bluetooth-enabled device, such as a smartphone or tablet. Follow the manufacturer's instructions to pair the beacons with your device and any relevant applications.
- Test and calibrate: Once mounted and configured, test the beacons to ensure they are functioning correctly. Calibrate the beacons according to the manufacturer's guidelines to optimize performance and accuracy.
- Create asset groups: Group the tracked equipment into categories or zones, such as 'Near' or 'Away', to facilitate efficient management and monitoring. This can be customized based on your specific needs and the layout of your hospital.
- Train staff: Educate hospital staff about the EYE Beacon system, including any protocols for using and maintaining the beacons. Ensure they understand the importance of proper equipment tracking for operational efficiency and patient safety.
By attaching EYE Beacons to portable equipment in hospitals, you can achieve real-time visibility, reduce equipment loss or theft, and improve overall inventory management. This technology enhances patient care by ensuring that vital devices are easily located when needed, streamlining operations and reducing potential delays in treatment.
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Track via a web application
Tracking portable equipment in hospitals is essential for improving patient care, reducing costs, and enhancing patient safety. Hospitals can use web applications to locate equipment in real time, streamline operations, and ensure that vital devices are always easily locatable.
GE Healthcare's Encompass is an example of a web application that helps hospitals locate and manage mobile asset inventory. It consists of tracking software, wireless location beacons, and equipment transponder beacons. Encompass displays assets in a web application that can be viewed on computers and mobile phones, offering real-time location services and equipment usage tracking. This system integrates seamlessly into facilities to manage a full fleet of medical equipment, reducing the time spent searching for equipment and enabling caregivers to spend more time with patients.
Another example of a web application for tracking portable equipment in hospitals is Teltonika's EYE Beacons. These beacons are attached to portable medical equipment, and gateways are placed throughout the hospital. Each beacon is assigned to a specific medical device, and when it is near a gateway, staff can see the location of the medical device via a third-party platform or mobile application. This solution helps hospitals locate equipment without delay, ensuring they are prepared for emergencies and reducing the risk of theft.
Additionally, Bluetooth Low Energy (BLE) tracking beacons, such as those offered by GE Healthcare, can be used to locate unique equipment by querying equipment attributes, filtering by current location, or locating equipment tagged with a BLE beacon. This technology helps healthcare professionals find assets in a timely manner, improving patient care and operational efficiency.
Overall, by utilising web applications and real-time location systems, hospitals can effectively track portable equipment, enhance visibility, reduce downtime, and safeguard critical equipment. This technology improves inventory management, reduces the risk of equipment loss or theft, and ultimately enhances patient safety by minimising delays in care caused by misplaced equipment.
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Frequently asked questions
Hospitals are busy places and it is imperative that staff can locate medical devices when they need them. Portable equipment is particularly vulnerable to being lost or misplaced. Tracking devices can help hospitals streamline operations, reduce costs, and enhance patient safety by minimising delays in care caused by missing equipment.
There are several types of tracking devices available, including:
- Radio-frequency identification (RFID) tags
- Bluetooth location tags
- Teltonika EYE Beacons
- GE Healthcare Encompass
- Barcode tags
A wide range of medical devices can be tracked, from portable monitors and diagnostic machines to wheelchairs and surgical tools.
Tracking portable equipment helps hospitals reduce theft and damage to equipment, improve inventory management, and reduce costs by preventing over-purchasing of equipment. It also helps ensure patient safety by ensuring the right equipment is in the right place at the right time and that equipment is properly maintained.
