Hospital automate the management of 200 thousand medical devices and tracks essential things like uniforms and bed linens

The Customer

Today, the Client is at the forefront of important projects, which shows how the public-private partnership can yield fruits for the community, inspiring other institutions to join in for the health of Brazil. The Client’s skills and knowledge are at the service not only of patients of its own eight units, but also in more than two dozen locations in Brazil, and around the world.
In the city of São Paulo alone, the Client operates 22 public units – always with the highest quality. 

The Challenge

Our Client needed better visibility into the location of medical equipment, especially as assets moved around the hospital. With a large number of assets used across multiple departments, the Client needed a way to maintain and track each item automatically. Though manual processes worked well in the past, as more high-value IT, and medical equipment were added to their inventory, the Client needed a system powerful enough to track thousands of assets simultaneously in real-time.

The Client faced three main problems. First, they had very little visibility into the location of their medical equipment. Items often took days to locate throughout the various hospital wings. A lack of auditing tools prevented staff from gaining a complete understanding of equipment status. Additionally, hospital staff replaced items they thought they had lost when they were actually in an unexpected part of the hospital, leading to unnecessary expenses.

By implementing a RAIN RFID solution built on the SmartX HUB cloud platform, the customer wanted to increase the visibility of all tagged assets throughout the building and the solution must follow the guidelines below: 

  • More efficient tracking of assets using RFID Portals on strategic corridors and doorways. 
  • Improved asset utilization for greater return on investment
  • The Client’s staff needed a solution that would increase equipment visibility, speed up the auditing process, and ultimately decrease the cost and wasted time associated with misplaced items.
  • Scalable across other 30.000 critical’ assets and 150.000 laundry assets within the building.

How It Works?

The SmartX HUB Solution

An asset management solution that increases visibility

SmartX built a solution that uses the SmartX HUB cloud platform to track all of the  IT and non-IT assets.

The Platform automates manual processes for managing capital and rental equipment so staff can easily see the location and status of assets in real time.

Configurable, the Platform enables real-time alerts to provide notification for any status or location change such as IV pump replenishment
requirements, shrinkage alerts, or maintenance needs.

  • Items are tagged upon entry to the hospital. When an item enters the hospital ecosystem, it is tagged with a unique RAIN RFID tag Each tag has a unique ID number that is then associated with the department, custody, and location-zone.
  • RFID  gateways or handheld readers installed in key egress hallways and Exit door read the asset’s tag as it moves throughout the building.  Once scanned, the asset’s location is sent to the SmartX HUB Platform.
  • The SmartX HUB Platform for asset management logs the asset’s location information as items pass the fixed rfid portals. When the system sees that an item has not been logged for few days, the SmartX HUB management system alerts staff to locate the missing asset.

The Results

Decreased time spent locating equipment for audits from days to seconds

Automated tracking leads to fewer lost items
When a worker checks out an item, they are associated with that asset’s unique tag chip. Readers scan each tag chip as the asset moves throughout the facility so Hospital staff can instantly locate the asset. Asset movements are stored and presented in real-time making it easy to identify items that leave the hospital’ facilities without permission, and preventing possible asset loss.

Annual time savings due to reduced search needs
Previously, locating items throughout the multiple wings of the hospital took days. Nurses spent an average of 30 minutes per day looking for equipment. With increased inventory accuracy and the real-time location system, items are now located within seconds. Not only are items located faster, but the history of each item is now readily available, creating a safer patient environment.

Decreased overall inventory needs
Increased visibility and fewer lost assets led to improved asset utilization. Having a full picture of all of their items, the hospital realized they had more assets than they needed. With this new picture into their inventory, they were able to decrease overall inventory by identifying two redundant products, saving significant costs.

Better maintenance rates reduced patient risk
Since hospital personnel can track items faster and more accurately, staff can better understand where equipment has been and when it needs scheduled maintenance. This means equipment gets maintained when it needs it, significantly reducing patient risk due to faulty equipment.

Increased asset utilization.
Total visibility to where and how each asset is used improves asset allocation, optimizing utilization and workflows with real-time PAR Level management.