Hospital uses RFID technology to track and manage OR supplies, improve patient charge capture, and enhance patient safety

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

Lack of visibility into the status of assets and shipments

Our Client needed better visibility into the location of OR supplies, especially as assets moved around the warehouse to OR rooms.

What they found was a need to not just optimize physician preference cards, but also a need to analyze supply usage, stocking levels, returns, locations, and quantities. They needed a solution that would help make acuity-based decisions and accurately document usage.

The Client faced some problems. First, they had very little visibility into the location of their OR assets. 

Secondly, improving patient safety during procedures was also a priority. The medical center’s workflow studies found surgical staff leaving the OR  to fetch supplies needed for OR procedures because they were not readily available in the OR.

By implementing a RAIN RFID solution built on the SmartX HUB cloud platform, the Client wanted to increase the visibility of all tagged OR supplies.

SmartX was committed to improving both the clinical quality and economic health of its Client, worked with OR Medical department to create a solution that would meet the organization’s needs. 

The SmartX HUB Solution

Print Unique ID

Tamper Proof

Checkout RFID

Fixed Scanners

Automated tracking of shipment and assets movement

SmartX built a solution that uses the SmartX HUB cloud platform to track all high value assets for a surgical procedure. The Client was able to integrate the solution with their existing SAP software and reduce time to packing and shipping the suplies. 

  • At main hospital warehouse, the OR supply packaging is tagged with  fragile RAIN RFID tags, printed based on SAP lot and reserve data.
  • When those supplies are used and discarded by clinicians, they are thrown into the RFID Reader Cabinet  and information about the supplies consumed is automatically captured using a near RFID antenna and an Impinj  reader.
  • The cabinet reader gathers information about the supply items and transmits it to SmartX HUB application, which associates it to the specific procedure being performed in the OR.
  • The solution also uses a API interface to integrate into SAP inventory, billing and surgical information systems, passing data about the supplies used so they can be properly tracked
  • In addition, analytics can be applied at the patient, procedure, and supply level to help create more efficiencies across the health system, including assisting with the original goal of optimizing physician preference cards at OR rooms.

The Result

Real-time Asset visibility for real-time decision making 

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. OR Suplies movements are stored and presented in real-time making it easy to identify items that leave hospital OR path without permission, and preventing possible asset loss.

Reduce the time staff spends pulling and restocking supplies
The Clien uses fragile  RAIN RFID tags and readers to automatically track supplies and link them to specific surgical procedures, reducing the need for staff to spend time restocking the OR and allowing them to focus on high-value tasks.

Implement data-driven supply management
The SmartX HUB solution collects data from tagged supplies used during procedures, and employs a SAP APIs interface to integrate with inventory, billing and surgical information systems so they can be properly tracked.