Rethinking Asset Management in Hospitals: Beyond "Where Are My Assets?


Hey Reader,

In healthcare the question "Where are my assets?" is more complex than it seems. The answer depends on who's asking and why. Different stakeholders view this challenge differently so technology needs to consider a complex set of requirements.

TLDR: Effective asset management in hospitals requires a strategic approach, starting with inventory management using RFID, followed by loss prevention, and then targeted use of RTLS for remaining issues.

Defining Key Concepts:

  • RFID: Radio-Frequency Identification, used for tracking inventory
    • Pros: small, inexpensive, unpowered tags
    • Cons: shorter range sensors, limited location fidelity
  • RTLS: Real-Time Location System, used for tracking the position of assets in real-time
    • Pros: longer range sensors, enhanced location fidelity
    • Cons: larger, expensive tags, requires batteries

The Details

  • The first thing to understand is there is a process for the equipment for each of the stakeholders. In theory, if the processes work perfectly you never lose equipment and there is always equipment where you need it.
  • The truth is the process is very weak. Multiple touchpoints and interdependent processes need tools to strengthen them. Can location help? The truth here is that it is not a one-size-fits-all when it comes to tracking the devices. The good news is a well instituted design with location services can deliver significant ROI.
  • Stakeholder Perspectives:
    • Clinical Engineering: Needs to locate specific equipment for maintenance and recalls. They take the devices out of the process of use and into their process.
    • Nurses: Require immediate access to equipment at point of use. If they use the RTLS the process has failed.
    • Central Sterile Processing: Manages inventory, cleaning, and distribution. They need everyone to participate in the process.
    • Patient Care Units: Track their "owned" equipment and struggle with managing it.
    • Hospital Operations: Concerned with overall asset management and loss prevention
  • The Three-Step Approach to Asset Management:
    1. Manage the Inventory First:
      • Use RFID for accurate counting and item ubiquity (everything gets tagged)
      • Implement at PAR locations, soiled utility closets, cleaning areas, repair shops, and central storage (track the process)
      • Build trust through efficient retrieval and replenishment processes.
    2. Stop Losing Assets:
      • Install RFID at exits and choke points
      • Assign a department to "own" loss prevention
      • Enhance location fidelity for inventory management
    3. Address Remaining Issues:
      • Analyze data to identify persistent problems
      • Implement targeted RTLS solutions for specific areas or asset types
  • The Role of Technology:
    • RFID: Excels at counting and tracking a large number of items.
    • RTLS: Excels at wide coverage for fewer critical assets.
    • Hybrid approach: Combine RFID and RTLS for more comprehensive asset management.
  • Future proof with Care Traffic Control:
    • Focus on asset flow rather than static location
    • Understand device history and usage patterns
    • Separate nominal flow from anomalies
    • Utilize the concept of "possession" from the 4Ps of location
    • Evaluate any system against the requirement for a digital twin

Key Takeaways:

  • Asset management is about more than just locating equipment; it's about optimizing flow and utilization.
  • A strategic, phased approach using both RFID and RTLS can provide comprehensive asset management.
  • Building trust through reliable inventory management is crucial for reducing hoarding and improving efficiency.
  • Understanding different stakeholder needs is essential for implementing an effective asset management system.
  • Care Traffic Control concepts can enhance traditional asset management by focusing on flow and patterns.

Conclusion: Effective asset management in hospitals goes beyond answering "Where are my assets?" It requires a strategic approach that addresses inventory management, loss prevention, and targeted tracking. By understanding stakeholder needs and leveraging technologies like RFID and RTLS, hospitals can create a system that not only locates assets but optimizes their use, reduces loss, and ultimately improves patient care. The goal is to reach a point where equipment is always "right where it's supposed to be," creating a more efficient and effective healthcare environment.

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Until next week,

Paul E Zieske
Location Based Services Consulting

113 Cherry St #92768, Seattle, WA 98104-2205
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