Real-time Location System (RTLS) · 2010-06-19 · Real-time Location System (RTLS) Asset...
Transcript of Real-time Location System (RTLS) · 2010-06-19 · Real-time Location System (RTLS) Asset...
Real-time Location System (RTLS) Asset Management at
University of California San Francisco Medical Center
A Case Study: Efficiently tracking the location, status and movement of the
hospital’s mobile medical equipment
Presented by Jim Barnes, Director of OR Support Staff
Facts & Figures • In top 10 of nation's academic medical centers • General acute care hospitals include Mount Zion, Moffitt-
Long Hospitals, UC Ambulatory Surgery Center, UCSF Children’s Hospital and The Orthopedic Institute
• Campus occupies approximately 24 acres • ~750 inpatient beds, 47 operating rooms,1.75 million sq. ft • 5,500 employees and an operating budget ~ $1.7 billion
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Why a Real-time Location System? • UCSF Medical Center is dedicated to:
– Highest-quality, patient-centered care – Humanistic, cost-effective health services – A supportive work environment to recruit and retain the
best people • We believe RTLS helps support our values by
– Supporting efficiency and cost control – Increasing patient, surgeon and staff satisfaction – Assuring right equipment, right place, right time
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RTLS Vendor Evaluation Process • 6 in-depth proposals presented representing
numerous technologies; narrowed to 2 • On-site proof of concept demonstrating use cases
of 9 different scenarios, including: – non-disruptive installation during normal daily activities – tracking equipment at multiple locations across 1.5 miles – locating assets placed deep in metal storage carts within
surrounding electronics – proving the accuracy of the location – proving the self-healing, self-calibrating network
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RTLS Contracted Awarded: 2007 • Awarded to San Diego-based
Awarepoint – ZigBee sensor network needs no
hardwiring – Wireless sensors simply plug into
electrical outlets to form network – Small, battery-powered tags are securely
attached to assets – Assets tracked and managed using the
web-based software, alerting and reporting tools
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RTLS Project History • Began in late 2007 • 1,000 high value OR assets tagged
including mobile PCs, transport monitors, GlideScopes
• Network installation took only 4 days to complete
• Within first weekend, 700 assets tagged, with remaining 300 tagged following weekend
Initial Value Drivers for RTLS • Meet regulatory requirements
necessitating halls be kept clear of equipment
• Equipment storage facility 2 miles from the main hospital – Staff reluctant to send equipment to
storage without tracking system
• Equipment (especially anesthesia) often travels between 15 floors and multiple buildings
Additional Operating Room Benefits • Need for OR equipment to be reliably
retrievable within minutes including weekend and after hours shifts
• Eliminate long delays looking for high-use items
• Ability to rapidly find difficult intubation carts and other urgently needed items greatly enhanced
• Clinical Engineering able to identify maintenance issues proactively
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The OR Need for Asset Management • Multiple OR technicians used to go room to room at least
five times daily to find equipment needed for another room • OR nurses lend equipment to other units, and equipment
gets left behind • Surgeons walk off with equipment (e.g., headlights and the
light source) • Even within the OR, equipment storage is decentralized
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0
1000
2000
3000
4000
5000
6000
Jan Feb Mar Apr May Jun
3526 3571
4636 5043
Search Trend - Last 4 Months
Reflects total searches throughout facility.
24% are specific to OR Staff
Our RTLS Search Trends: Last 4 Months
OR Staff Time Savings Total Searches
Q1 24% Specific to OR Staff
Minutes Saved per Search
Total Hours Saved Q1
Equivalent FTE Benefit
11,733 2,815 25 minutes 1,173 2.44
• Main responsibility of operating room technicians is preparation of the OR suites
• Starting cases on time is important from both an efficiency and patient safety perspective
• Mobile devices such as GlideScopes, transport monitors and computers on wheels (COWs) are especially difficult to track as they travel with patients and are borrowed by other departments
• RTLS provides search efficiency equating to staff time savings to better accomplish these tasks
Departmental Satisfaction • Frustration with locating equipment in OR runs deep
– Impacts surgeon and nurse dissatisfaction and ultimately rests with OR techs
– Prior to RTLS, when equipment was missing, OR technicians were unable to gauge time it would take to locate (might be down the hall or on the 10th floor and could take hours to locate)
• With RTLS, OR techs can see exact location and travel to equipment’s specific location, saving time and eliminating frustration
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Capital Redundancy: $ Savings • Some pieces of OR equipment on preference cards
are “show stoppers” (without equipment case cannot start)
• Finding what you need when you need it is imperative
• Administrators typically purchase excess inventory to ensure a sufficient supply - these redundant inventory costs can be significant
• Now have tools to track the OR equipment and observe usage
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Equipment Replacement Costs Avoided
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2008 Equipment Description
Average Cost Per Unit
Total Quantity Avoided
Avoided Replacement Cost
Transport Monitors $28,000 6 $168,000
GlideScope $20,000 4 $ 80,000 2008 Total Replacement Cost Avoided $248,000*
* Replacement cost savings repurposed to purchase latest equipment; e.g., upgraded Stryker Towers to HD video recording and monitors
Expanded Use: 2008 - 2010 • Following success in OR, hospital-wide expansion
to 7,750 assets tagged and multiple campuses • Steering committee now includes original OR and
Materials Management teams plus Clinical Engineering, Nursing, Food and Nutrition, Maintenance and Facilities Managers
• Assets now include campus-wide high value items and temperature monitoring tags
Clinical Engineering Assets Requested
• GE PDM Modules • Transport Monitors • Dialysis Machines • Prisma Flex Dialysis • Arctic Sun Hypo-hyperthermia • Infant Incubators • Infant Warmers • Feeding Pumps
• Medfusion Syringe Pumps • Pulse Oximeters • Pace Makers • Defibrillators • Sequential Compression Devices • Blood Warmers • Suction Pumps
Additional Campus-Wide Asset Categories
• Anesthesia Carts & Machines • Anspach Foot Pedals • Beds / Cribs • Bi Polar Systems • Blanket Warmers • CADD Legacy • Electrosurgical : Force Fx • Freezers / Refrigerators • GlideScope and Towers • Glucometers/HemoCues
• Head Lights • Hotline Warmers • Instrument Tables • Mobile PCs • Specialty Carts / Video Carts • Spectralink Phones • Surgical Tables • Ultrasounds • Wheelchairs
Additional Opportunities to Maximize Savings
Next Steps • Rentals
– Review Rental Contract • Utilization
– Set Up Region Types on new maps for utilization and par levels
– Idle alerts • Shrinkage
– Create Exit zones and alerts – Missing alerts and workflow
• Stationary Assets – Several dozen items haven’t moved in over 30 days – Should we take them out of service or reintroduce them?
Questions? Jim Barnes Manager, Operating Room Support Staff UCSF Medical Center [email protected]
James Barnes has 35 years’ experience working in hospitals and has been a Manager/Director for 25 of those. His vast hospital experience includes directing/managing multiple departments including SPD, Materials Management and the OR. Barnes was recruited by UCSF nearly 10 years ago for his current position of Manager, OR Support Staff. His responsibilities include the staff and budget for the Anesthesia Workroom, Equipment Technicians, and the patient care assistants. Previously, he spent 15 years working in several hospitals in San Diego. He has a Masters degree in Organizational Management from the University of Phoenix.