Intelligent File and Inventory Tracking (iFIT) Platform for Healthcare Logistics ManagementIn Partnership with Dakota Integrated Solutions

04 JUNE 2014Ron Burdis/Steve Wightman

2

IFIT: MULTI-PURPOSE PLATFORM APPROACH

• Step Approach: Infrastructure underpinned through iFIT

for Health Records Incremental Rollout of other Applications:

Asset Tracking and Management Supplies and Batch Management Pathology Process and Tracking

Management Patients at Risk Tracking and Management Workforce Management Clinical Mobile Workers Internal/External Communications

deficiencies Multi-Use approach leveraging maximum

benefits Transition Management tool going forward

with EDRM and Scanning

iFIT for Health Records

Solution Review:

4

KEY DRIVERS FOR CHANGE

Drivers:• Improve Information Governance

Full Audit Trail of Records Activity Streamline Audit Activity Improved Statutory Reporting Support Level 3 Rating

• Going to 24X7 Operation• Improve Service to Clinical Community.• Reduce Admin Overhead• Secure and Audit Library Access• Replace an antiquated CNT Application.• Prepare for EDRM

5

IFIT: ADVANCED RECORDS PROCESS FUNCTIONALITY • Intelligent Barcode Management (IBM):

Un-Tethered Tracking

Location Base Filing

Bulk Loading and Delivery

Containerisation

• RFID Passive Tracking Technology

Auto Check in/out of the libraries

Streamline Record Searches

Streamline Audits of files in circulation

• Process Management: Automated:

Picking, Re-Filing, Reminder lists Alerts and Call Backs

Retention management

• Third Party Offsite Storage Integration Auto generation and electronic delivery of Picking

List

Tracking of agreed SLAs

6

IFIT: FORMS MANAGEMENT

Enhanced Functions:• Clinical Prep Forms Production

Automates Clinic Prep Form Production Assures Current Patient Details Eliminates out of date stock label use

7

IFIT: REPORT MANAGEMENT

Health Records KPI Reporting• Number per month Of:

Temporary Notes Missing files Records in the libraries Records outside of the libraries i.e.: in Circulation Records in circulation by location Records at offsite Records Management Stores Total number of records in existence Length of time /average records are retained by areas Records due for culling re-retention periods Identification of records that require merging Number of records pulled for clinics Movements in and out of health record libraries

Enhanced Functions:• Flexible User Configurable Pulling Lists• Daily Data Quality Reports• Pre-defined reports (Statutory/KPIs).• An ad hoc reporting facility.• Full auditing and report facilities• Supports NHSLA/CQC• Executive Dashboard

8

IFIT: IRECORDS FUNCTIONAL OVERVIEW

9

TRUST RECORDS SERVICES ESTABLISHMENT

10

IFIT: TYPICAL RETURN ON INVESTMENT

iFIT: User Interface Examples

Meeting Simplicity and Mobility Needs

12

IFIT: SIMPLIFIED DESKTOP

De-Cluttered and Simplified:• Reduced User Training

Extremely Intuitive Built-In Help Videos by Function Designed to fit iMobility

Supported Devices

136pm Holdings plc.

IFIT: LOG ON SCREEN

14

IFIT: TRACKING SCREEN

15

IFIT: BARCODE SEARCH

16

IFIT: SEARCH BY DETAILS

17

IFIT: RESULTS OUTLINE

18

IFIT: COMPLETED COMMENTS SCREEN

19

IFIT: CONFIRMATION SCREEN

iFIT: iMobility Out and About

June 2012

21

IFIT: SMARTBADGE MULTI-FUNCTION MOBILE COMPUTING

• Features: Ultra Portable Device. 1 and 2D Barcode Capture and Processing Communications (VOIP) features:

Text Messaging Group Broadcasting Push to Talk GPS Locator

Workforce Management Capabilities: Task Management Workflow Processes Efficiency Management and Reporting

Clerical SmartBadge GPS Locate, VOIP and Text, 1 and

2D Barcode ScannerOptional Push to Talk

Clinical SmartBadge GPS Locate, VOIP and Text, 1 and

2D Barcode ScannerBuilt –in Push to Talk Feature

22

IFIT: IMOBILITY PLATFORM

• Android Enhanced Mobile Line: Feature Rich Multi-Function

Mobile Management Fully Web Enabled

Mobile Desktop

Enhanced Search and Notify Pairing Capability

RFID Tagging

Patient Wrist Band Matching

Remote Label Printing Zebra Portable Printer interface

Location Barcode Labels

RFID tagging at point of need

iMobility Software Specific per Departmental Application

23

IMOBILITY: SECURE USER LOG-IN

7” Android SmartPhoneFull Web Enabled, 4G, GPS Locate,

VOIP and Text, 1 and 2D Barcode and RFID Scanner

24

IMOBILITY: FULL DESKTOP

7” AndroidRFID & Barcode

Management

25

IMOBILITY: LOCATION TRACKING

9” Ruggedised AndroidRFID & Barcode Management

Chip & Pin

26

IMOBILITY: TRACKING RESULTS

6” Android with RFID & Barcode Management

IFIT: IMOBILITY PLATFORM

27

Enhanced Mobility Functionality:• Mobility:

SmartBadge: 1 and 2D Barcode Scanner and Task/Communications Manager

6 or 7" Mini: Android Mobile Desktop 9" Android Mobile tablet 11" Android/Windows Mobile tablet All Mobile Desktop devices include:

1 and 2D Barcode Scanner UHF RFID Portable Tracking capability Smart Chip & Pin read/write. Ruggedised IP54 Rated

• Intelligent Barcode Item Management: Un-Tethered Tracking Bulk Loading and Delivery Containerisation Tag assignment at point of need

• RFID Tracking and Audits Passive Tracking Technology Streamline asset Searches Streamline Audits of assets per room/area

• iFIT Process Management: Health Records Medical Devices Supplies Pharmacy Pathology Plus more

28

IFIT: COMMERCIAL CONSIDERATIONS

• Cost effective Expansion: New Android based Mobiles 33% less than

single function guns. Full range of “Bluetooth” enabled RFID

Wands. Supports BYOD (subject to device and cost

review). Wider Range of iTracking Products

IRM Corporate Framework for EDM and Scanning

June 2012

A SINGLE VIEW OF A PATIENT RECORD

30

EDM iFIT

Integrated Records Management

ONE SINGLE VIEW OF THE RECORD

31

ONE SINGLE VIEW OF THE RECORD

32

ONE SINGLE VIEW OF THE RECORD

33

iFIT: Multi-Purpose Investment

35

IFIT: FIXED RFID COMMON TRACKING NETWORK

36

IFIT: RFID TAGGING

The iFIT RFID platform can cater to a variety of physical asset tracking and management requirements: Any physical item can be tagged and uniquely tracked. A variety of in-expensive asset Passive RFID tags are available

including autoclave use. Inexpensive tagging and tracking of Pathology Samples. Wards/Clinics/Rooms assets can be containerised and held

within certain geographical boundaries. iFIT RFID Network in conjunction with SmartMobile devices

track and find any tagged item (Assets/People/Records etc.). Trusts who have implemented 6PMs’ iFIT for Health Records

are now extending the solution for physical asset tracking. Active Tag (RTLS) solutions can be added and/or integrated

into iFIT

37

IFIT: IPHARMACY EXAMPLESRESUSCITATION CASE TRACKING AND DRUG MANAGEMENT

Previous Issues: Paper oriented logging process Relies on Clinical Staff Returning Cases to Emergency

Cupboard Sell by Date Management all manually performed Batch recall all manually performed Paper based process subject to errors Patient Risk exposure Staff Overhead

iFIT Resolution All Resus Cases are RFID tagged Content loading electronically logged: Batch and Sell by

date. Generates the First Line Cardiac Arrest Box Log. Streamline search for Cases in circulation Automates Case Refresh Routines: Sell by Date Automates and Tracks Batch Recalls

Automates Manual Logs

38

Issues: Paying rental fees for many more cylinders than those on the on-site inventory Poor tracking and management of inventory Paying rental fees on empty cylinders with poor processes to manage efficient

refills from BOC Poor management of cylinders permanently leaving the Trust on patient transport

and to Community Extensive manual Trust-Wide inventory collection effort by the Porter staff is being

expended to assure Gas Cylinders are always available for clinical use

iFIT: Resolution Auto Tracking and electronically logging movement of Gas Cylinders across the

Trust sites Provide inventory control processes to eliminate over payment of Cylinder rental

fees Track and manage by Gas Type and Cylinder Size to improve ordering processes Auto detect Cylinders leaving the Trust premises via Patient Transport Automate Inventory collection, stock rotation and Search capabilities across the

Trust Reduce Porter Services effort in the manual managing of the Cylinder Inventory

IFIT: IPHARMACY EXAMPLESGAS CYLINDER TRACKING AND MANAGEMENT

39

IFIT ISUPPLIES EXAMPLE:PROSTHETIC PARTS TRACKING AND INVENTORY RECONCILIATION Issues:

Labour Intensive Manual Inventory Management. Trays/Loose Parts and Boxed Inventory Management

Consigned/Owned Needed No Tracking of Trays/Parts from CSSD/Theatre Matching procedure to Parts used needed

iFIT Resolution: Managed both loose parts and Pre-Boxed Kit Tray contents loading details electronically logged: Batch

and Sell by date, Consigned, Owned parts. Trays are RFID Tagged suitable for 3 years Autoclave Tray/Box Tracked through RFID passive Network. iFIT picks up Autoclave assigned barcode Tray/Box is associated to Patient, Theatre, Apt. iFIT auto processes through wash up and return. iFIT Auto Inventory Reconciliation by Tray/Box Stock take automated using SmartMobiles.

40

IFIT: IASSET TRACKING AND MANAGEMENT APPLICATIONS

iFIT Asset and Supply Management: Medical Devices Bed Frames and Pads IT Assets Patient at Risk i.e.: New-borns, the

elderly Containerise Assets to Rooms/Areas Track any Physical Asset Maintenance and Cost Management

Capabilities.

41

IFIT: IPATHOLOGY TRACKING AND PROCESS MANAGEMENT

iFIT Diagnostics Process: Multi-Discipline Pathology Solution Manage from Referral through Results. Specimen RFID Tracked from Theatre to Medical Photography

for process (Digital ImageStore). Track Samples to other Trust Hospital/Labs or outside firms Pair Patient to Specimen and Time Manage Sample Blocked and Stored in main Lab for audit purposes

(Retention meeting NHS, HTA). Full Audit trail of each movement including user involvement.

Clinical Chemistry Microbiology Haematology Immunology Histology Cytology

iFIT: Surrey and Sussex NHS Healthcare Videos

iPharmacy Video - https://www.youtube.com/watch?v=zl9GsfmmuYw

 

iFIT: iWorkforce

 

44

IFIT: IWORKFORCE OVERVIEW

• Group Pager Replacement

• Bed Board Management

• Improved Porter Management

• Interface to Time & Attendance Systems

• Fully integrate with iFIT RFID Network.

• Improves Trust internal/external communications

45

IFIT: IWORKFORCE DESKTOP

46

IFIT: IWORKFORCE DESKTOP MESSAGING

47

IFIT; IWORKFORCE DESKTOP TWO-WAY RESPONSE

48

IFIT: ICOMMUNICATIONS

Extend Existing Network capabilities: Network Audit Services Utilise and Enhance Current

Infrastructure Enable and Secure BYOD Eliminate Costly Bleep/Pager systems Provide Two-Way Communication WiFi Enable Smartphones Track and Pair Staff to Assets to Need

iFIT: CloudLink On-Premise cloud computing security

solution. Provides file share and synchronisation

features commonly found in commercial cloud services.

All data kept secure on your site.

iFIT: Surrey and Sussex NHS Healthcare Videos

iRecords Video: 

50

IFIT: MULTI-PURPOSE PLATFORM

www.6pmsolutions.com