RTLS Solution for Real-Time Clinical Specimen Tracking

A premier healthcare organization with multi-specialty hospitals and healthcare centers in South India and the Middle East.

• Misplaced Specimens: Human error was a common occurrence, despite close monitoring, resulting in critical clinical specimens becoming misplaced.
• Lack of Accountability: Absence of a system to automatically monitor and record delays in specimen pick-up from collection points, preventing root cause analysis.
• Manual Data Analysis: Analyzing the turnaround time (TAT) at each transit location was a manual, retrospective process that delayed corrective action and impacted efficiency.
• Compliance and Quality Risk: Transit delays adversely impacted the quality of specimens and risked the credibility of clinical laboratories.

QBurst deployed SeeMyMachines™, a customizable IoT platform, utilizing advanced Real-Time Location System (RTLS) technology. This cloud-based solution leverages Bluetooth Low Energy (BLE) technology to track clinical specimens seamlessly throughout the hospital network.

Key solution components

• BLE Location Tracking: BLE tags were assigned to specimen bags and carriers. BLE Listeners placed at designated areas capture these signals to display the specimen's location in real-time.
• Workflow Digitization: The solution replaced manual check-ins and pick-ups, automatically monitoring and recording transportation between transit points to ensure transparency and accountability.
• Operational Interface: A robust Dashboard displays data on received/dispatched specimens and delivery performance. An Admin interface allows users to manage assets, users, and departments.
• Reporting and Analytics: Generated crucial MIS reports for transport segments and carriers, enabling workload balancing and analysis of turnaround times.

• RTLS Technology (BLE): Utilized energy-efficient BLE technology for precise, real-time asset tracking of carriers and specimens.
• Cross-Functional Interface: Included a mobile application that enables users to easily add carriers, scan barcodes, and track trips, integrating the solution directly into staff workflows.
• Performance Reporting: The dashboard provides role-based notifications on status and delays, enabling early detection of anomalies and timely corrective action.
• Optimization Tools: Integrated a trip tracking and route optimization feature into the platform's core to continually seek efficiency gains.

• Reduced Turnaround Time: Analysis of reports helped balance workload between carriers, resulting in an estimated 55% improvement in specimen processing turnaround time and efficiency.
• Enhanced Transparency: Transparency in specimen movement significantly reduced the time required for report publishing and eliminated the problem of misplaced specimens.
• Improved Efficiency and Productivity: Insights into specimen movement led to improvements in resource and task allocation, resulting in a 40% increase in efficiency and productivity.
• Early Anomaly Detection: Early detection of anomalies and delays enabled timely corrective action, reducing workflow distractions and preserving specimen quality.