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What are real-time location systems (RTLS) in healthcare?
Implementing real-time location systems (RTLS) in healthcare settings has the potential to revolutionise patient care in hospitals and other facilities. As decision-makers explore innovative solutions for healthcare management, the integration of this technology into routine processes could mark a significant step towards a more responsive, efficient, and patient-centric healthcare system. But what is RTLS, what are the benefits, and how can you implement this system into your facility? We’ll answer all of this and more in this short guide.
For the healthcare industry, RTLS are critical to efficient asset management, staff coordination and patient safety. With the rising demand for streamlined operations and enhanced patient care, RTLS technology is becoming increasingly prevalent in NHS facilities both due to its ability to dramatically improve healthcare management and patient care, and as part of the Government’s 2023 mandate to NHS England.
This guide offers a straightforward explanation of what RTLS is, how it benefits the NHS and healthcare industry, and how to get started with an RTLS solution for your healthcare facility.
A real-time location system (RTLS) is a combination of ID tags or badges, sensors and software that is used together to track the location of assets, personnel or objects in real, or near-real, time.
The International Journal of Healthcare Geographics defines RTLS as “local systems for the identification and tracking of the location of assets and/or persons in real or near-real-time”.
In practice, RTLS provides invaluable insights into the movements and whereabouts of these entities within a defined area which can be as broad as an entire hospital or healthcare facility, or a single department, discipline or floor.
The RTLS system itself typically consists of hardware components including sensors, antennas, and receivers that are strategically placed throughout the facility. RTLS relies on technology including radio frequency identification (RFID) solutions, Bluetooth low energy (BLE), ultra-wideband (UWB), and Wi-Fi.
RTLS and Priority 3 of the NHS Mandate 2023
The Government's NHS Mandate for 2023 outlines three key priorities for NHS Trusts in 2023 and 2024, with priority 3 being to ‘deliver recovery through the use of data and technology’. There is a strong focus on fully integrating barcode scanning into the NHS. Integrating barcode scanning and RFID equipment not only can help to improve the quality, efficiency and outcomes of patient care but it will also play a critical role in future-proofing the healthcare system in the UK.
A key requirement of the mandate is that all high-risk medical devices will need to be scanned and their data captured in the Medical Device Outcome Registry (MDOR) by March 2024. If you have not yet completed this, then it’s crucial to move as quickly as possible to meet these requirements.
RFID (which is an RTLS technology) can be implemented alongside barcode scanning to help manage patient and hospital flow covering issues such as infection control, live bed status, sterile services and medical record tracking.
As you might think, being able to see exactly where your most important assets and personnel are at any given moment, RTLS plays a critical role in dramatically improving operational efficiency, patient care and even patient outcomes within healthcare settings. From enhanced asset management, staff workflow and patient interactions, here’s how RTLS contributes to improving many different aspects of healthcare operations.
Hospitals and healthcare facilities have hundreds, if not thousands, of pieces of equipment that are critical to patient care. From medical devices to wheelchairs and monitors, these items are fast-moving and continuously moving meaning that they can easily become misplaced. This makes it hard for staff to find them when they need them.
With healthcare RTLS, each important item is given a tag that emits a safe, wireless signal which is tracked by a sensor. So if a nurse on a busy ward needs a nebuliser machine urgently for a patient having difficulty breathing they can quickly check the RTLS system. The software shows that there is a nebuliser in another patient’s room nearby which can be collected for use ensuring that life-saving patient care can be administered much quicker than hunting around the ward or asking colleagues when under pressure.
With equipment easier to find, hospitals are able to use it more efficiently, reducing the need to buy extra items or rent equipment as often, which saves both money and resources.
RTLS enables healthcare administrators to facilitate better staff coordination and optimise workflows
Within the fast-paced, under-resourced, high pressure nature of the healthcare industry, RTLS can help your hospital managers and administrators keep track of staff and personnel, and ensure that everyone is where they need to be.
With each member of staff using an ID tag, it’s easy to see exactly where everyone is. In our experience, this is incredibly useful for emergency departments where nurses, doctors and other healthcare workers are all working together to care for patients. During a rush, managers can use the RTLS system to see which nurses are available and where they are. If a nurse is free, they can be directed to help with admissions. If another nurse is closer to resus then they can be sent there to assist.
This ensures staff are in the right place at the right time, improves communication between team members, delivers timely responses to patient needs and ultimately makes the hospital a better place for both patients and staff.
RTLS improves patient flow, safety and experience
RTLS helps hospitals keep track of patience from admission to the moment they are discharged. Take a patient arriving at the hospital for surgery. With RTLS, the hospital staff can track the patient’s journey from admissions through to the operating theatre and into recovery and beyond. This means that staff know exactly where the patient is at any given time, and can prepare for their arrival, improving patient flow and experience.
The management of patient flow is a critical aspect of healthcare delivery that requires a strategic approach in order to meet the demands of patients and healthcare providers. If there’s a delay in one area, staff can quickly see if patients are waiting and take action to speed things up. This reduces waiting times and helps patients move through the hospital, and their treatment, more smoothly.
In addition to this, RTLS can also be used as a proactive measure. If a patient needs urgent help, say their heart rate suddenly drops, the system can alert the nearest nurse so they can provide the necessary care quickly. It’s a solution that makes hospitals and healthcare facilities safer and more efficient places for patients to receive care.
RTLS with advanced analytics facilitate process improvement, resource optimisation and cost savings
RTLS software offers powerful analytics tools that can help healthcare leaders and managers make smarter decisions, faster. The software collates and interprets all of the data about device, asset and personnel utilisation and locations and can analyse trends and patterns that would otherwise take much longer to complete.
This might highlight certain machines that are frequently moved to specific areas, suggesting a need for more equipment in those locations. By reallocating resources accordingly, hospitals can improve efficiency and save money at the same time. It can also reveal how staff move around the hospital. If the data shows that certain areas are constantly busy then administrators and managers can adjust staffing levels to match demand; reducing wait times and improving patient satisfaction.
In summary, RTLS serves as a powerful tool for healthcare facilities and providers to improve operational efficiency, streamline workflows and enhance patient care delivery. By providing real-time visibility, actionable insights, and even automated alerts, RTLS solutions enable the NHS and healthcare organisation to achieve better outcomes, maximise resources and meet the increasing demands of patient care.
With so many powerful benefits, there’s really no reason not to implement RTLS in your facility. But how do you take the first step? In the next section, we’ll walk you through the process but should you be looking for more specific advice, request a free, no-obligation, consultation today.
Implementing a RTLS in your healthcare facility will deliver endless benefits including, but not limited to, improved asset management, enhanced patient care and optimal workflows. There are a number of key considerations and essential steps to follow to ensure a successful implementation. These are as follows:
Evaluate your unique needs and pain points
Select the right technology and choose your vendor wisely
Engage and onboard stakeholders and staff
Step 1: Evaluate your facility's needs and objectives
Before you dive straight in to selecting a specific RTLS solution because you’ve seen it work for another facility, it’s worth taking a look at your own unique needs and objectives. Note factors such as the size of your facility, the types of assets that you need to track and the challenges that you want to address with your new system.
Once you have a clear understanding of your requirements, we strongly recommend that you talk to your stakeholders and staff.
No one likes change - even when it’s designed to make lives easier. Especially when you’re busy and under immense pressure. This is why it’s so important to engage with your key stakeholders and staff throughout the implementation process. This includes your clinical staff, administrative personnel and IT professionals. These are your people on the ground who will be using the technology day-to-day, and often in life or death situations. Asking for feedback, observing current pain points, and really listening to the needs of your facility will ensure that the RTLS solution not only meets the needs of all stakeholders, but is welcomed on arrival!
Step 2: Get familiar with the technology and features
When choosing your technology solution, it’s critical to consider the specific options offered by each vendor. The most common forms are radio frequency identification (RFID), Bluetooth Low Energy (BLE), ultra- wideband (UWB), and Wi-Fi. Choosing a technology that best suits your facilities budgets, layout, and tracking requirements .
Key points to ask of your vendors are the following:
What systems are compatible with our existing technology?
How easy is it to integrate with existing hospital systems?
How long does installation take, and what does that entail?
How accurate is the real-time location tracking?
How wide or far is the range for the sensors?
What is the battery life of tracking devices, and how long do they take to recharge?
What reporting functionalities do they come with as standard?
Is it possible to customise the alerts and reporting?
There may also be specific questions that are unique to your facility that you need to ask. Taking the time to evaluate the features and capabilities as well as the reliability and support services will stand you in good stead. Look for a vendor who provides comprehensive training, ongoing technical support and regular software updates to ensure the long-term success of your RTLS solution.
Step 3: Engage with your stakeholders and staff
You shouldn’t just expect to set-and-forget your solution. Provide comprehensive training to staff members, and ensure that this is accounted for in their working day. Hands-on training sessions and educational materials to familiarise your teams with the new systems functionality and best practises should be readily, and frequently, available.
You may wish to identify technology ‘champions’ in your team who can encourage and provide support amongst colleagues. Encouraging this kind of open communication and collaboration will not only ease the implementation, but also mean that you have a continuous cycle of feedback in order to identify any new challenges or areas of improvement or opportunity.
By following these steps, you will be laying the foundation for a successful RTLS implementation that delivers tangible benefits to your facility; reducing staff frustrations, equipment costs and enhancing the quality of care provided to our patients.
Case study: How RTLS helped Hull University Teaching Hospitals save 88,000 hours of staff time annually
Hull University Teaching Hospitals, a large acute NHS Trust, faced challenges with patient flow and asset management due to its high patient volume. With 120,000 square metres of clinical space, it covers all major areas of healthcare and has an annual revenue of around £720 million. Close to 1 million people attend the hospital each year and around 8,000 clinical staff provide services, with secondary care delivery to a catchment area of 600,000 people.
The solution, which uses barcode scanning with RFID equipment, resulted in significant benefits for the trust. Today, GS1-approved RFID labels are applied to all medical assets, equipment, beds, mattresses and sterile trays. Rather than manually hunting for equipment each search takes less than 43 seconds, saving 35.2 hours of time per employee, per year. The standout figure is that RTLS saved around 88,000 hours across 2,500 staff - the equivalent of 2,346 weeks per year!
The success of this project has led to improved patient safety, enhanced staff productivity, and a better patient experience. Hull University Teaching Hospitals NHS Trust has been recognised for its innovative use of technology, serving as a blueprint for other NHS trusts seeking to implement RFID and RTLS solutions.
With increasing pressure on the NHS and our healthcare facilities, real-time location systems (RTLS) play a crucial role in modernising healthcare management. As discussed throughout this guide, RTLS technology enables both NHS and private healthcare facilities to streamline operations, enhance patient care, and meet the demands of an ever-evolving healthcare landscape.
Driven by the need for efficiency and government mandates, decision-makers are required to explore the implementation of RTLS in their facilities. By leveraging RTLS technology, healthcare administrators can continue to be at the forefront of innovation while improving patient outcomes and creating a more patient-centric healthcare system that doesn’t come at the cost of their staff.
As we’ve seen through the success of Hull University Teaching Hospitals NHS Trust, the benefits of RTLS implementation are often substantial and wide-reaching. To achieve similar results for your facility, it’s essential to evaluate your unique needs, choose an appropriate vendor and solution, and engage your stakeholders and staff as early as possible. By following these steps, NHS decision-makers can lay the foundation for a successful RTLS implementation.
Ready to take the next step? Reach out to our team for expert guidance and support in implementing RTLS solutions tailored to your facility's requirements.
Together, we can drive innovation, improve outcomes, and shape the future of healthcare delivery.
