All you need to know about building the best patient-tracking systems
1- What is a patient tracking system?
We explain the differences between RFID, Barcode, and Face ID
2- Why is patient tracking important?
We reveal five big benefits that patient tracking offers
3- How to build the best PTS for your hospital?
We guide you through the three main steps in building a PTS to your needs
4- What is the best technology to implement a PTS?
We put forth the six best patient-tracking functions modules
Patient tracking has undergone significant advancements over the years. It has evolved from a simple process of locating patients on a floor plan to being integrated with hospital EMR systems, thereby providing real-time location and identity information within the EMR. This integration aims to enhance hospital workflow and ensure patient safety. For instance, in procedure rooms, it ensures that the correct patient receives the appropriate medication. In examination rooms, it actively monitors patient wait times to reduce wait times and enhance overall experiences. In this blog, we will explore fundamental aspects related to the development of an efficient patient-tracking system.
1- What Is a Patient Tracking System?
In clinic applications, there are three primary types of patient tracking systems: RFID, barcode, and facial recognition. Each of these systems has its own advantages and disadvantages.
1) RFID Tracking
Patients in the hospital are provided with special bracelets known as RFID tags, which contain their unique ID numbers. Throughout the hospital premises, RFID readers, resembling laptops in size, are strategically placed. These readers have the capability to "read" the ID number on the patient's RFID tag. Whenever a patient comes in close proximity to one of these readers, a message is sent to a tracking server application. One significant advantage of this tracking mechanism is its ability to read the RFID tags from 10-15 feet without the need for a direct line of sight, distinguishing it from barcode scanning.
2) Barcode
Barcode technology has been widely utilized in hospital settings for patient identification and tracking purposes. Upon arriving at a hospital, patients are provided with plastic bracelets that contain unique patterns of thick and thin lines, representing their patient ID number. These bracelets are scanned by doctors and nurses, enabling them to efficiently monitor and ensure accurate identification and medication administration for patients. One notable advantage of barcode technology is its compatibility with existing systems, as most medicine boxes, laboratory equipment, and samples are already barcoded. This facilitates streamlined workflow processes and enhances patient safety by effectively integrating with medication management systems.
3) Facial Recognition
Facial recognition technology is increasingly being adopted in patient tracking systems due to its ability to eliminate the need for physical contact or additional identifiers, resulting in a seamless and non-intrusive patient tracking experience. Here's how it operates: Initially, a patient is registered using a standard camera, which typically takes around 15 seconds. During this process, the camera captures the distinct features and patterns of their face. Subsequently, whenever a patient enters a designated area, such as a hospital ward or clinic room, cameras in that area scan their face and promptly recognize them in real time. This advanced technology streamlines the patient tracking process by swiftly and accurately identifying individuals without the requirement of physical interaction or additional identification methods.
2- Why Is Patient Tracking Important?
The existing patient tracking methods, such as using a whiteboard or an excel spreadsheet, are passive tools that hinder profitability and clinic workflow efficiency. These rigid tools do not adequately support administrators, patients, and physicians, as crucial clinic data is erased at the end of the day, preventing the ability to make informed decisions for clinic improvement. To overcome these limitations and take clinic operations to a new level, the implementation of a digitalized patient tracking system becomes imperative.
Improved Workflow
Hospital procedure room delays typically result in costs of around $45 per minute, while delays in labs and operating rooms (ORs) can incur costs of approximately $100 per minute. Patient tracking systems play a crucial role in improving hospital efficiency. By having real-time information on the location of patients, healthcare providers can streamline their workflow, minimize wait times, and allocate resources more effectively. This technology allows doctors and nurses to quickly locate patients, ensuring timely care delivery and ultimately leading to improved patient outcomes.
Improved Patient Experiences
Long wait times are a primary concern in healthcare, often leading to patient frustration and dissatisfaction. Patient tracking whiteboards play a crucial role in addressing this issue by empowering patients through access to information about their progress and status. By providing patients with a reasonable expectation of their waiting time, these whiteboards help alleviate frustration that stems from the unknown. When patients are informed about their position in the queue and can track their progress, they have a greater sense of control and understanding, which can positively impact their overall experience and satisfaction with the healthcare process. Patient tracking whiteboards thus serve as a valuable tool for improving transparency and managing expectations regarding wait times in healthcare settings.
Improved Patient Safety
Patient tracking systems play a crucial role in enhancing patient safety by significantly reducing the risk of errors or misidentifications. These systems ensure that crucial steps such as blood sample collection and medication administration are accurately verified at the point of care, minimizing incidents like wrong patient or wrong medication scenarios. By incorporating patient tracking technology, healthcare providers can confirm the identity of patients and match them with the correct treatments or procedures, thereby mitigating potential risks and enhancing overall patient safety. This additional layer of verification helps to prevent errors and promotes a safer healthcare environment.
Streamlined Communication
Tracking systems for patients facilitate improved communication among healthcare teams. By having access to real-time patient location and medical information, doctors, nurses, and other staff members can collaborate more effectively, ensuring coordinated and seamless care. This technology enables healthcare providers to access the same patient information simultaneously, promoting better communication during handoffs and shift changes. It enhances overall collaboration among healthcare teams, leading to more efficient and effective care delivery. By sharing vital patient data in real-time, tracking systems facilitate streamlined communication and improve the overall quality of healthcare teamwork.
Business Intelligence Insight
Tracking systems in hospitals play a crucial role in optimizing resource utilization, enhancing efficiency, and reducing healthcare costs. By providing insights into patient flow, occupancy rates, and resource allocation, these systems enable hospitals to allocate limited resources such as medical equipment, beds, and staff effectively. This optimization allows for streamlined bed management, improved resource allocation, and personalized care based on patient needs. By understanding patient behavior and preferences through tracking systems, hospitals can tailor care plans, improve patient experiences, and ultimately deliver more efficient and cost-effective healthcare services.
3- How to Build Best Patient Tracking System for Your Hospital?
When building a Patient Tracking System for a hospital, there are three important aspects to consider:
1) Purposes of Your Patient Tracking System
Patient tracking systems offer numerous benefits, and each aspect requires a different tracking mechanism to effectively achieve specific goals. For instance, improving workflow efficiency necessitates a distinct approach compared to enhancing patient experience. Similarly, if the goal is to enhance patient safety in medicine administration, a specific tracking mechanism tailored to that purpose is required. It is crucial to align the tracking mechanism with the intended goal to ensure optimal results.
2) Existing Hospital Technology Infrastructure
When implementing a patient tracking system, it is essential to consider the existing technology platform in your hospital. Assess whether there are already patient or medication tracking systems in place. If so, building upon the current system with minimal disruption is ideal. Choosing a solution provider with tracking technology that can seamlessly integrate with your current infrastructure will ensure a smooth implementation process. By leveraging your existing technology, you can optimize the benefits of the patient tracking system while minimizing any potential disruptions to your hospital's operations.
3) EMR Integration is Key
Integration with the hospital's Electronic Medical Records (EMR) system is a critical factor in an effective patient tracking system. Without seamless integration, the application's usefulness is greatly limited. It is crucial to select a solution provider with strong expertise in EMR integration to ensure smooth interoperability between the patient tracking system and the existing EMR system. By prioritizing EMR integration, hospitals can maximize the benefits of the patient tracking system and leverage the comprehensive patient data available within the EMR for efficient and effective care delivery.
4- What is the Best Technology to Implement a Patient Tracking System in a Hospital?
Best Technology to Implement a Patient Tracking System
To achieve cost-effective patient-tracking solutions, it is ideal to select solution providers that offer a wide range of patient-tracking capabilities that can be tailored to your hospital's specific needs. Additionally, choosing a solution provider with extensive experience in integrating with Electronic Medical Records (EMR) systems is crucial. By combining multiple patient tracking capacities with strong EMR integration expertise, hospitals can benefit from a comprehensive and customized solution that addresses their specific requirements while optimizing cost efficiency.
XECAN Smart Clinic, a patient tracking system provider, has been operating since 2007. Their core solutions for patient tracking have been developed by engineers trained at MIT. XECAN's offerings encompass various features of patient tracking and are seamlessly integrated with widely used EMR systems, including EPIC. With over 100 clinics utilizing XECAN's patient tracking solutions, they have a proven track record in the healthcare industry.
Best Patient Tracking System Functions Modules:
1) Patient Check-in and Directory Board
Facial recognition identification in patient tracking systems enables personalized greetings for patients as soon as they enter the clinic. Their arrivals are automatically added to the EMR scheduler, ensuring efficient queue management. Simultaneously, patient information is automatically registered on clinic whiteboards, allowing staff members throughout the clinic to access and view the information. This integrated approach significantly enhances the patient experience and satisfaction, as it streamlines the check-in process, improves communication, and creates a more personalized and attentive care environment.
2) Patient Waiting Area Whiteboard
In patient waiting areas, a patient status board is available to display patient arrival and treatment statuses, categorized by specific treatment machine rooms. This board allows patients to have a clear understanding of their position in the treatment queue while they wait. It helps them prepare for their turn when they are at the top of the waiting list. Additionally, nurses can use the patient calling board to notify patients when they are ready to be seen. By clicking on the patient's name or associated number on the board, nurses can efficiently communicate with patients and streamline the care process. This enhances communication, reduces wait times, and improves overall patient experience in the waiting area.
3) Labs, Imaging and Exam workflow Process tracking whiteboards
Real-time information about exam room, chair, or bed usage status is displayed on a clinical Staff Whiteboard. This allows the clinical team to know the exact location of patients and the availability of lab chairs in real time. With this information readily visible on the whiteboard, the clinical staff can determine which chairs are ready for new patients and which ones are still occupied. This level of accuracy in tracking and assignment ensures optimal efficiency and high-quality care delivery. By effectively managing resource allocation, healthcare providers can streamline operations, reduce wait times, and provide timely care to patients.
4) Nursing Station Patient and Workflow Tracking boards
Real-time information about exam room usage status is displayed on a clinical Staff Whiteboard. This allows the clinical team to have up-to-date knowledge of patient locations and room availability. By having this real-time information on the whiteboard, the clinical staff can easily identify which rooms are ready to accommodate new patients and which ones are currently occupied. This level of accuracy in tracking and assignment enhances efficiency and enables the delivery of high-quality care. With streamlined room allocation, healthcare providers can optimize workflow, minimize wait times, and ensure that patients receive timely and appropriate care in a well-organized manner.
5) Labs and Medication Verifications at the Point of Care
During the drug administration process, the patient's identification is scanned and compared to the barcode on the drug packaging. The tracking software then cross-references the recorded data in the system with the product information to ensure accurate matching between the patient and the chemotherapy drugs. This verification at the final stage serves as an additional safety check, significantly reducing the risk of potential medical errors. By implementing this process, healthcare providers can enhance patient safety and minimize the possibility of administering medications to the wrong patient, ultimately improving the overall quality of care.
6) AI-Powered Clinic Analytic Reporting
The patient tracking system generates a significant amount of valuable clinic data. To effectively utilize this data for supporting clinic operational decisions, the system incorporates a built-in analytics reporting engine. This engine enables the analysis of the data and produces insightful reports. These reports offer valuable intelligence regarding the clinic's operation, providing actionable items for further improving clinic workflow and efficiency. By leveraging the power of analytics, healthcare providers can make informed decisions, identify areas for improvement, and implement strategies to enhance the overall functioning of the clinic.
Take a look at our video that shows how XECAN improves clinic operation effectively :
If you’re interested in learning more about patient tracking systems, contact a XECAN representative to discuss a personalized solution for your hospital needs.
To download the PDF version of this blog please click here