Surgical Equipment Tracking System (SETS)

Team Name

TheatreOps

Timeline

Fall 2023 – Spring 2024

Students

Ammar Baig
Sonum
Rachana Pandey
Hanumath Ponnaluri
Mujaddad Fazeel
Wasif Swapnil

Abstract

The Surgical Equipment Tracking System (SETS) introduces an innovative approach to enhance the management and tracking of surgical instruments in healthcare settings. Utilizing RFID technology, SETS aims to eliminate delays and errors associated with manual tracking methods by providing a robust digital system that ensures all surgical instruments are accurately and efficiently tracked from preparation to sterilization. This system not only improves the operational efficiency of surgical procedures but also reduces the risk of surgical errors related to equipment mismanagement. Through the integration of advanced software components like WebSockets, Node.js, React.js, and MySQL, SETS offers a dynamic and responsive user interface, allowing for real-time updates and seamless user interactions. Preliminary results highlight the potential of SETS to significantly improve surgical workflow and reduce the overall costs and stresses associated with surgical operations. This project not only presents a viable solution to current logistical challenges but also explores future integration with electronic health records and the potential for mobile application development to further enhance its usability and scope.

Background

In the fast-paced and critical environment of surgical operations, the efficiency and availability of surgical equipment are paramount. Delays in surgeries due to unavailability or mismanagement of equipment not only compromise patient care but also increase operational costs and stress for healthcare providers. Recognizing these challenges, the development of an effective surgical instrument tracking system became imperative during a summer internship at the Arlington Memorial Hospital. The primary motivation was to address the frequent delays and errors associated with the existing manual methods of tracking and managing surgical instruments. Such inefficiencies often lead to increased operational costs, compromised patient care, and added stress for healthcare staff. By integrating advanced RFID technology and robust software solutions, our project aimed to streamline the entire process of surgical equipment management, enhancing the tracking and availability of surgical tools and thus improving the overall efficiency and safety of surgical operations.

Project Requirements

SETS must be able to track surgical equipment and display the precise location in real time.
SETS must track equipment in room to room transit.
SETS should feature a user-friendly interface that allows medical staff to easily access and interpret tracking data without extensive training.
The system must be compatible with existing RFID readers and tags and should be capable of integrating with different types of surgical instruments.
Ensure high system reliability with minimal downtime, capable of operating continuously in a high-stakes surgical environment.
The system must comply with healthcare regulations and standards concerning medical device tracking and patient safety.
Provide comprehensive training programs and detailed documentation to ensure that hospital staff can effectively use the system without extensive technical knowledge.
Implement a notification system to alert staff about critical information such as the need for instrument sterilization, upcoming surgical schedules, and inventory shortages.
The system must be adaptable to different hospital workflows and environments, requiring minimal changes to existing processes for integration.
The system must include robust software components such as WebSockets for real-time communication, Node.js for server-side operations, React.js for responsive user interfaces, and MySQL for database management.

System Overview

The Surgical Equipment Tracking System (SETS), developed using advanced RFID technology, features the integration of ID12LA passive RFID tags on surgical instruments. This implementation facilitates real-time tracking and management within healthcare facilities by enabling precise detection and data capture through strategically placed RFID readers. The software component of SETS, leveraging a robust stack including WebSockets, Node.js, React.js, and MySQL, provides a secure and dynamic user interface for efficient data handling and real-time communication. This comprehensive system significantly enhances operational efficiency by reducing equipment-related delays and errors, thereby improving safety and reliability in surgical procedures. Moreover, it optimizes inventory management and minimizes operational costs through effective tracking and automated maintenance logs, underpinned by the reliable performance of ID12LA RFID tags.

Results

The proof of concept for the SETS using RFID technology has yielded promising results within a simulated healthcare environment. Initial simulations and theoretical evaluations suggest that RFID could significantly reduce equipment-related delays and errors, highlighting its potential to streamline the management of surgical instruments. Our rigorous testing and performance evaluations of the RFID readers and tags have underscored the system’s robustness and reliability. The findings suggest that implementing this technology in actual healthcare settings could lead to marked improvements in operational efficiency and a reduction in costs. These results support the feasibility of expanding RFID technology in medical settings and emphasize its potential to enhance workflow efficiency and patient safety.

https://youtu.be/Qu-R8KZgSwY

Future Work

In future endeavors, the project could potentially expand to integrate with Electronic Health Records (EHR), enhancing data integration and user interactions significantly. This integration could allow for the utilization of advanced analytics and machine learning algorithms to predict equipment utilization rates and optimize inventory management. There is also the possibility of developing a mobile application that could enable real-time tracking and management of surgical equipment directly from handheld devices, providing users with instant updates and notifications on equipment status. Expanding the system’s reach to include smaller medical facilities and rural settings could significantly improve operational efficiencies and reduce overhead. Additionally, ongoing improvements in RFID technology and network infrastructure could be pursued to address current limitations and adapt to evolving healthcare environments.