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Digital Waste Tracking Platform

Cliniwaste

cliniwaste partners with assettrac for asset management portal, software, business process improvements, tagging and tracking

In the UK’s healthcare sector, Cliniwaste is one of the UK’s leading medical waste treatment companies. Operating for more than 20 years, the company processes over 130 tonnes of clinical waste per day for clients in the public and private sector including; NHS Trusts, laboratories, ambulance stations and private clinics.

 

The Requirement: Digital Waste Tracking

While digital waste tracking is an established regulatory requirement in the UK, Cliniwaste wanted to operate its own digital process that streamlined systems as well as providing added value for clients with unrivalled data transparency for the entire waste journey. 

Digitisation that Adds Value by Tracking, Tracing & Reporting 

Key to the requirement was to have faster, more accurate data access and interrogation. The goal was to enable the business to save time and money by simplifying operations, regulatory compliance, admin and reporting. 

Project Objectives

  • Improve tracking accuracy and speed of waste collection.
  • Provide a cradle-to-grave audit trail for all waste.
  • Reporting and dashboards to be easily segmented by location and waste streams.
  • Personalised dashboards for clients with up-to-the minute data on the status of all waste.
  •  C02 dashboard – to help clients track and report on the environmental impact of their waste.
  • Flexibility – a system which easily absorbs demand for increased client capacity.
  • To simplify the reporting process for both estate returns and environmental reports. 

The Assettrac Asset Tracking Solution

The process of implementation was surprisingly fast”, comments Craig Johnston, General Manager. “From the first meeting to launch, it was just a few months. Since then, Assettrac has helped us to continue to develop the system to bring in new datasets and other parts of the waste-handling process and reporting.”

Assettrac’s client services team collected a full picture of the company’s data requirements and business processes which were developed into a customised cloud portal. A custom mobile application was then configured to enable team members in the field to quickly and accurately log the key data on collection, such as type of waste, bin ID, weight and time.

 

To improve accuracy and speed, the system was designed to eliminate the need for laborious manual processes and spreadsheets. Admin processes were digitised, enabling the office team to digitally scan paperwork and quickly identify anything missing.

Before launch, Assettrac provided training for Cliniwaste’s teams both in the office and in the field. The system was launched in stages, starting with waste-receiving and booking-in and then expanded across all areas to be tracked. Once data was populating the system, personalised dashboards were rolled out to clients.

examples of assettrac asset management software in the cloud and on multiple devices with an asset management app

Client Outcomes

  • Improved Processes

    The mobile app improved the speed of collection at client sites and the accuracy of data recorded by Cliniwaste.

  • Audit Trails & Data Visualisation

    Real-time dashboards show charts with live data, making it easy to identify trends and anomalies and to help business planning.

  • Sustainability Standards

    Clients can track and report on the carbon footprint of all waste via a C02 dashboard as well as the final destination of all waste.

  • Faster Reporting

    Compilation of data for annual estate returns and compliance reports is completed in minutes rather than days.

  • Targeted Training to Meet Compliance

    The ability to trace the journey of any bin helps identify waste-handling problems & deliver targeted employee training to remediate.

In our admin team alone, each person is saving 2 hours a day. By using Assettrac we are no longer held back by manual processes such as having to manually cross-reference multiple spreadsheets. Nothing sits in isolation and we can scan, identify and trace every single document and audit point.
Assettrac RTLS and asset management software used at a waste processing plant.
Craig Johnston
General Manager

Facilities Asset Management Software - Healthcare

Rowcroft Hospice

Rowcroft hospice manages healthcare assets and facilities asset management with assettrac's asset tagging and management system.

The Requirement

Rowcroft Hospice is a large specialist care institution located in South Devon supporting patients and their families suffering progressive and life-limiting illnesses.  With an extensive estate across 22 acres and three large buildings comprising medical wards, offices and kitchens, as well as 13 local fundraising stores, the facilities, IT and financial departments needed to find a more effective way to track and manage their healthcare, IT and facilities assets.

The hospice management team chose Assettrac for its experience in healthcare asset management and its ability to provide an end-to-end solution that included the an initial inventory audit and asset tagging as well as the provision of a customised asset management software solution.

An End-to-End Asset Management Service

Asset Audit - Asset Tagging - Tracking - Asset Management Software - Hardware - Implementation & Training

Assettrac’s client team delivered the project in two phases.  Phase 1, the audit and phase 2, customised software, implementation and training. The project met the following objectives:

  • To identify and log their assets and equipment including furniture, IT, medical equipment and M&E (Mechanical and Electrical) equipment, in-situ, based upon pre-agreed specifications and restricted area availability.
  • To provide a secure cloud-based and paperless mobile solution for the following uses:
    • To offer different departments business information on estate items and their value for procurement and insurance purposes
    • To help reduce leakage and unnecessary expenditure.
    • To maximise utilisation of owned assets and equipment.
    • Track frequently moved items around site and off-site.
    • The ability to undertake safety inspections and monitoring of specific machinery and systems through paperless real-time inspections by key personnel.
    • To provide an audit trail of equipment for full lifecycle management and demonstrate compliance where necessary.
    • To store and archive disposed asset information in case requirement to reference later.

The Assettrac Approach

On-site auditors undertook the initial phase on the main site comprising asset tagging, logging of all items and data collection of agreed items.  This phase was completed in three days with auditors working around the specific needs and timings of medical wards and equipment stores.  The information was uploaded in real-time to a pre-designed online portal.

With the data collected, Assettrac’s consultants configured and set up Rowcroft’s customised online asset tracking system, populated with all tagged assets from the on-site visit.  The team then provided training on-site for key personnel from multiple departments which was tailored to the needs of their specific roles.

To enable Rowcroft to keep their asset management system (and inventory) up-to-date, handheld mobile devices, pre-installed with Assettrac’s mobile app were supplied for the facilities team.  Training was then delivered showing the Facilities Team how they could use the system to undertake quick inspections of equipment whenever they are on-site.  Via the handheld device they could see the current status of an item and critical review dates such as maintenance.

Cutting Edge Facilities Asset Management System - Delivered in 1 Week

After the project scope and the hardware selection was agreed, the entire project including on-site asset auditing, a customised facilities asset management portal and user training accomplished in a weeks on-site visit.

As a result, Rowcroft Hospice are now able to access the details of their complete asset holding and value, as well as manage key M&E installations by generating instant reports from their secure, customised cloud portal.  What’s more, the hospice benefits from greater asset visibility and is able to maximise equipment usage, knowing where every item is at any time. 

With better access to full lifecycle information on their equipment, financial management and planning is improved and the facilities departments are able to save considerable time on asset inspections across the whole estate.

 

Photo by Kampus Production

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Clinical Data RTLS System

Richmond Pharmacology

Richmond Pharmacology is an Assettrac asset management software client in the healthcare sector using RTLS

Richmond Pharmacology is a Clinical Research Organisation (CRO) based in London.

Established for over 20 years, the company works with international pharmaceutical and biotech organisations, conducting early phase human clinical trials with patients and volunteers. Richmond Pharmacology worked with Assettrac to implement a clinical data RTLS system.

Every drug trial generates massive amounts of drug and patient data. Intellectual property (IP) and data security are therefore crucial to ensure the secure and safe management of patient data under UK-GDPR and IP is a valuable business asset. The loss of any trial data could potentially lose their clients millions.  

Richmond Pharmacology are a healthcare company using Assettrac asset management software and RTLS

The Asset Management Challenge

Tracking & Managing Trial Data Safely & Efficiently

Richmond Pharmacology needed real-time location tracking (RTLS) and an efficient and secure system to manage the handling and processing of the huge volumes of patient files that relate to clinical trials. For every volunteer or patient, this includes GP reports, hospital records, health and drug data and detailed reports on their management regime and progress.

Hard Copy vs. Digital

In other industries the demand for speed would dictate that all data be now recorded digitally; the clinical trials world is very different. To meet the demands of drug licensing bodies, these patient files are kept in original, hard copy to demonstrate the drug’s efficacy and safety for commercial production. For any one trial, there could be hundreds, if not, thousands of files of patient data that have to be kept secure.

Compliance & Risk

Highly sensitive medical data has its own compliance and risk considerations. All patient data needs to be managed appropriately. In this industry, compliance is a commercial pre-requisite. Losing patient files and valuable IP will result in considerable reputational damage that will result in loss of business.

Operational Efficiency

Richmond Pharmacology needed a more efficient method of tracking the location of individual files as they move around the building. Existing manual processes cost time. Different people can have access to these files at any one time, so if the file is not in the archive, locating it quickly could be a challenge, particularly as the business was now operating out of more than one site and files could be travelling between buildings.

The Solution - Assettrac RTLS System

Following scoping meetings, Assettrac configured a real-time, zonal RFID/RTLS asset tracking system to be implemented across two Richmond Pharmacology sites in London.

1 – Zonal RTLS Asset Tracking

Each patient file is individually tagged with an RFID tag and can be checked in and out of the archive with a handheld RFID tracking device, recording the date and time the file leaves and with whom. As the files move around the building they are tracked in real time by antennae sited on every floor and at every entrance and exit. As a file passes a sensor, the RFID tag pings its location with a time and location for every stage of its journey which is then recorded in the central cloud portal.

RTLS asset tracking with assettrac

“The zonal asset tracking and management system is a game-changer for our organisation, enabling us to speed up our handling of information and at the same time, ensuring the highest standards in data management procedures are maintained without impeding the team’s access to clinical trial data for their work. As a result, the digital processes have given us huge peace of mind, we’re working more efficiently and the team is saving a huge amount of time every day.”

Kemal Rajabally, Finance Director, Richmond Pharmacology

2 – Fast Location of Any Trial Data Asset

Real-Time Location Tracking enables employees to find files quickly using hand- held scanners if they can’t locate an individual file or box. With the hand-held device operating a little like a geiger counter, the operator can enter the file RFID reference number into the handheld device and as they search for the file, the scanner will beep as the individual gets closer to the file.

3 – Instant Reporting

Customised reporting enables Richmond Pharmacology to have a full report of all files in the archive and out with team members at any point in time.  This gives them the power to know what is in the archive and to chase up anyone who still has a file on their desk.

4 – Security Alerts

The highly flexible reporting system was tailored to trigger alerts if a file leaves the building and doesn’t reach the next building (and RFID sensor) within a specific time period. The company can then combine this information with CCTV to see who has left with the file and therefore where it has gone.

RTLS System Delivers Process Improvements & Time Saving

Robust processes are the DNA of any research organisation. A reliance on paper-based research had previously stood in the way of capitalising on the benefits of digital process improvement. Assettrac’s cloud asset tracking portal, has enabled Richmond Pharmacology to move from repetitive manual processes and benefit from time-savings and faster (and easier) digital auditing processes.

Assettrac worked as a team with MPP Digital, digital consultants to implement the on-site hardware while Assettrac developed the customised portal and app for the company.

Implementation & Use

Implementation was smooth and completed in just a few visits. As a result, the company decided to extend the system into a second building and expanded its use to track IT.

Training

As the system is intuitive, training was swift, focusing on the IT and administrative teams. Training included learning how to tag files, to use the portal, produce reports and use handheld devices to check files in and out.

Download the Full Case Study

“The actual implementation didn’t take long, just a few visits.  The challenges at the time were linked to equipment sourcing following Covid.  Assettrac went above-and-beyond to source the right hardware and to put it together with their software to make sure it all worked for the client.”

Nick Scarff, Project Lead, MPP Digital

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