Tracking systems allow Central Service departments to locate equipment and instruments quickly, determine supply usage and replacement needs, and maintain accurate records. Computerized tracking systems have been used since the 1970s to manage patient information and support decisions around quality and costs. Selecting a tracking system requires identifying department needs. Basic tracking systems can monitor instrument processing cycles and locations, while advanced systems provide real-time item locations using RFID. Tracking systems help Central Service manage quality, customer service, and costs.

1. Tracking Systems
Chapter 19

2. Objectives:
As a result of successfully completing this chapter, students will
be able to:
 List the primary reasons for tracking equipment, instruments,
and supplies
 Discuss the use of computers and information systems to
support applications within the facility and Central Service
department
 Recognize that tracking systems enhance Central Service
operations
 Explain that tracking systems must address the specific needs
of the healthcare facility and Central Service department
 Review the features of available instrument and equipment
tracking systems

3. Reasons to Track Equipment,
Instruments, and Supplies
 Insure they can be quickly located
 Determine when consumable supplies should be replaced
 Measure item usage
 Maintain accurate records of processes such as
sterilization, distribution, etc.
 Assist with quality processes
 Obtain information for financial analysis

4. Tracking Systems
 Tracking can be done manually
or by using computerized
systems
 Many departments use a
combination of both methods to
track various processes

5. Computer-Based
Information Systems
 Have been around since the
1970s
 Manage information needed
to support patient care
 Provide information needed
to make decisions that
enhance quality
 Provide information needed
to make decisions to manage
costs

6. Point-of-Use Computing
 Placing computers
at the patient’s
bedside
 Placing computers
into Central
Service and other
hospital work
areas

7. Selecting Department
Systems
 The selection of a computer-based
information system must be based on
identified needs of the department
(system)
 Once systems have been evaluated
and one has been selected, hardware
installation and training must be
completed before the system is
implemented

8. Tracking Methods
 Bar Codes
 Radio Frequency
Identification
 Methods can be
purchased for use as
stand alone networks
 Some are available as
subscription-based
services

9. Basic Instrument and
Equipment Tracking Systems:
 Basic Systems can generally track
(account for):
 Complete instruments and trays
 Specific equipment items
 Last known location of specific instruments, sets,
trays, or equipment items
 Cost and value information
 Number of complete processing and use cycles
through which instruments and instrument sets
have moved
 Usage of specific equipment
 Preventive maintenance schedules and repairs

10. Other Tracking Information
 Complete Tray Lists
 Productivity Reporting
Information
 Quality Assurance Information
 Ability to Interface with
Advanced Sterilization and
Decontamination Equipment
 Financial Data
 Ability to Interface with Clinical
Systems

11. Tray Lists and Set Up
Procedures such as:
 Name of Central Service Technician that assembled
and inspected the set or equipment
 Date the set or equipment was processed
 Sterilization and cleaning process
 Catalog numbers and manufacturer’s names to
identify instruments and associated equipment
supplies
 Quantity of instruments included in the set or tray.
 Lists grouped by category or instrument placement
within the set
 Identification of instruments missing from set

12. Productivity Reporting
Information
 Sets and instruments processed and
completed during a specific work shift
 Sets and instruments completed by
specific employees
 Equipment distributed and processed

13. Quality Assurance
Information
 Sterilization load quarantines
 Education and in-service
documentation
 Biological monitoring standards
and regulations

14. Financial Data
 Instrument replacement and repair
 Equipment replacement and repair
 Preventive maintenance notification
 Preventive maintenance records
 Utilization of instrument sets, trays, and
equipment
 Productivity data and staffing requirements
for peak operational workflow

15. Advanced Systems
 RFID (Radio Frequency Identification)
provides real time location information as
items move through the facility and
processing cycle
 Bar Code Labels – allow staff to know the
last location of a set or tray
 Laser Etched Bar Codes – Allows the
tracking of single instruments

16. Tracking Systems
Allow Central Service Technicians to
manage quality, customer service, and
costs, by managing information