Efficient Asset Tracking in Healthcare

Dr. Olivia Roberts

Dr. Olivia Roberts

· 5 min read
Efficient Asset Tracking in Healthcare

In the fast-paced and critical environment of healthcare, managing assets efficiently is paramount to ensuring the delivery of quality patient care and maintaining smooth operations. Traditional manual methods of asset tracking can be time-consuming, error-prone, and can lead to increased operational costs. To tackle these challenges, healthcare organizations are turning to specialized software solutions tailored for the healthcare industry. In this blog post, we will explore the concept of Hospital Asset Tracking and Inventory Management, the benefits of using Healthcare Asset Tracking Software, key criteria for selecting the right tool, challenges faced in tracking assets in healthcare facilities, and a detailed comparison of top Healthcare Asset Tracking Software companies.

What is Hospital Asset Tracking and Inventory Management?

Hospital Asset Tracking and Inventory Management refer to the process of monitoring and managing medical equipment and supplies across healthcare facilities. It involves the systematic recording of asset information, such as location, status, maintenance history, and more. This comprehensive approach allows healthcare organizations to optimize asset utilization, reduce downtime, and improve overall efficiency.

Efficient Asset Tracking in Healthcare

What is Healthcare Asset Tracking Software and What Medical Assets Can Be Tracked?

Healthcare Asset Tracking Software is a specialized tool designed to streamline asset management in healthcare settings. It leverages technologies like RFID, barcodes, and GPS to track and trace medical assets accurately and in real-time. The software enables healthcare facilities to track a wide range of medical assets, including hospital beds, wheelchairs, infusion pumps, ventilators, defibrillators, surgical instruments, diagnostic equipment, medication carts, and even high-value pharmaceuticals.

How Using Healthcare Asset Tracking Software Can Benefit Healthcare Organizations

Healthcare Asset Tracking Software offers numerous benefits to healthcare organizations. It improves inventory management by providing real-time visibility into asset locations and stock levels. This, in turn, prevents stockouts and reduces wastage, leading to cost savings. Additionally, the automation of clinical inventory and asset tracking enhances staff efficiency and patient care while ensuring compliance with regulatory standards.

Efficient Asset Tracking in Healthcare

1. Improve Inventory Management: Healthcare Asset Tracking Software provides real-time visibility into asset locations, stock levels, and expiration dates. This enables healthcare facilities to maintain optimal inventory levels, prevent stockouts, and reduce wastage. Efficient inventory management ensures that critical medical supplies are readily available when needed, minimizing disruptions and delays in patient care.

2. Lower Operational Costs: By efficiently tracking assets, organizations can minimize loss and theft. Asset Tracking Software allows healthcare facilities to implement preventive maintenance schedules, reducing the chances of equipment breakdowns and increasing their lifespan. With better maintenance practices, healthcare organizations can avoid frequent replacements and repair costs, ultimately leading to significant cost savings.

3. Automation of Clinical Inventory: The software automates various inventory-related tasks, such as reordering supplies, updating stock levels, and generating reports. This saves time for healthcare staff, allowing them to focus on patient care rather than manual inventory management tasks. Automation also helps in reducing human errors, ensuring accurate record-keeping and compliance with regulatory standards.

4. Enhance Patient Safety: Accurate asset tracking plays a crucial role in patient safety. Healthcare Asset Tracking Software ensures that medical equipment and devices are regularly maintained, calibrated, and inspected. This reduces the risk of malfunctioning equipment, thereby minimizing adverse events and potential harm to patients.

5. Streamline Compliance and Auditing: Regulatory compliance is a top priority in the healthcare industry. Healthcare Asset Tracking Software maintains detailed records of asset usage, maintenance history, and location, making it easier for healthcare facilities to meet auditing and compliance requirements.

Why Asset Tracking is So Effective In Hospitals

Asset tracking is especially effective in hospitals due to the critical nature of patient care. Timely access to medical equipment is essential in emergencies and critical care situations, where every second counts. Asset tracking ensures that medical equipment is readily available when needed. Moreover, real-time tracking of mobile assets allows for efficient asset retrieval, utilization, and management across various hospital departments.

Efficient Asset Tracking in Healthcare

The Basic Functions and Key Criteria of an Asset Tracking Tool

When selecting Healthcare Asset Tracking Software, key criteria include real-time tracking capabilities, data accuracy, integration with existing systems, mobile accessibility, analytics and reporting features, customization, and scalability. These aspects ensure a seamless and tailored asset tracking solution that aligns with the specific needs of a healthcare facility.

1. Real-Time Tracking: The software should provide real-time asset tracking to facilitate immediate actions and decisions. Real-time tracking allows healthcare staff to quickly locate critical assets, track their movement, and identify potential issues promptly.

2. Data Accuracy: Accurate asset information is crucial for decision-making. Look for a tool with reliable data capture and storage capabilities. Barcode scanning, RFID tags, and GPS tracking contribute to precise and reliable data accuracy.

3. Integration Capabilities: Healthcare facilities often use various systems, such as Electronic Health Records (EHRs), Computerized Maintenance Management Systems (CMMS), and Enterprise Resource Planning (ERP) software. Ensure that the asset tracking software can integrate with existing systems to streamline data sharing and eliminate manual data entry.

4. Mobile Accessibility: Mobile compatibility allows on-the-go asset tracking and updates. Mobile apps empower healthcare professionals to access asset data from their smartphones or tablets, making asset management more efficient and convenient.

5. Analytics and Reporting: Comprehensive analytics and reporting features help in data-driven decision-making. The software should provide actionable insights into asset utilization, maintenance trends, and inventory performance to facilitate continuous process improvement.

6. Customization and Scalability: Each healthcare facility has unique asset management needs. Choose a software solution that offers customization options to tailor the system to your organization's specific requirements. Additionally, consider the scalability of the software to accommodate future growth and expansion.

The Challenges of Tracking Assets in Healthcare Facilities

Healthcare facilities often face several challenges when it comes to tracking assets effectively. One of the primary challenges is the sheer size and complexity of their inventories. Hospitals and healthcare organizations typically possess a wide range of medical equipment and supplies spread across different departments and locations. Managing and keeping track of such a diverse inventory can be daunting, requiring a robust and scalable tracking system to handle the volume of assets.

Asset mobility is another significant challenge in healthcare asset tracking. Medical equipment and devices are constantly on the move, being used in patient rooms, operating theaters, and various treatment areas. As assets move from one location to another, it becomes critical to have a tracking system that can provide real-time updates. This ensures that the assets' current locations are accurately recorded, allowing staff to quickly locate and retrieve the necessary items when needed.

Introducing a new asset tracking system also brings challenges related to user adoption. Healthcare organizations need to ensure that their staff is well-trained on how to use the new software effectively. Resistance to change and unfamiliarity with the new system can hinder the adoption process. To overcome this challenge, healthcare facilities should invest in comprehensive training programs and user-friendly interfaces that simplify the asset tracking process and encourage staff to embrace the new technology.

Furthermore, integrating asset tracking software with existing systems can present technical challenges. Healthcare facilities may already have established electronic health record (EHR) systems, computerized maintenance management systems (CMMS), and other software solutions in place. Ensuring seamless data flow and compatibility between the asset tracking software and existing systems is crucial to avoid disruptions in operations. This requires careful planning and coordination with IT teams to implement a smooth integration process.

Efficient Asset Tracking in Healthcare

In overcoming these challenges, healthcare organizations need to approach asset tracking with careful planning and a clear understanding of their specific needs. Proper training and user engagement are essential to foster successful adoption of the new tracking system. Additionally, selecting the right software solution that can handle the size and complexity of their inventories, provide real-time tracking capabilities, and seamlessly integrate with existing systems will ultimately lead to more efficient asset management and improved patient care.

A Detailed Comparison of the Top Healthcare Asset Tracking Software Companies

ASAP Systems

ASAP Systems offers comprehensive asset tracking capabilities, allowing healthcare facilities to track and manage various assets seamlessly. The software supports customizable workflows, enabling organizations to adapt the tracking process to their specific needs. It also includes robust reporting features, providing insights into asset utilization and maintenance history. The system incorporates barcode and RFID scanning, simplifying asset identification and data capture.


  • Easy to use: ASAP Systems' user-friendly interface makes it easy for healthcare staff to navigate and utilize the software effectively.
  • Scalable: The software is designed to accommodate both small clinics and large hospitals, making it a versatile option for healthcare organizations of all sizes.
  • Mobile app: The availability of a mobile app allows users to perform asset tracking tasks on the go, increasing flexibility and efficiency.
  • Excellent customer support: ASAP Systems provides reliable customer support to assist healthcare organizations with any inquiries or technical issues.


  • Additional setup for advanced features: Some of the more advanced features may require additional configuration and setup, which might take time and expertise.
  • Expensive pricing for advanced features: While the basic features offer robust functionality, access to certain advanced features may come with higher costs.

Asset Panda

Asset Panda offers customizable workflows, enabling healthcare facilities to tailor asset tracking processes to their specific requirements. The software includes a mobile app that facilitates asset tracking and management on smartphones and tablets. With GPS tracking capabilities, organizations can monitor asset movement in real-time and track their locations accurately. The system also supports integration with other software solutions, allowing seamless data sharing.


  • User-friendly interface: Asset Panda's intuitive interface makes it easy for healthcare staff to quickly adapt to the software and maximize its functionalities.
  • Robust asset tracking features: The software provides a wide range of asset tracking capabilities, empowering healthcare organizations to efficiently manage their assets.
  • Unlimited users: Asset Panda offers flexibility by allowing unlimited users, making it suitable for organizations with multiple staff members involved in asset management.


  • Higher pricing for additional features: While the basic features cover essential asset tracking functionalities, accessing certain advanced features may come with a higher price tag.
  • Learning curve for complex setups: Some complex setups might require more time and effort to implement, potentially leading to a learning curve for users.


CenTrak specializes in real-time location systems (RTLS) for asset tracking in healthcare settings. The software offers precise asset tracking capabilities, enabling healthcare facilities to locate assets with accuracy. In addition to asset tracking, CenTrak's solution includes temperature monitoring, ensuring that assets sensitive to environmental conditions are well-maintained.


  • Accurate and reliable tracking: CenTrak's RTLS technology provides highly accurate tracking, reducing the chances of asset misplacement and loss.
  • Integration with existing systems: The software seamlessly integrates with existing healthcare systems, enabling efficient data exchange and synchronization.


  • Initial setup complexity: Implementing an RTLS system may involve more complex initial setup and configuration compared to standard asset tracking solutions.
  • Primarily focused on RTLS solutions: While the software excels in real-time location tracking, it may have fewer features related to traditional inventory management and asset maintenance.


Freshservice is primarily known as an IT service desk software but also includes asset tracking functionalities. The software allows healthcare organizations to track assets, generate reports, and customize fields for asset data.


  • Intuitive interface: Freshservice's user-friendly interface simplifies the asset tracking process, making it accessible to users with varying levels of technical expertise.
  • ITIL-compliant: The software adheres to ITIL (Information Technology Infrastructure Library) best practices, ensuring streamlined IT asset management processes.


  • Basic asset tracking features: While Freshservice covers essential asset tracking functionalities, it may lack some advanced features offered by specialized asset tracking solutions.

Guard RFID

Guard RFID specializes in advanced RFID asset tracking solutions, providing precise and reliable tracking capabilities. The software also includes safety features such as staff duress alarms, enhancing staff safety and security in healthcare environments.


  • Robust RFID tracking capabilities: Guard RFID's advanced RFID technology ensures accurate and reliable asset tracking, reducing the chances of asset misplacement.
  • Staff safety features: The inclusion of staff duress alarms enhances the safety and security of healthcare professionals, particularly in emergency situations.


  • Limited inventory management functionalities: Guard RFID's focus on RFID-based asset tracking may mean that some traditional inventory management features are not as extensive as in other solutions.
  • RFID implementation may require investment: Implementing an RFID-based asset tracking system may involve initial investment in RFID tags and readers.


MaintainX offers asset tracking within a broader maintenance management platform. The software allows healthcare facilities to track assets, generate reports, and manage work orders for asset maintenance.


  • Intuitive interface: MaintainX's user-friendly interface streamlines the asset tracking and maintenance management process, ensuring ease of use for staff members.
  • Mobile app: The availability of a mobile app enables users to perform asset tracking and maintenance tasks conveniently on their smartphones or tablets.


  • Asset tracking may not be as extensive as standalone solutions: While MaintainX offers asset tracking functionalities, it may not have the same level of asset tracking capabilities as specialized standalone solutions.
  • Limited customization options: The software may have some limitations in terms of customization to fit specific healthcare organizations' unique needs.


Zebra provides specialized hospital asset tracking solutions with hardware-based tracking options. The software aims to meet the specific asset tracking needs of healthcare facilities.


  • Comprehensive tracking: Zebra's specialized solutions offer comprehensive tracking features tailored to the healthcare industry's unique requirements.
  • Robust hardware: The software is complemented by reliable hardware components, ensuring accurate data capture and real-time tracking.


  • May require significant upfront investment, hardware costs: Zebra's hardware-based tracking may involve higher initial investment costs compared to software-only solutions.

Each of these Healthcare Asset Tracking Software companies offers unique features and functionalities to cater to the diverse needs of healthcare organizations. Healthcare facilities should carefully assess their requirements and consider factors like ease of use, scalability, pricing, advanced features, and integration capabilities when choosing the best-suited solution for their asset tracking needs. Investing in a reliable and tailored asset tracking software can significantly improve asset management efficiency, streamline operations, and ultimately enhance the overall quality of patient care.


Efficient asset tracking is critical for healthcare organizations to ensure optimal patient care, cost containment, and regulatory compliance. Healthcare Asset Tracking Software offers a powerful solution, streamlining inventory management, reducing operational costs, and automating clinical inventory. When choosing the right tool, consider real-time tracking, data accuracy, integration capabilities, mobile accessibility, and analytics features. While challenges exist, the benefits of asset tracking far outweigh the obstacles, making it an indispensable tool for healthcare facilities aiming to provide top-notch care in a fast-paced and ever-evolving industry. The right Healthcare Asset Tracking Software can transform asset management practices, enhance patient safety, and lead to better overall healthcare outcomes. Invest in a reliable and tailored asset tracking solution to stay ahead in the competitive healthcare landscape while delivering exceptional patient care.

Dr. Olivia Roberts

About Dr. Olivia Roberts

Dr. Olivia Roberts is a healthcare technology advisor with a background in medicine and technology. Olivia combines their expertise as a medical professional with their knowledge of healthcare IT systems to guide organizations in selecting and implementing software solutions that improve patient care, streamline processes, and ensure data security. With a strong understanding of the unique challenges in the healthcare industry, Olivia is committed to empowering healthcare providers with the right technology tools for delivering quality care.
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