Authors (including presenting author) :
FUNG WC (1), LEE WY (1), CHIU ST (1)
Affiliation :
(1) Central Nursing Division, Prince of Wales Hospital
Keyword 1: :
RFID-Enabled Smart Robot System
Keyword 2: :
Automated Equipment Tracking
Keyword 3: :
Integration with EAM
Keyword 4: :
Integration with Digital Wardplace
Keyword 5: :
Instrument transportation
Keyword 6: :
Ergonomic design temperature sensor
Introduction :
Effective inventory management in clinical settings is essential for delivering high-quality healthcare services. However, manual processes for monitoring equipment availability and functionality are often labor-intensive and susceptible to transcription errors, potentially compromising operational efficiency. To address these challenges, a proof-of-concept (POC) study was conducted at Prince of Wales Hospital (PWH) to evaluate the use of smart robotics integrated with Radio Frequency Identification (RFID) technology for automated equipment tracking.
Objectives :
•Assess the feasibility of deploying smart robots with RFID capabilities for equipment tracking in clinical environments. •Enable direct and automated uploading of asset verification records to the Enterprise Asset Management (EAM) system. •Explore the integration of auxiliary functions such as automated temperature monitoring, delivery and storage, and public announcements to enhance daily ward operations.
Methodology :
The system combines robotic patrols with RFID scanning and seamless integration with the EAM platform. The process begins with downloading the latest asset list from the EAM system, followed by mapping RFID tags to corresponding asset numbers and labeling equipment accordingly. During routine patrols, the smart robot detects RFID signals to verify equipment presence. Post-patrol, the robot transmits scanned data to a gateway server, which then updates the EAM system via a corporate API.
Result & Outcome :
The POC was implemented in Ward 8A during Q4 2024 and Q2 2025, achieving equipment capture rates of 78% and 86.8%, respectively. Clinical staff reported notable improvements in time efficiency and operational effectiveness. In addition to efficiency gains, patient safety remains a priority. Consultation with Head Office confirmed that the RFID scanner operates safely within the 920–925 MHz frequency range, provided a minimum distance of one meter from medical devices is maintained. The successful integration of smart robotics with the EAM system establishes a closed-loop framework for automated equipment tracking. Future initiatives will explore the scalability of this solution across other clinical areas within the New Territories East Cluster (NTEC).
