BLE tracking systems for optimization of pharmacy crash cart operations

Radio frequency identification (RFID) technology has been proposed to be the barcode of the future, with new technology forms such as Bluetooth low energy (BLE) integrated into real-time location systems (RTLS). In health systems, RTLS have evolved to track medical equipment and other assets via BLE beacons that transmit data via serial numbers to a gateway, which relays information to a software system to display current location. This case study explored how BLE beacon data and RTLS can be leveraged to enhance interdisciplinary workflows and streamline crash cart management.

Houston Methodist implemented a BLE-based tracking system for 349 crash carts across 8 hospitals. Pharmacy and central supply teams collaborated to develop a standardized workflow for maintaining crash carts. Integration with an existing inventory management system enabled real-time visibility of cart locations and expiration tracking of medications and supplies. The new workflow for crash cart management streamlined operations, decreased staff workload, and increased patient safety. Implementation challenges included vendor transitions, gateway visibility, and staff training, which were addressed through interdisciplinary coordination and technological enhancements. The visibility of crash carts improved from 0% to over 90% at most sites, and labor savings at the flagship hospital were estimated at $8,500 annually.

BLE-enabled RTLS significantly improved crash cart visibility, streamlined labor hours, and enhanced operational efficiency. This case study supports national recommendations for integrating RFID technologies into medication-use systems and highlights the importance of interoperability, stakeholder engagement, and workflow standardization. The findings may inform broader adoption of RTLS in health systems seeking to enhance safety and streamline operations.