RFID-Enabled Traceability for Medical Implant Supplier

Client Overview

Company: Leading Medical Implant Supplier
Location: India
Industry: Healthcare Supply & Distribution
Solution Used: RFID Asset Tracking, Delivery & Return Automation, Billing Integration, RFID in Healthcare
Use Case: Real-time tracking and verification of high-value medical implants between warehouse and hospitals

The Challenge

The client supplies costly medical implants to hospitals across the country. These implants must be transported and stored in highly controlled, sterile conditions using specialized carrying bags.
A key operational challenge emerged in their delivery and return process. When implants were sent to hospitals, the team often delivered more than the ordered quantity to ensure availability during surgeries. After procedures, hospitals were expected to return unused implants.
However, the client faced significant issues:

• Returned quantities frequently did not match the delivered quantities.
• There was no way to verify which items were actually sent or returned.
• Manual record-keeping created billing discrepancies and losses.

This led to frequent financial losses, inventory mismatches, and strained accountability between the client and hospitals.

The DreamzCMMS Solution

DreamzCMMS implemented a Smart Rfid-Based Implant Tracking System that automated the entire delivery and return process while ensuring complete transparency.
Key steps included:

Key solution elements included:

• RFID tagging of each implant packet for unique identification.
• Automated delivery creation: When implants were placed into a delivery bag, all RFID tags were scanned from outside the sealed bag.
  • DreamzCMMS automatically generated a digital delivery slip listing every implant ID.
  • The system sent an automated email to the hospital with the delivery details for verification.
• Return scanning: Upon retrieval, the service team scanned the same bag again at the hospital in the presence of hospital staff.
  • The system automatically logged all remaining implants.
• Automated billing: Based on the scanned “used vs. returned” quantities, the system calculated accurate billing for consumed implants.

This transparent, data-driven process ensured that both parties had complete visibility and accountability throughout each transaction.

Implementation Timeline

• Week 1: RFID tagging setup and configuration of the implant tracking module
• Week 2: Integration with DreamzCMMS platform for delivery/return workflows
• Week 3: Pilot run with select hospitals
• Week 4: Full rollout across all hospital partners

Key Features Utilized

• RFID Tagging for High-Value Assets
• Automated Delivery & Return Scanning
• Real-Time Delivery Slip & Email Notification
• Usage-Based Billing Automation
• Centralized Dashboard for Hospital-wise Tracking
• Audit Trail for Full Transaction Visibility

Key Results / Outcomes

• 95% reduction in implant loss or misplacement between delivery and return
• 100% traceability for every implant across hospitals and transactions
• 90% faster billing cycle, with fully automated reconciliation

Technology Stack

DreamzCMMS Cloud Platform, RFID Tracking System, Delivery & Return Automation Module, Email Notification System, Integrated Billing Workflow

Testimonial