Tiếng Việt
Evotek developed a customized medical equipment and asset management system (AMS) with features including asset tracking, maintenance planning, inventory management, data analysis, and integration with other hospital systems.
Customer
Our customer is one of the leading private healthcare systems in Vietnam. The system operates a network of international general hospitals and clinics across the country, providing high-quality healthcare services according to international standards.
The system includes modern facilities in major cities such as Hanoi, Ho Chi Minh City, Da Nang, Nha Trang, and Phu Quoc.
(Detailed project information is not disclosed due to Non-Disclosure Agreement (NDA) regulations)
Challenge: Optimize medical asset management by developing a customized AMS system
The main challenge of the project was to address the inefficient management of medical assets and equipment in the hospital system, leading to inefficient resource utilization, increased maintenance costs, and difficulties in tracking and inventorying assets
Hospitals in the system also faced significant challenges when evaluating existing asset management solutions on the market. These solutions often lacked essential features to meet their specific needs and were not flexible enough to adapt to each hospital’s unique operational processes.
The hospital system’s goal was to create a flexible AMS platform that would allow optimization of medical asset management and usage, reduce equipment downtime, and improve maintenance processes. This project aimed to provide an adjustable asset management system for the entire hospital network to efficiently manage asset lifecycles, plan maintenance, track supplies, and handle other management tasks.
Evotek faced the challenge of building a customized AMS system from scratch. This included creating user-friendly web and mobile versions and designing scalable dashboards with configurable functions to meet the diverse needs of management staff.
Solution: A medical asset management AMS system with comprehensive asset tracking features, intelligent maintenance planning, automated inventory management, and advanced data analytics
Evotek developed a medical asset management AMS system to effectively track asset lifecycles, optimize maintenance schedules, manage consumables, analyze equipment usage performance, and other features aimed at automating common processes and ensuring higher asset utilization efficiency across the hospital system.
Comprehensive asset and equipment management
Evotek’s AMS system allows users to create and manage detailed profiles for each asset in the hospital system. When a new asset is entered, users can easily input important information such as code, equipment type, manufacturer, model, serial number, purchase date, and value.
The system automatically generates unique asset codes according to pre-configured rules, ensuring consistency in asset coding Additionally, users can attach relevant documents such as user manuals and warranty certificates, helping to centralize all necessary asset information in one place. The system also tracks the current location of assets and stores movement history, allowing management to easily grasp the status and usage process of each device throughout its lifecycle.
Track asset status/lifecycle
The asset status tracking feature allows the hospital system to update and monitor the operating status of each device in real time. The system clearly displays the current status of the asset, including “in use“, “under maintenance“, “damaged“, or “awaiting liquidation“. This helps management quickly grasp the performance of the entire asset portfolio. In particular, the system is integrated with an automatic warning feature, which will send a notification to the manager when an asset needs periodic maintenance or is due for inspection. This feature ensures that all medical equipment is always maintained in the best operating condition, meeting high safety and performance standards.
Integrating barcode/QR technology
This feature allows hospital systems to create and print unique QR or barcodes for each asset in the system. These codes are attached directly to the device, allowing employees to easily scan and retrieve asset information immediately using the mobile application. When scanning the code, users can instantly view detailed information about the asset, current condition, maintenance history, and other related information. This not only saves time in looking up information but also ensures data accuracy, especially useful in asset inventory and maintenance activities.
Classify and search assets
The AMS system provides the ability to flexibly classify assets according to a variety of criteria such as equipment type, department used, project involved, or any custom attribute the customer needs.
This feature comes with an advanced search engine, allowing users to easily filter and search for properties based on a combination of criteria.
For example, users can quickly find all X-ray machines purchased in the previous year that are in need of maintenance. This powerful classification and search capability helps hospitals effectively manage large amounts of assets, while supporting quick and accurate decision making.
Reporting and analysis
The AMS system’s reporting and analysis module provides customers with the ability to generate detailed and intuitive reports on asset status.
Users can create reports that summarize asset values over time, equipment utilization rates, maintenance costs, and more. The system also provides trend analysis tools, allowing customers to predict future maintenance needs, evaluate the performance of different asset types, and identify opportunities to optimize utilization. use assets. These reports can be customized and exported to a variety of formats, supporting data-driven decision making for management.
Manage access rights
The access rights management feature of the AMS system allows customers to set up different access levels for each user or group of users. Administrators can assign detailed permissions to view, edit, or delete asset information based on each employee’s role and responsibilities.
The system also records a complete history of all changes to asset information, including the time, the person who made the change, and the content of the change This feature is especially important in medical environments, where information security and compliance with strict regulations are required.
Process
The development process of the medical equipment and asset management AMS system included the following main phases:
- Initiation
- Develop
- Implementation
Throughout the process, we used Jira to track work and progress, combined with Microsoft Teams for daily communication with the client, ensuring all issues were addressed promptly
During the initiation phase, we worked closely with the client to identify specific requirements for system architecture, basic design, and key features of the AMS. We identified asset management processes that needed to be automated and designed user-friendly interfaces for both technical staff and non-specialist users.
The development phase lasted about 12 months. We started with detailed planning with clear milestones. The team applied the Agile methodology, releasing a beta version of the AMS at the end of the final sprint.
We prioritized the development of critical modules such as:
- Asset catalog management
- Maintenance tracking
- Status reporting
This approach allowed for timely feedback from the client and adjustment of core functions as needed.
During the development process, we conducted thorough testing to ensure the reliability and security of the AMS system. As the system stores critical information about medical assets, we ensured compliance with relevant regulations such as ISO 55000 and asset management standards in the healthcare sector.
After the AMS system was developed, thoroughly tested, and user feedback was integrated, we proceeded with deploying the system at healthcare facilities. This process included integrating AMS with existing systems such as ERP and CMMS, ensuring compatibility and creating a comprehensive and efficient medical asset management ecosystem.
Results: Optimized asset management, reduced equipment downtime, and improved resource utilization efficiency
We developed a customized AMS system that significantly improved the management of medical assets and supplies across multiple healthcare facilities. Technical staff and managers can now track, maintain, and update asset information in real-time, helping to optimize equipment usage and minimize waste. The web-based AMS system allows secure access from multiple devices, facilitating remote asset management and quick decision-making. Healthcare facilities adopting this system have reported a 30% reduction in equipment downtime and a 25% increase in asset utilization efficiency. Currently, we continue to upgrade the system and add new features to meet the growing needs of the healthcare industry.
If you need an asset management system for your business, please contact us to discuss your AMS project ideas further.