Frequently Asked Questions

Here’s what our customers often ask.

Does the system only track surgical instruments or all kinds of sterile inventory?

The Pivot Smartflow software works on a pay-as-you-go model and can be customized to track not just reusable surgical instruments, but also implants, single-use items, instrument separate packs, consumables etc.

Does the software only work in the CSSD department?

Pivot Smartflow is a Hospital-wide application that covers CSSD as well as end-user departments like Operation Theatres, Wards, ICUs, Cath-Labs etc. As your operations grow, the Pivot Smartflow Software is designed to integrate and expand as well.

How does the Software track workflow?

When your Hospital adopts Pivot Smartflow, the staff begins using the software for all activities. This includes recording dirty / used inventory from user departments, packing and assembly of sets and instrument packs / dressing material packs, loading sterilisers, dispatching goods to various departments, tracking repairs and incidents etc. The more your team uses the software the more the software works for you. Through continuous and exhaustive use, you increase your ability to track items, find and track inventory and execute up-to-date instrument audits.

How can a user access Pivot Smartflow?

The Pivot Smartflow Software is a web-based application delivered as Software-As-A-Service (SAAS).

Based on the user’s job profile, each user is given a login ID and password to access the system. The user can then access various functions in accordance with her profile.

Since Smartflow is hosted on cloud, user-terminals need access to high-speed internet connection.

The application can be used via any of the latest browsers across various devices such as laptops, desktops and tablets. Due to the nature of data tables, we recommend use on larger devices for the core workflows. The mobile application works with Android devices.

What should be the optimum data speed available for the web application to work well?

Bandwidth requirements depend on the number of simultaneous users and any other applications that may be using the available bandwidth. Typically, a 10-user setup should have 8 Mbps bandwidth dedicated to the Pivot Smartflow Software.

How much time does it take for the system to go live? What are the project implementation steps involved?

Typically, a 100-bed hospital with 3,000 – 5,000 inventory items can go-live within 30 days.

Time required for implementation of Pivot Smartflow at a Hospital depends on the stage of hospital operations. A new hospital, for e.g. may need lesser time to go-live since the inventory is not in use and is freely available for tagging, database creation, etc. In a running hospital, the time required to go-live will depend on several factors such as IT infrastructure at the hospital, availability of data and instrument inventory for tagging / etching, etc.

The project begins with PIVOT ON-BOARD of Hospital data including users, departments etc. Inventory verification and database creation follows. If a hospital opts for PIVOTMARK, either via barcodes or RFID, tagging of instruments comes next. Once all inventory is taken on-line, we begin user training and hand-holding sessions so that users can get comfortable with the process and do not face any difficulty in going live. Once users are comfortable, the Hospital is ready to go-live!

Can the software be customized as per our needs?

If a hospital wants a feature that is not available currently, we will evaluate the usability of that feature over a larger customer population and if it makes sense for other hospitals as well, we will create the feature for all to use. Unless a hospital has a “Private” deployment, a feature available to one is available to all under the SAAS model. However, the software application itself provides enough bandwidth for hospitals to map almost all of their existing workflows to the software.

What about instruments bought after our software is installed? How much do we have to rely on the team at HeathTech Pivot to add new instruments to our database?

Once your hospital staff is trained on the software, they are able to add new inventory to the software on their own. However, tagging / etching services may be required and HTP can provide periodic PIVOT-MARK services as may be required. Ask us for a quotation for PIVOT-MARK.

Is it possible to integrate your software with our Hospital Information System?

Yes, it is possible. Pivot Smartflow provides Application Programming Interface (API) to achieve integration based on desired functionality. Please talk to us for further information.

How do you ensure the security of our hospital data? What about the occurrence of accidental erasing? Is a data backup facility available?

We understand the criticality of data for your Hospital and we have taken a number of steps to ensure that your data is safe and backed up regularly to give you uninterrupted service.

Data once entered, cannot be erased by a user. We have also implemented a host of security measures to prevent malicious / unauthorised access to the application and its data including use of HTTPS protocol, encryption of user data, patient records, etc.

Can Pivot administrators view hospital data? What about patient data?

We limit access to production servers only to our development operations team. Individual developers don’t have access to hospital data. We do not store any Patient data other than Patient ID.

While Pivot Administrators do have access to Hospital data in order to offer technical support, the company and its employees are bound by our Terms of Use and Privacy Policy.

Can the application be implemented on a private cloud instead of public cloud? Are there any benefits of being specifically on a public cloud for this application?

In order to provide the convenience and cost benefits of shared deployment for multiple users, we host the application on a public cloud with enough safeguards to secure and separate each hospitals’ data. The current pricing structure and application design pre-supposes a shared public cloud deployment.

For enterprise deployment for large / institutional set-ups, please talk to our team.

Where will you tag our instruments? How long does the process take?

PIVOTMARK – whether RFID / Barcode / Alphanumeric – is done at the hospital under supervision of hospital staff. RFID tagging is a multi-step and delicate process requiring several safeguards to ensure durability. As a rule-of-thumb, instruments would need to be out of circulation for about 24-36 hours in pre-planned batches to complete the tagging / marking process.

When the process is set up, an extensive timetable will be created to avoid disruption of hospital work and to ensure that tasks are scheduled in accordance with the tagging and marking schedule.

Will the RFID tags affect the balance of the Instrument? Will the RFID tags be a hindrance to the surgeon while operating? Can tags cause infection?

RFID tags used by us are especially custom-made for the application of surgical instruments tracking.

The tags measure roughly 5mm(L) x 4mm(B) x 3mm(T) and are extremely light weight (under 1 gm). They do not affect the balance / weight of the instrument.

When applied properly, tags do not come in the way of use of the instrument by a surgeon. The tags are encased in anti-bacterial plastic that can withstand sterilisation methods adopted for instrument sterilisation. They cannot cause infection unless the instrument itself is unsterile.

Can RFID tagged Instruments undergo Steam sterilization or low temperature sterilization methods like Plasma or ETO?

Yes, the tags can withstand several cycles of disinfection, cleaning, sterilisation protocol followed at hospitals. We request you to follow vendor specified instrument care instructions for cleaning and sterilisation.

How many RFID Scanners are required?

This depends on inventory levels, transaction volumes and number of users that are connected to the workflow. Typically, RFID scanners are required to be used during set assembly, when sets are opened in the sterile area inside the Operation Theatre, when sets are handed over / received at the CSSD department dirty area and placed accordingly.

Do the RFID scanners need any kind of maintenance?

No, fixed RFID scanners do not require any maintenance. Hand-held scanners are battery operated and require periodic charging / replacement of batteries. Any application updates required, happen at the software level.

What is data-matrix code? How is the impression made on the instrument?

Data-matrix code is a 2-dimensional barcode that can encapsulate a lot of data on a small surface area. When we mark instruments with a data-matrix code, it enables a user to scan the code to uniquely identify each instrument including its vendor, cycle data, set details etc.

The code is etched on the instrument via a permanent laser mark.

Can we use both data-matrix as well as RFID?

Of course! At HeathTech Pivot we specialize in creating solutions that are custom made to suit your exact requirements and in line with your budget. We provide traceability through a mix of both technologies. You can choose the technology you want whether used in isolation or as a combination depending on budgets and volumes.

How does RFID compare with Data-matrix?

RFID has several advantages over data-matrix. Unlike barcodes, an RFID scanner can read several instruments at a time, does not need line of sight and can work despite soiling of the instrument or wetness of instruments. Barcodes on the other hand require one-by-one scan and may not be read in the presence of soil or stains on the barcode. The decision to choose one over the other requires a trade-off between budgets, turnaround time and ease of use.

Would you like a demo of Pivot Smartflow?

We would be happy to help. Send us a message and a representative will be in touch soon.

Email

solutions@pivotsmartflow.com

Contact

+91 22 497 21279

Location

Healthtech Pivot LLP
A107 Arjun Center
Plot No 231
BKS Devashi Marg
Govandi
Mumbai  400088

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