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Healthcare Asset Management Software

Sirona Care & Health

How Sirona Care & Health Gained Full Visibility of 10,000+ Medical Assets Across Multi-Site Operations

A complete healthcare asset management system delivered
& operating in just a few weeks

  • 10,000+ medical devices successfully tagged and digitally tracked
  • Bulk data uploads from 3 engineering companies eliminated manual reporting
  • 5-6 year rolling replacement programme established for strategic capital planning
  • 100+ office locations now connected through one central system
  • CQC compliance reporting streamlined with instant asset verification
  • Fast, accurate reporting replaced time-consuming spreadsheet management
“The system has given us the foundation for strategic asset management, we know where we’re starting and ending for projects, we can demonstrate our resources for contract renewals, and we have the data to support evidence-based decision making.”
Dominic Hardiman
Community Equipment Lead

The Requirement

Sirona Care & Health is a regional healthcare social enterprise dedicated to helping children and adults maintain their independence through comprehensive care services. Operating across South Gloucestershire, North Somerset, and Bristol, Sirona Care & Health delivers vital healthcare services on behalf of the NHS.

Following a successful merger in 2020, the organisation further expanded when they secured a major contract to provide healthcare services across Bristol and North Somerset, adding to their existing South Gloucestershire operations. This growth brought exciting opportunities, as well as significant operational challenges.

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The Healthcare Asset Management Challenge

The rapid expansion left Sirona facing a critical problem that many healthcare organisations will recognise: lack of visibility over the location and status of their medical assets.

“We didn’t know what we had, where it was, or what condition it was in,” explains Dominic Hardiman, Community Equipment Lead at Sirona. “10,000 asset items is a huge challenge to manage and report on using spreadsheets.”

The Scale of the Challenge

Sirona’s asset management demands were complex and multi-layered:

  • Over 10,000 medical devices including specialist equipment, speech and language therapy tools, iPads and medical furniture
  • 100+ team locations spread across a large geographical area
  • Community-based assets that atravel with staff, making tracking and management more difficult
  • Multiple asset registers with each team maintained their own local spreadsheets and processes
  • Inconsistent data management – interal data sources plus external servicing data from at least three different engineering firms
  • No central database to track what had been serviced, asset values, equipment locations or audit trail and history
“We had teams maintaining their own asset registers manually, engineering suppliers only providing data on equipment they handled, and no visibility of non-specialist items”
James Bisset
Senior Equipment Lead

Healthcare-Specific Complications

The challenges were compounded by the unique demands of healthcare operations:

  • CQC compliance requirements demanding proof of asset tracking, maintenance and servicing schedules

  • Patient safety implications of not knowing which medical devices were due for maintenance

  • Community equipment loads where devices could be in patients' homes for extended periods

  • Multiple engineering contractors each with their own reporting systems and formats

The Digital Healthcare Asset Management Solution

After researching five to six different software companies, Sirona chose Assettrac due to their healthcare asset management experience. The decision came down to two critical factors that many healthcare organisations should consider:

Complete System Ownership

Unlike other providers who would have handed over system management to Sirona’s already-stretched IT team, Assettrac provides full on-going maintenance and support. “Other providers were offering local systems that would have become ours to maintain,” explains Hardiman. “Sirona IT preferred an option fully supported by the provider.”

Healthcare-Focused Customisation

Assettrac built tailored a fully customised cloud system specifically designed around Sirona’s healthcare workflows and compliance needs.

The Implementation Process

The implementation was refreshingly straightforward:

1. Initial scoping meeting with Assettrac to understand requirements and demonstrate system capabilities

2. Custom system presentation showing exactly how the solution would work for Sirona’s specific needs.

3. Fresh start approach – rather than trying to transfer outdated spreadsheet data, they began tagging new and replacement equipment immediately.

4. Staff training and support including one week of on-site training to kick-start the tagging process.

5. Bespoke asset labels printed and distributed across all locations.

“From first meeting to going live wasn’t a massively long period,” note Hardiman and Bisset. “It was fairly speedy with no huge delays. It evolved over just a few weeks of back-and-forth to make sure everything worked properly.”

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Key System Features for Healthcare Asset Management

The Assettrac system was configured with healthcare-specific functionality:

  • Digital tagging with mobile scanning for all equipment, including assets already based in the community

  • Multi-site access control so teams only see their relevant assets

  • Engineeriing contractor integration allowing bulk data uploads from servicing companies

  • Compliance reporting tools for CQC inspections

  • Photo storage and service histories for comprehensive asset records

  • Alert systems that send email notifications when maintenance is due

The Transformational Results

The impact of implementing Assettrac’s medical asset management system has been transformational for Sirona’s operations.

Operational Excellence Achieved

Complete Asset Visibility

“It’s a great tool. Such a big dataset in Excel gets very messy, but having it as a cloud-based system accessible from anywhere is fantastic,” explains the team. “Scanners and other medical devices from all over the company are listed and different teams can access the same real-time data and situation.”

Instant Reporting Capabilities

The transformation in reporting speed has been remarkable. “We’re asked for bespoke reports constantly and with Assettrac they’re always created quickly, which means the data is there and it’s easy to access. It’s great to have the data to back up the projects we’re doing.”

Strategic Planning Revolution

Capital Planning Transformation

Perhaps most significantly, Sirona has established their first-ever rolling replacement programme. “We never had a rolling replacement programme before.  Now we’ve built this into our reports so we can generate a 5-6 year rolling replacement plan and roughly estimate how much we’ll spend year-on-year, which from a capital perspective is really useful.”

Project Support

The system now provides crucial data for strategic initiatives. “We had a project changing glucose monitors. We could produce a report of what we currently have to help estimate what we need for a new contract.”

Compliance & Quality Assurance

CQC Readiness

“Compliance-wise, some of the questions the CQC always asks are: how do you track your assets, how do you know what you’ve got, how do you know if it’s all being serviced?  If everything is done properly, it’s all there and we can run reports and demonstrate this for CQC inspections.”

Data Accuracy Improvement

“It’s as good as the data you put in, and it’s just getting better and better. The system gets more accurate every year as new equipment is added and processes become embedded.”

Efficiency & Time-Savings

Data Accuracy Improvement

The integration with engineering contractors has eliminated manual data entry. “Previously, engineering firms would have to send their own reports as there was no way of data being updated automatically. Now, the system pulls all data together to give us one central view of what we have at each location.”

Streamlined Workflows

While Sirona acknowledges the challenge of changing established working practices (“some teams were more organised than others, and there was a battle to let go of their own systems”), the centralised approach has eliminated the time spent updating multiple individual spreadsheets.

Real-World Problem Solving

Immediate Access to Information

Perhaps most significantly, if someone asks ‘how many thermometers do you have?’, it’s a couple of clicks to find out, demonstrating the practical value of having searchable, real-time asset data and a robust operational process.

Equipment Rationalisation

The system enables strategic equipment decisions. “We can quickly run reports to rationalise types of technology, like ECGs, helping us standardise and optimise our equipment choices.”

On-Going Support & Development

Responsive Customer Service

“There’s never usually a wait time on the phone to speak to someone directly and they’re always really helpful. We’ve had projects we’ve developed further from the initial specification, and they’ve helped us build dashboards for different teams.”

Adaptable Asset Management Solution

“Assettrac always seems willing to listen to your ideas and schemes. Some things can happen quickly, others are works in progress, but they develop the system for your specific needs,” adds Hardiman.

Future-Proofing Healthcare Operations

The system continues to evolve with Sirona’s needs and growth. Currently at about 90% asset coverage, they’re working on their remaining items and considering expansion to other resource areas like IT equipment.

For healthcare organisations struggling with asset visibility, compliance reporting, or strategic planning challenges, Sirona’s transformation demonstrates the real day-to-day benefits of moving from reactive, time-intensive spreadsheet management to proactive cloud-based asset management.

“The system has given us the foundation for strategic asset management. We know where we’re starting and ending for projects, we can demonstrate our resources for contract renewals, and we have the data to support evidence-based decision making.”

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Digital Asset Register & Asset Management Software

Buckinghamshire Music Trust

How an educational charity gained total oversight & control of thousands of vital service assets, saving hundreds of admin hours

An online asset management software system operating in less than 3 weeks

  • Accurate data drives successful grant applications
  • Check-in/Check-out process for allocation
  • Specialist tracking for high value items
  • Planning for school demand ewsier and more efficient
  • Accurate data drives successful grant applications
  • Maintenance & processes, simpler and faster
  • Detailed, bespoke reporting saves time
  • Revenue-generating opportunities created
"This coming year will be the first year we'll have the system up-and-running. Previously, we had no idea where anything was across the whole county. We'd spend days emailing or checking storage units. Now I just have to click a button. It will take days off the process compared to before Assettrac."
Assettrac asset management for education sector is used by Buckinghamshire Music Trust
Fay Hayhurst
Deputy Director & Area Leader

The Requirement

Previously a part of Buckinghamshire County Council’s education department, Buckinghamshire Music Trust (BMT) became an independent charity in 2018, responsible for music education for children and instrument provision across the county, both in schools and in their own music centres.

Organisational change can be a challenge, even more so when you don’t inherit proper asset details, have no idea what assets you have and much of that knowledge has left with staff.

When the Trust left the council and became a standalone charity, there was no-one at that time who had logged all the school instruments. The Trust simply didn’t know what they had. For a number of years, the Trust did what it could with teamwork, spreadsheets, emails and manual counts but it was a huge task to keep track of thousands of instruments not only across their 3 music centres, but also those loaned out to all their schools, as well as individuals. With the introduction of the National Plan for Music Education with funding for new resources, the charity now needed to know what they had and in what condition before they could apply for funds to buy new equipment.

track assets across multiple sites with Assettrac's asset managment software for commercial and public sector asset management

“With our check-in/check-out system, we know where everything is. We don’t have to raid the cupboards anymore.

We can generate a report at a click of a button.   So, next year when orders come in we will be able to say; ‘Yes, we do have enough trumpets.'”

As a charity, BMT didn’t have the resources to set up their own asset management process with an off-the-shelf SaaS software system themselves. To manage the project successfully, the Trust was looking

for someone who had the experience to easily set it up for them and quickly translate what they needed into their own customised set-up.

The Trust selected Assettrac to deliver a customised system that would achieve the following objectives:

  • Create a digital inventory of thousands of items across all music centres, hundreds of schools & individual hire
  • Track and record the location of each instrument
  • Provide the ability to manage asset lifecycles by logging condition, status, maintenance and replacement
  • Have a workflow to manage equipment loans to children across the county
  • Quickly audit all instruments at any point for more efficient resource allocation
  • Create bespoke reports of inventory levels, locations, depreciation, maintenance and even PAT Testing
  • Workflows for managing maintenance and servicing.

Process

Fast, simple implementation meant the Trust was up & running in 3 weeks

The Trust had a tight deadline to audit and tag all instruments at the end of the school year in advance of orders for September. This meant the asset management software needed to be specified, configured, implemented and trained within 2.5 weeks for staff training. With first meetings at the end of June, Assettrac was implemented within the deadline in July.

65 teachers and admin staff were trained on the system for the auditing and tagging day. All members of staff were new to the system but successfully tagged and logged over 3,000 instruments, about 75% of the stock.

The Assettrac team provided further support on the day when the Trust identified further customisations that they needed such as logging PAT testing data.

 

 “The advantage of Assettrac over any DIY online system was the team on the end of the phone and the expertise.”

Client Outcome

The customised asset management system simplifies the management of assets across the Trust

  • Successful grant applications

    Fast, custom reporting allows the Trust to quickly run inventory reports of stock, allowing them to apply for funding for exactly the instruments they need each year.

  • Maintenance & replacements process

    The digital process streamlines admin, saving time. From check-in/check-out to broken instruments, maintenance and replacement, there is a clear process and lost instruments are a thing of the past.

  • Plan for school demand is more efficient

    When orders for the next academic year come in each July, the Trust can plan and allocate resources accurately to meet demand.

  • New revenue-generation opportunities

    The Trust's customised system will be developed further to enable it to drive revenue by loaning out assets such as its extensive libraries of music and orchestral scores.

  • Huge time-savings in admin

    From annual resource planning to daily management of instruments, maintenance and replacements, the system has dramatically cut paperwork and admin time.

  • Track & manage high value items

    High value instruments have custom tags, helping the trust keep track of these key assets.

  • Detailed, bespoke reports save time

    Reports for the Arts Council, grant applicaitons and other third parties are now created in just a few clicks.

Assettrac helps the education sector manage fixed assets with on-site audits and education asset management and tracking software

Set-Up & Support

“With the greatest respect to our team, we’re musicians and educators, we aren’t IT experts at all. The advantage of Assettrac, over a DIY online system, was the available support by phone and video and the expertise received.

When we reviewed other systems, many seemed to be designed to set up yourself or for very specific types of organisations and as a result, we didn’t need all the functionality available. Assettrac tailored the system to exactly what we needed and removed what we didn’t.’ We didn’t have to learn how to structure and implement it, they did it for us,” explains Fay Hayhurst.

“This means we have a system that is more useful for us, making it more user-friendly and faster to use for teachers that aren’t tech savvy, and could be wondering what information they need to log and when.

And on a final note…

“I wish we’d done it sooner! Because it’s been really, really helpful and we’ve been using it for things we didn’t previously imagine. It was a smooth process and a really great customer experience.”

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IT Asset Management Platform (ITAM)

Bourne Financial & Crowne Place

Crowne Place Financial IT Asset Management Platform (ITAM) case study

Crown Place Financial Ltd and Bourne Financial Ltd are sister companies based in the heart of London offering financial infrastructure and services to the financial sector. Looking for a more efficient process than spreadsheets to help them build an accurate asset register and management process for their communication, electrical and IT equipment inventory, the companies approached Assettrac for a tailor-made IT asset management platform that would save them time and provide detailed reporting.

The Asset Management Challenge

Having relied on spreadsheets to track their assets across the organisation as a whole, they had concluded that spreadsheets and manual processes were too high-risk with a high administrative load. As a result, they wanted to move to a system that was quicker and easier to use with the flexibility to build on its functionality, enabling them to develop their processes over time. The key requirements included:

  • To achieve an accurate and specific asset register for communication, electrical and IT equipment (including server equipment) across the two companies.
  • To uniquely tag and identify each asset to be tracked with a list of predefined data criteria: (Unique Asset Number, Description, Model, Quantity, Serial Number, Locations and Responsibility fields).
  • The provision of off-site data storage, security and back-ups.
  • A flexible and easy to manage system that was fully scalable and adaptable for future needs.
  • The ability to control data access and updates by personnel throughout the company.
  • To build complete electronic audit history for each asset throughout its lifecycle.
  • An effective and time-saving way to conduct asset tagging with minimum business disruption.

The IT Asset Management Solution

After an initial scoping meeting, Assettrac analysed their specific business requirements to configure their own bespoke asset tracking and data management system driven by the needs of their internal workflows and processes.

Asset Identification & Tagging

To support implementation in a short timescale, Assettrac provided an on-site survey, tagging assets, collecting and uploading asset information to populate their custom portal for easy management going forward. The data was collected electronically using handheld devices and the survey was completed in a single visit.

The centralised online portal is accessible from any of their locations providing up-to-the-minute asset information. It was important to the company that the system was secure and easy to manage going forward.

  • Assettrac provided a team training and implementation session to ensure all staff could use the system effectively.
  • Secure log-ins were provided for relevant staff providing accessibility for the team to update and control their asset data.
  • Accurate, real-time reports can be generated and shared at the click of a button.

While the online asset management portal is fully manageable in-house, the company benefits from full support from Assettrac’s support team for additional assistance or developments to the system, where needed.

 

Crowne place financial it asset management system implementation process.
“We are extremely pleased with Assettrac (both their software and the service they provided us). The project was completed without a hitch and we are pleased to not only have an up-to-date and accurate record of our assets but also the means to manage our data ourselves and how we see fit.”
City of London image denoting Assettrac's IT Asset Management platform case study for bourne financial and crowne place
Abdullah Jamali
IT & Facilities Manager

Digital Waste Tracking Platform

Cliniwaste

cliniwaste partners with assettrac for asset management portal, software, business process improvements, tagging and tracking

In the UK’s healthcare sector, Cliniwaste is one of the UK’s leading medical waste treatment companies. Operating for more than 20 years, the company processes over 130 tonnes of clinical waste per day for clients in the public and private sector including; NHS Trusts, laboratories, ambulance stations and private clinics.

The Requirement: Digital Waste Tracking

While digital waste tracking is an established regulatory requirement in the UK, Cliniwaste wanted to operate its own digital process that streamlined systems as well as providing added value for clients with unrivalled data transparency for the entire waste journey. 

Digitisation that Adds Value by Tracking, Tracing & Reporting 

Key to the requirement was to have faster, more accurate data access and interrogation. The goal was to enable the business to save time and money by simplifying operations, regulatory compliance, admin and reporting. 

Project Objectives

  • Improve tracking accuracy and speed of waste collection.
  • Provide a cradle-to-grave audit trail for all waste.
  • Reporting and dashboards to be easily segmented by location and waste streams.
  • Personalised dashboards for clients with up-to-the minute data on the status of all waste.
  •  C02 dashboard – to help clients track and report on the environmental impact of their waste.
  • Flexibility – a system which easily absorbs demand for increased client capacity.
  • To simplify the reporting process for both estate returns and environmental reports. 

The Assettrac Asset Tracking Solution

The process of implementation was surprisingly fast”, comments Craig Johnston, General Manager. “From the first meeting to launch, it was just a few months. Since then, Assettrac has helped us to continue to develop the system to bring in new datasets and other parts of the waste-handling process and reporting.”

Assettrac’s client services team collected a full picture of the company’s data requirements and business processes which were developed into a customised cloud portal. A custom mobile application was then configured to enable team members in the field to quickly and accurately log the key data on collection, such as type of waste, bin ID, weight and time.

 

To improve accuracy and speed, the system was designed to eliminate the need for laborious manual processes and spreadsheets. Admin processes were digitised, enabling the office team to digitally scan paperwork and quickly identify anything missing.

Before launch, Assettrac provided training for Cliniwaste’s teams both in the office and in the field. The system was launched in stages, starting with waste-receiving and booking-in and then expanded across all areas to be tracked. Once data was populating the system, personalised dashboards were rolled out to clients.

examples of assettrac asset management software in the cloud and on multiple devices with an asset management app

Client Outcomes

  • Improved Processes

    The mobile app improved the speed of collection at client sites and the accuracy of data recorded by Cliniwaste.

  • Audit Trails & Data Visualisation

    Real-time dashboards show charts with live data, making it easy to identify trends and anomalies and to help business planning.

  • Sustainability Standards

    Clients can track and report on the carbon footprint of all waste via a C02 dashboard as well as the final destination of all waste.

  • Faster Reporting

    Compilation of data for annual estate returns and compliance reports is completed in minutes rather than days.

  • Targeted Training to Meet Compliance

    The ability to trace the journey of any bin helps identify waste-handling problems & deliver targeted employee training to remediate.

In our admin team alone, each person is saving 2 hours a day. By using Assettrac we are no longer held back by manual processes such as having to manually cross-reference multiple spreadsheets. Nothing sits in isolation and we can scan, identify and trace every single document and audit point.
Assettrac RTLS and asset management software used at a waste processing plant.
Craig Johnston
General Manager

Online Asset Management System

Bath Rugby Club

Assettrac makes asset tracking and management easy for Bath Rugby

The Requirement: Easy & Accurate Asset Tracking & Management from the Shop to the Training Ground

Founded in 1865, Bath Rugby has had a long and illustrious 153 year history the club with wins that include the Anglo-Welsh Cup, the Heineken Cup and the European Challenge Cup. Indisputably at the top flight of English rugby, they play their domestic league matches in the English Premiership, the top flight of English rugby.

Bath Rugby Club management had the following objectives:

  • To achieve an accurate, streamlined and digital asset management process for IT, Furniture, medical and rugby equipment across four locations within the club: the training ground, stadium, club shop and ticket office.
  • To move away from using inaccurate, high-risk, administrative and restrictive spreadsheets to adopt easy-to-use, digital work processes with visibility, traceability and up-to-the-minute information.
  • The system needed to be easy to update, add, dispose of items as part of on-going work processes all recorded and stored in one central area that was accessible by different areas of the business when required.
  • Instant, 24/7 access from any location via browser or app with off-site data storage, security and back-up services.
  • The system should be flexible and easy to manage, as well as fully scalable and adaptable for any future needs.
  • It needed to track a complete electronic audit history for each asset throughout its lifecycle and to provide updates and alerts for maintenance, cleaning and inspections in real-time.

The Solution: Custom Asset Management System

Central Asset Management Portal + Custom Asset Tags

Assettrac customised and deployed a fully tailorable asset tracking and data management portal for the club that was intuitive and flexible to be able to be adapted in the future by Bath Rugby’s internal team. For the initial configuration, Assettrac worked with the staff at the club to make sure all aspects of information relating to their assets, and what they needed to track and report would be captured by their system.

Assettrac supplied hardware as well as custom asset tags that would be suitable to a variety of environments such as indoors versus outdoors, and that could be used on all types of equipment.  Once the hardware was in place and tagging implemented, the centralised cloud system enabled specified personnel to manage their equipment, as well as allowing them to update and access the correct and latest details of any asset item at any of their specified locations.  When the status of any item changes (such as a change in location, or taken for maintenance), staff can instantly update the details using a PC, laptop or handheld device.

Assettrac’s team of consultants provided implementation and full on-site training and implementation for administrators and other users to ensure a successful launch.  While the system is intuitive, Assettrac supports Bath Rugby with unlimited access to customer support for any
additional assistance whenever it may be required.

 

Photo by Hanson Lu on Unsplash

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