How Asset Location Tracking and Medicine Scanning Helped a Florida Hospital Save Millions

Smart Asset & Medication Tracking for a Leading Florida Hospital Network

Case Study – Do Systems Inc.

About the Client

Our client is one of Florida’s leading hospital networks, operating:

• 40+ locations across the state
• 100,000+ employees
• 6,000+ physician partners

The organization manages thousands of high-value medical devices and critical medications across emergency departments, operating rooms, and inpatient units.

Challenges Faced

The hospital was experiencing operational and financial risk due to limited visibility into its assets and crash carts. 1. Asset Misplacement & Loss High-value equipment such as oxygen meters, X-ray devices, and other portable assets were:

• Frequently misplaced or temporarily “lost”
• Often found in trash bins, storage cabinets, or left behind when patients were transferred
• Difficult to trace across facilities in the network

This led to unnecessary re-purchasing, delays in care, and operational frustration. 2. Crash Cart Management & Medication Safety Crash carts posed additional challenges:

• No real-time visibility into crash cart locations and status
• Expired medications were often missed, creating patient safety and regulatory compliance risks
• Limited tracking of usage trends and replenishment needs

3. Manual, Time-Consuming Refill Process Refilling crash carts and operating theater supplies was entirely manual:

• Each cart refill took an average of two hours
• Staff had to document leftover medications, check expiration dates and lot numbers, and restock
• The process was tedious, error-prone, and diverted clinical and support staff from higher-value work

The hospital needed a modern, automated solution to track assets, manage medications, and streamline workflows across locations.

Our Solution

Do Systems Inc. delivered a comprehensive asset and medication tracking platform built on modern web, AI, and IoT technologies.

1. Real-Time Asset Tracking

We developed a hospital-wide asset tracking solution using:

• React for a responsive, browser-based front end
• Node.js and MongoDB for a scalable, event-driven backend
• Ultra-low-power IoT devices attached to equipment for continuous tracking

Key capabilities:

• Real-time visibility into the location and movement history of medical equipment
• Devices with 3-year battery life, minimizing maintenance and downtime
• Complete asset history accessible by clinical engineering, logistics, and operations teams

The system was built using a microservices architecture, making it:

• Highly scalable across multiple hospitals and departments
• Deployable on cloud or on-premises, depending on the client’s infrastructure and compliance requirements
• Optimized for high performance and resilience

2. AI-Powered Medicine Scanning & Crash Cart Automation

To transform crash cart management and medication tracking, we implemented an AI-driven image recognition solution:

• Staff use iPads to scan medicine labels directly on carts and in storage areas
• The AI model automatically extracts:
  • Medicine name
  • Lot number
  • Expiration date
• Works reliably across a wide variety of label designs, fonts, and layouts

This eliminated manual recording, reduced errors, and enabled:

• Automatic identification of expired or soon-to-expire medications
• Faster, more accurate crash cart refills and restocking of operating rooms
• A consistent, repeatable process that supports compliance and audit requirements

Results Achieved

Real-Time Visibility into Assets

• The hospital gained end-to-end visibility into critical equipment locations and movement history.
• Equipment loss and misplacement were significantly reduced, saving substantial capital expenditure.

Crash Cart Optimization & Medication Safety

• Expired medications are now automatically identified and flagged for replacement.
• Crash carts are monitored in real time, improving readiness for emergencies and regulatory compliance.

300% Productivity Boost

• Staff efficiency increased dramatically.
• Scanning and automation reduced refill time from hours to minutes, and eliminated manual data entry.

Process Automation & Error Reduction

• Workflows that previously took two hours per cart are now completed in a fraction of the time.
• Automated extraction of label details reduced the risk of human error in documentation.

Comprehensive Reporting & Planning

• Custom reports on asset movement patterns, medication expiry trends, and inventory usage and replenishment.
• These insights support better operational planning, budgeting, and compliance reporting.

Impact

• By automating asset and medication tracking, the hospital avoided millions of dollars in equipment and labor costs.
• Reduced waste from lost equipment and expired medication.
• Improved patient safety, response readiness, and staff satisfaction.
• Established a modern, scalable foundation for further IoT and AI-driven healthcare innovations.

Do Systems Inc. helped turn a complex, manual, and error-prone process into a data-driven, real-time, and highly efficient operation enabling the client to focus on what matters most: delivering safer, faster, and more efficient patient care.