Real-Time Location Services are often introduced in healthcare as an asset tracking solution. But as discussed during a recent industry roundtable featuring Kerry Brock, VP of Sales at HID Healthcare RTLS, that framing does not capture the full picture.
RTLS is not simply about locating equipment. When deployed thoughtfully, it becomes part of the operational infrastructure of the hospital, influencing workflows, integration strategy and measurable enterprise outcomes.
For healthcare leaders evaluating or expanding RTLS, especially HTM, IT, and clinical stakeholders, several themes emerged from the discussion.
Integration Is Foundational
RTLS should not operate in isolation. Its value increases significantly when integrated with existing hospital systems, particularly CMMS platforms.
When bidirectional integration is in place, technicians can see real-time asset locations directly within work orders. Status updates flow between systems. Maintenance workflows accelerate. Staff spend less time searching and more time resolving issues.
RTLS should enhance existing workflows rather than replace them, and a clean and accurate CMMS database is essential. Without reliable asset records, location data cannot be fully leveraged for reporting, analytics or return on investment measurement.
Integration also reduces friction across departments. When systems communicate effectively, the technology feels like an extension of the hospital’s ecosystem rather than an overlay.
Accuracy Matters, but Reliability Matters More
Accuracy levels vary across RTLS platforms. Some solutions provide room-level tracking, others offer bay-level or bedside-level precision.
However, roundtable participants emphasized that paper specifications do not always reflect real-world performance.
Hospitals are complex and dynamic environments. Storage rooms are crowded, clinical spaces are dense with equipment, and staff movement is constant. Shielded rooms and medical device interference can impact performance.
Organizations should test systems during peak shift changes and in high-traffic environments. They should evaluate performance in cluttered areas, not just empty demonstration spaces. Update latency and consistency over time are just as important as location precision.
Reliable performance builds trust. Without trust, adoption slows.
Pressure-Test Vendor Claims
Healthcare Technology Management professionals play a critical role in evaluation.
During trials, teams should assess how intuitive the user interface is and how quickly assets can actually be located during routine and high-pressure scenarios. The true measure of success is not simply seeing a dot on a screen. It is whether a nurse or technician can locate the right equipment when it is needed for patient care.
Testing in real clinical conditions provides a clearer view of operational impact.
Enterprise Value Drives Adoption
One consistent theme from the roundtable was that RTLS adoption stalls when positioned as a departmental tool.
If it is viewed solely as a clinical engineering solution, broader engagement may be limited. Successful deployments demonstrate value across shared enterprise pain points.
For nursing, this means reduced search time and improved patient throughput. For pharmacy, greater visibility into controlled inventory. For sterile processing, stronger compliance and instrument tracking. For leadership, improved capital utilization and reduced equipment spend.
Clear return on investment stories resonate. Reduced rental costs, fewer unnecessary capital purchases and measurable workflow improvements create alignment across stakeholders.
Patient safety remains central. When equipment is available and maintained appropriately, delays decrease and care becomes more reliable.
Integration Extends the Platform
The conversation also highlighted how RTLS technology expands beyond asset tracking when integrated more broadly.
Connections to electronic medical records, alarm management systems, staff safety workflows and patient flow tools extend its impact. RTLS can support staff duress scenarios, workflow automation and operational efficiency initiatives.
When viewed as a location intelligence layer across the hospital ecosystem, RTLS becomes part of a larger digital strategy rather than a standalone application.
Organizational Readiness Determines Success
Technology alone does not determine outcomes. Before deployment, organizations should assess stakeholder engagement, governance and change management readiness. Questions worth considering include:
- Who owns tagging strategy
- Who maintains data quality
- How insights will translate into process improvement
- How ROI will be measured and reported
Without clear accountability and defined KPIs, even capable technology may underdeliver. Cross-department collaboration and leadership alignment are critical to long-term value.
Choosing the Right Mix: Passive and Active Tracking
Not all assets require the same level of tracking.
Passive tagging, which does not require a battery, can be effective for tracking quantities, supporting sterile processing workflows and managing lower-cost inventory at scale.
Active tracking, which uses battery-powered tags, is typically suited for mobile medical equipment, high-value assets and devices that directly impact patient care. It provides real-time updates and higher granularity.
Many organizations benefit from a hybrid approach. Active tracking can be prioritized for critical equipment tied to patient safety and regulatory requirements, while passive tagging supports broader inventory visibility.
Matching the technology to the use case helps balance cost, accuracy and operational impact.
A Strategic Perspective
The roundtable reinforced a broader point. RTLS should not be viewed as a tracking tool alone. It is a strategic operational platform.
When implemented with integration, governance and cross-functional alignment, RTLS supports better capital utilization, reduced equipment loss, faster clinical response and improved patient safety outcomes.
For healthcare leaders evaluating next steps, the question may not be whether equipment can be tracked. It may be whether the organization is ready to use location intelligence to strengthen workflows, financial performance and patient care.
To hear the full discussion, watch the roundtable on our website here.
