Tabbed Barcodes and Management System Software Designed to Help Apron Tracking to Improve Radiology Inventory Management

A web-based inventory management system has been designed to link each radiology apron with a distinct barcode ID. As a cloud-based, decision support system, staff can track, audit, and maintain aprons using data sorted by department, area, and garment type.

Healthcare personnel can see details on individual inspections records, and the system notifies when an apron is due for inspection. Staff can see who has assets and who needs them. Moreover, the system supports budget forecasting.

Radiology is essential to diagnosing and treating disease, but radiation remains a potential hazard. Hence, hospital patients and staff wear personal protective equipment (PPE)—lead aprons and collars—to prevent absorbing more radiation than is necessary.

These PPE products, as any other equipment, wear out over time. Hospitals inspect them annually for integrity, per guidelines set by the Joint Commission—a not-for-profit organization accrediting and certifying healthcare organizations in the United States.

A health system based in the US state of Michigan was numbering their lead aprons by hand and keeping inspection records in binders and spreadsheets across each hospital. “It was cumbersome,” said Muhammad Bhalli, their radiology business manager. “We struggled to find the right apron, let alone reference it in our records or report to the Joint Commission. We wanted to be able to identify them visually and run reports.”

Mr. Bhalli, who had a background in information technology, built the web-based inventory management system. The data entry process during inspection is simple: hospital staff scans each apron’s barcode to update the yearly inspection record and attaches an annual sticker on the apron’s barcode tag. “This software provides a very simple way to organize and track your aprons,” said Mr. Bhalli. “It’s easy to enter data that automatically organizes itself. We haven’t had to do user training because it is such a simple process.”

Aprons, however, are not easy to label. “We tried using a sticker,” said Mr. Bhalli. “It was a miserable failure. Nothing sticks to that fabric surface.” He worked with Metalcraft to design a barcode tag--a long, thin hang tag with holes at each end that attaches via grommet to an apron tab. Furthermore, there is a colored tab for each year of inspection, similar to a license plate. “Metalcaft was very helpful with the process,” said Mr. Bhalli. “Now, we can document our 800 aprons very quickly, and barcodes have eliminated all the errors.”

The result is an efficient maintenance and regulatory compliance. This solution reduces inspection and maintenance time, supporting their cost control and excellent patient care. It is a thorough way to minimize errors, protect staff and patients, and pass inspections rapidly. Furthermore, it is rolling out across its hospital system now.

The company responsible for the technology, called MetalTrack (Mason City, IA; USA), is also marketing the solution as ApronTrack.co—providing other organizations with an effective, secure tracking solution for radiation PPE.

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