Preparation

In the preliminary phase, AZ Oostende and Verhaert investigated the feasibility and desired scope for an innovative real-time location and time registration system (RTLS) in the emergency department. The needs analysis showed that the current manual registrations are insufficient for reliable monitoring of patient flows, leading to incomplete time data, limited visibility of waiting times, and high administrative pressure on healthcare providers. The preliminary phase ran from February 2025 to February 2026.

During workshops with healthcare providers, IT services, and management, the need was defined: an integrated, privacy-by-design system that automatically locates patients from arrival to discharge, records waiting times and interactions, and supports flow managers with real-time dashboards.

Market consultation showed that most of the desired functionalities are technically feasible, provided that attention is paid to a number of critical conditions such as data quality, robust integration with existing systems such as OAZIS/KWS, and strict privacy guarantees whereby staff are only detected anonymously. The market confirmed that a modular, hybrid technology mix (e.g., BLE combined with UWB in critical zones) offers the best balance between accuracy, cost, and scalability. Reusable identification tags also emerged as the preferred strategy, provided that a proper cleaning and return process is set up.

The preliminary phase concluded that an integrated RTLS system is both technically feasible and organizationally desirable, and can offer considerable added value through improved patient safety, shorter turnaround times, and reduced administrative burden. A defined Proof-of-Concept is the next step in validating critical assumptions in real-world conditions and laying the foundation for a future tender.

Curious about the conclusions that will serve as the basis for a future public tender? Be sure to read the final report via the link below.