MBARARA UNIVERSITY OF SCIENCE AND TECHNOLOGY

FACULTY OF APPLIED SCIENCES AND TECHNOLOGY

DEPARTMENT OF BIOMEDICAL ENGINEERING.

Project title; Mobile app for management of medical devices.

By;

NAME REGISTRATION STUDENT EMAIL SIGNATURE

NUMBER
NAMBUYA BARBRA 2020/BME/088/PS [email protected]
-------------------
MUGUMBYA IAN 2020/BME/063/PS [email protected]
PATRICK ------------------

AHUMUZA 2020/BME/008/PS [email protected]

CREAVEN --------------------

A Project Proposal Submitted to the Faculty of Applied Science and Technology for the Study Leading to a
Project in Partial Fulfillment of the Requirements for the Award of the Degree of Bachelor of Biomedical
engineering Mbarara University of Science and Technology.

Project supervisor;

--------------------------

MR. MUGUME CHRIS.

TABLE OF CONTENTS
ABSTRACT ...................................................................................................................................................... 3
CHAPTER ONE; .............................................................................................................................................. 4
BACKGROUND. .......................................................................................................................................... 4
PROBLEM STATEMENT .............................................................................................................................. 5
General objective ...................................................................................................................................... 6
Specific objectives. .................................................................................................................................... 6
PROJECT SIGNIFICANCE ............................................................................................................................. 6
RESEARCH QUESTIONS .............................................................................................................................. 6
PROJECT SCOPE ......................................................................................................................................... 6
CHAPTER TWO; LITERATURE REVIEW ........................................................................................................... 7
Manual tracking ........................................................................................................................................ 7
Radio Frequency Identification (RFID). ..................................................................................................... 8
Barcode Systems. ...................................................................................................................................... 9
Global Positioning Systems (GPS).............................................................................................................. 9
Internet of Things (IoT). .......................................................................................................................... 10
Unique Device Identification ................................................................................................................... 10
CHAPTER THREE; METHODOLOGY. ............................................................................................................. 11
WORKPLAN ............................................................................................................................................. 13
BUDGET ................................................................................................................................................... 13
REFERENCES. ............................................................................................................................................... 14

LIST OF TABLES.

Table 1 showing the project workplan ........................................................................................................ 13

Table 2 showing the project budget............................................................................................................ 13
ABSTRACT.

In modern healthcare, the efficient management of medical devices plays a pivotal role in ensuring both
operational excellence and improved patient outcomes. Traditional methods of tracking and maintaining
these devices often involve manual processes that are time-consuming, prone to error, and lack real-time
accessibility, leading to potential risks such as equipment downtime, compromised patient safety, and
regulatory compliance issues. This project addresses these challenges by proposing a mobile application
specifically designed for the management of medical devices. The application utilizes QR code scanning
technology to streamline device identification and tracking, integrated with a secure cloud database to
enable real-time data sharing, remote access, and seamless device monitoring.

The app will feature an intuitive user interface to accommodate a diverse range of healthcare
professionals, thus reducing the learning curve and facilitating ease of use across varied healthcare
settings. By scanning QR codes on medical devices, users can instantly access relevant device information,
such as maintenance history, location, and operational status, allowing healthcare providers to make
informed, timely decisions. Cloud integration further enhances the application’s functionality by ensuring
that all device data is securely stored, accessible, and readily available, even in remote or multi-facility
healthcare networks. This real-time access to device data enables proactive maintenance, reducing
equipment downtime and enhancing overall healthcare efficiency.

In addition to improving device management, the project places significant emphasis on compliance with
healthcare data privacy standards, including HIPAA, by implementing strong encryption and user
authentication protocols. These security measures are essential for maintaining patient confidentiality and
ensuring that sensitive information related to medical devices is protected against unauthorized access.
The mobile application also prioritizes adaptability to future technological advancements, allowing for
potential enhancements and expanded functionalities, such as integration with other hospital systems or
emerging technologies like RFID for enhanced tracking.

The development of this mobile app aligns with the increasing adoption of digital solutions in healthcare,
where connected medical devices are progressively transforming patient care and operational workflows.
By simplifying device management, ensuring regulatory compliance, and providing real-time device
insights, this project offers a robust, user-friendly solution that addresses critical inefficiencies in the
current healthcare infrastructure. Ultimately, this project aims to contribute to improved patient
outcomes, optimized resource allocation, and a safer, more reliable healthcare environment through
advanced medical device management.
CHAPTER ONE;
BACKGROUND.
The healthcare industry is increasingly reliant on technology to improve efficiency, patient safety, and
overall outcomes. One area where technology has made significant strides is in the management of
medical devices. Traditional methods of tracking and managing medical equipment can be time-
consuming, error-prone, and inefficient.

The project focuses on designing a user-friendly mobile app for scanning QR codes on medical devices and
integrating with a cloud database for effective management of these devices. This initiative is driven by
the rise of connected medical devices, which have transformed the healthcare landscape by enabling
devices to connect to cloud servers for data collection, analysis, and remote monitoring. Such connectivity
facilitates real-time data sharing between devices and healthcare providers, enhancing patient care and
operational efficiency[1].

As healthcare systems increasingly rely on Electronic Medical Records (EMR) and Electronic Health
Records (EHR), integrating data from connected medical devices into these systems has become crucial.
This integration supports clinical decision-making by providing comprehensive patient data, leading to
improved patient outcomes and reduced healthcare costs. However, many EMR systems face challenges in
accommodating external data sources, highlighting the need for innovative solutions that enable seamless
integration[2].

Given the diverse user base in healthcare—ranging from clinicians to patients—there is a pressing need
for mobile applications that are intuitive and user-friendly. A well-designed app can significantly reduce
the learning curve, ensuring that users can efficiently scan QR codes and manage device information
without extensive training. Additionally, the healthcare sector is governed by stringent regulations
concerning data privacy and security, such as HIPAA in the United States[3]. Therefore, any mobile
application developed for managing medical devices must prioritize compliance with these regulations
while ensuring that patient data is securely transmitted and stored[4].

Advancements in mobile technology and cloud computing have made it feasible to develop applications
that not only scan QR codes but also facilitate real-time monitoring and management of medical devices.
These technologies enable healthcare providers to track device performance, manage maintenance
schedules, and respond proactively to potential issues, thereby enhancing patient safety[5].

This project aims to address the growing need for effective management of connected medical devices
through a user-friendly mobile application that leverages QR code scanning and cloud integration. By
focusing on usability, compliance, and real-time data access, the app will enhance both clinical workflows
and patient engagement in the evolving landscape of digital healthcare.
PROBLEM STATEMENT
Efficient management of medical devices is essential for the effective operation of healthcare facilities and
the provision of high-quality patient care. In hospitals and clinics, healthcare providers rely on an
extensive range of medical devices—from diagnostic machines and monitors to therapeutic equipment
and emergency tools—to ensure timely, accurate patient assessments and interventions. However,
managing these devices is often a complex, labor-intensive process. In many healthcare settings, outdated
or manual tracking methods are still in use, leading to significant operational inefficiencies, device
downtime, and, ultimately, compromised patient care. Addressing these challenges requires a modern
solution that provides seamless tracking, real-time data sharing, and secure storage of device information.

The mismanagement of medical devices in healthcare settings has emerged as a pressing issue,
particularly in low- and middle-income countries (LMICs). Reports suggest that between 40% and 60% of
medical equipment in these regions is non-functional, with estimates indicating that up to 96% of devices
may be out of service in some cases. This situation is exacerbated by a lack of proper maintenance,
insufficient training for healthcare personnel, and inadequate regulatory oversight[6][7].

A study analyzing medical equipment across various developing countries found that 38.3% of the
equipment was out of service, primarily due to lack of training, ineffective health technology
management, and poor infrastructure[7]. Furthermore, evidence from the World Health Organization
(WHO) indicates that 39% to 46% of adverse events related to medical devices occur during operations,
often attributed to improper usage stemming from inadequate training and standardization issues[8].

In addition to operational failures, poor management practices lead to financial inefficiencies. For
instance, a case study in Uganda revealed that only 20% of the medical equipment inventory was
functioning properly, resulting in wasted investments estimated at around $15 million[9].

The implications of these statistics are profound. Poorly managed medical devices not only compromise
patient safety but also lead to increased healthcare costs and reduced quality of care. Addressing these
management challenges is essential for improving healthcare outcomes and ensuring the effective use of
medical technologies.

Given these critical challenges, there is a pressing need for a robust, efficient, and secure solution to
manage medical devices. This project proposes the development of a mobile application that integrates
QR code scanning for real-time tracking and cloud-based data storage for secure and accessible device
management. By replacing manual tracking methods with a digital solution, healthcare facilities can
reduce device downtime, improve response times, enhance patient safety, and lower operational costs.
Moreover, implementing strong security measures within the application ensures compliance with
healthcare regulations, protecting sensitive patient and device data from potential breaches. This
application represents a transformative approach to medical device management, addressing the core
inefficiencies that hinder healthcare systems today and paving the way for improved patient outcomes
and optimized resource allocation.
General objective.

To design a user-friendly mobile app for scanning QR codes on medical devices and integrating with a
cloud database for management of medical devices.

Specific objectives.
1. To create an intuitive interface that minimizes the learning curve for healthcare professionals.
2. To ensure functional QR code scanning by developing a reliable scanning feature that works
accurately under various lighting conditions and angles.
3. To integrate with a cloud database by establishing a seamless connection between the mobile app
and a secure cloud platform for effective device management.
4. To prioritize security and compliance by ensuring the app adheres to healthcare regulations such
as HIPAA through strong encryption and user authentication protocols.

PROJECT SIGNIFICANCE
This project addresses significant needs in healthcare by offering a digital solution to streamline medical
device management. The mobile app for device tracking, monitoring, and maintenance is designed to
increase operational efficiency, improve patient safety, and reduce the risk of equipment downtime. By
enabling healthcare providers to access real-time information on device status and history, the app
enhances decision-making, ensures timely maintenance, and supports resource optimization within
healthcare facilities. Additionally, the project emphasizes compliance with stringent data security
standards, safeguarding patient confidentiality and ensuring that sensitive information remains protected.
In doing so, the app contributes to improved patient care, facilitates adherence to healthcare regulations,
and represents a scalable solution adaptable to future technological advancements in healthcare.

RESEARCH QUESTIONS
➢ How can a mobile application improve the efficiency of medical device management in healthcare
settings?
➢ What are the most effective ways to integrate QR code technology with a cloud database to
streamline device tracking and maintenance?
➢ In what ways can the app design enhance usability for a diverse user base in healthcare, including
healthcare providers and administrative staff?
➢ What impact can real-time access to device data have on clinical workflows, device availability,
and patient outcomes?

PROJECT SCOPE
The scope of this project includes the design, development, and testing of a mobile application for
medical device management. The primary features of the app encompass QR code scanning for device
identification, integration with a secure cloud database for data storage and access, and a user-friendly
interface optimized for healthcare settings.

The project will not include integration with other hospital management systems or advanced IoT
connectivity beyond basic QR code functionality, though these may be considered for future
development.
CHAPTER TWO; LITERATURE REVIEW
The management of medical devices is a critical aspect of healthcare operations, as the reliability and
safety of these devices directly impact patient outcomes. Proper maintenance, tracking, and regulatory
compliance are essential to ensure that devices are operational and meet industry standards. Over the
years, healthcare institutions have sought ways to improve the efficiency of medical device management,
and digital solutions have gained significant attention in this regard. The following are the current
methods being used to manage medical devices.

Manual tracking.

Manual tracking of medical devices remains a significant method used in healthcare settings, despite
advancements in technology. This approach involves the use of physical logs, spreadsheets, and manual
searches to monitor the location and status of medical equipment. While it can be cost-effective and
straightforward to implement, manual tracking presents several challenges that can impact efficiency and
patient safety.

One of the primary issues with manual tracking is its time-consuming nature. Staff members must
dedicate considerable time to record information about each device, including its location, maintenance
history, and usage. This process can lead to errors due to human oversight, such as misplacing equipment
or failing to update logs promptly. As a result, critical devices may become lost or unavailable when
needed most, which can compromise patient care[10].

Additionally, manual tracking does not provide real-time visibility into the status of medical devices.
Healthcare professionals often need immediate access to information about equipment availability and
condition, especially in emergency situations. Without real-time data, decision-making can be delayed,
potentially affecting patient outcomes[11].

Despite these challenges, some healthcare facilities continue to utilize manual tracking methods due to
their simplicity and low initial investment. For example, systems like Meditrax offer a paper-based solution
for instrument tracking that allows for basic traceability in sterile supply workflows. This system enables
staff to document each step in the process, from washing and sterilization to patient use, ensuring
accountability and compliance with quality assurance protocols[12].

However, reliance on manual methods can expose healthcare providers to risks associated with
compliance and safety. For instance, when product information is entered manually, there is a higher
likelihood of overlooking critical details such as expiration dates or recalls. Automated systems are
designed to mitigate these risks by providing alerts for expired or recalled products, thus enhancing
patient safety[13].

In summary, while manual tracking of medical devices is still prevalent in some healthcare settings due to
its simplicity and low cost, it poses significant challenges related to efficiency, accuracy, and real-time
visibility. As healthcare continues to evolve towards more integrated and automated solutions, the
limitations of manual tracking methods underscore the need for advanced systems that enhance device
management and improve patient care outcomes.
Radio Frequency Identification (RFID).
Radio Frequency Identification (RFID) technology is a wireless communication method that uses radio
waves to identify and track objects, animals, or people. An RFID system consists of three primary
components: an RFID tag (or transponder), an RFID reader (or interrogator), and a backend system for
data processing. The RFID tag contains a microchip and an antenna, which transmit a unique identifier to
the reader when activated by its radio signal. This allows for non-contact, non-line-of-sight identification,
making RFID particularly useful in various industries such as supply chain management, retail, logistics,
and healthcare[14].

RFID technology operates across different frequency ranges, each with its own characteristics. Low-
frequency (LF) systems operate between 30 kHz and 500 kHz, typically providing short read ranges of less
than six feet. High-frequency (HF) systems range from 3 MHz to 30 MHz and can read tags from several
feet away. Ultra-high-frequency (UHF) systems, which operate between 300 MHz and 960 MHz, can
achieve read distances of over 25 feet. The choice of frequency affects the system's range, cost, and
application suitability[15].

One of the significant advantages of RFID is its ability to automate data collection processes. Unlike
barcodes, which require line-of-sight scanning, RFID tags can be read automatically without direct contact
or visibility. This capability enhances efficiency in environments where speed and accuracy are critical,
such as in healthcare settings where rapid access to medical equipment is essential. RFID systems can
simultaneously track multiple items, significantly improving inventory management and asset tracking
capabilities[16].

In healthcare specifically, RFID technology has been adopted for tracking medical equipment, ensuring
that vital assets are readily available when needed. It provides real-time visibility into the location and
status of equipment, reducing wait times for patients and minimizing the risk of loss or theft. Additionally,
RFID can trigger alerts if an item leaves a designated area without authorization[16].

Despite its advantages, there are challenges associated with implementing RFID systems. The initial
investment for infrastructure can be high, and the technology may not provide end-to-end visibility in all
cases. Furthermore, while RFID excels in indoor environments, its effectiveness diminishes in outdoor or
transit situations where GPS might be more appropriate[17].

In summary, RFID technology represents a powerful tool for identifying and tracking objects across various
sectors. Its ability to streamline operations through automation and real-time data access makes it
invaluable in modern supply chain management and healthcare applications. As technology continues to
evolve, the potential applications and benefits of RFID are expected to expand further[18].
Barcode Systems.
Barcode systems are widely used for automating data collection and inventory management across
various industries. At their core, barcodes represent data in a visual, machine-readable format, typically
consisting of parallel lines of varying widths and spaces. These codes can be scanned by barcode readers,
which convert the visual information into digital data that can be processed by computers.

Barcodes come in two primary types: one-dimensional (1D) and two-dimensional (2D). 1D barcodes, such
as the Universal Product Code (UPC) and European Article Number (EAN), consist of vertical lines and
spaces that encode a limited amount of information, usually a numeric identifier. In contrast, 2D barcodes,
like QR codes, can store significantly more data by using geometric patterns, allowing for complex
information to be encoded, such as URLs or product details[19].

The operation of a barcode system involves several components: barcode labels, scanners, printers, and
software. The barcode label is printed with the code that represents specific product information. When
scanned by a barcode reader, the device emits a light that reflects off the barcode; the scanner then
measures the reflected light to decode the information. This process is much faster and more accurate
than manual data entry, reducing human error and increasing efficiency in inventory management.

Barcode systems are particularly beneficial for tracking inventory throughout the supply chain. They allow
businesses to automate tasks such as receiving shipments, managing stock levels, and processing sales
transactions. This automation leads to improved accuracy in inventory counts and enhanced visibility into
stock levels, which is crucial for effective supply chain management.

Despite their advantages, barcode systems do have limitations. They require line-of-sight scanning,
meaning that items must be visible to the scanner for successful reading. Additionally, barcodes can
become damaged or obscured, rendering them unreadable. While they remain a popular choice for many
applications due to their low cost and ease of implementation, some organizations are exploring
alternatives like RFID technology for more robust tracking solutions.

Barcode systems provide an efficient means of automating data collection and inventory management
through the use of machine-readable codes. Their widespread adoption across various sectors highlights
their effectiveness in improving operational efficiency and accuracy in tracking products throughout their
lifecycle[20].

Global Positioning Systems (GPS).

Global Positioning System (GPS) is a satellite-based navigation system that provides accurate location and
time information anywhere on Earth. Developed by the U.S. Department of Defense, GPS consists of a
network of satellites that transmit signals to GPS receivers on the ground. By calculating the time, it takes
for signals from multiple satellites to reach the receiver, GPS can determine precise geographic
coordinates (latitude, longitude, and altitude). This technology is widely used in various applications,
including navigation for vehicles, aircraft, and maritime vessels, as well as in personal devices like
smartphones for location-based services. GPS has become integral to logistics and supply chain
management, enabling real-time tracking of assets and improving operational efficiency[21].

GPS technology is utilized for tracking medical assets outside of healthcare facilities. It enables hospitals
to monitor the real-time location of equipment, facilitating recovery in case of misplacement or theft.
However, GPS is limited in its effectiveness within hospital environments, where it cannot provide detailed
tracking of assets indoors[21].

Internet of Things (IoT).

Internet of Things (IoT) refers to the interconnected network of physical devices embedded with sensors,
software, and other technologies that enable them to collect and exchange data over the internet. IoT
systems facilitate communication between devices, allowing for automation and enhanced monitoring
capabilities across various sectors, including healthcare, agriculture, smart cities, and industrial
applications. In healthcare, IoT devices can monitor patient vital signs in real-time, track medical
equipment usage, and improve patient outcomes through data-driven insights. The integration of IoT with
cloud computing enhances data storage and processing capabilities, enabling more sophisticated analytics
and decision-making[22].
IoT sensor-based tracking systems offer comprehensive solutions by providing real-time location and
condition data for medical assets both in transit and within facilities. These systems can send alerts
regarding delays and provide accurate estimated times of arrival (ETAs) for critical equipment, ensuring
timely patient care. IoT solutions enhance visibility across the entire supply chain, capturing data that can
be accessed via dashboards for actionable insights[22].

Unique Device Identification.

Unique Device Identification (UDI) is a system designed to assign a unique identifier to medical devices
throughout their lifecycle—from manufacturing to patient use. The UDI system enhances traceability by
providing a standardized method for identifying devices in the healthcare supply chain. A UDI typically
consists of two main components: the Device Identifier (DI), which is a fixed portion identifying the labeler
and specific version or model of a device, and the Production Identifier (PI), which includes variable
information such as lot number or expiration date. The UDI system aims to improve patient safety by
facilitating better post-market surveillance, enhancing recall management processes, and combating
counterfeit products. Regulatory bodies like the FDA in the United States and the European Commission
have implemented UDI requirements to ensure that medical devices are accurately tracked and
monitored throughout their lifecycle[23].

The UDI system requires manufacturers to include a unique identifier on all implantable and life-
supporting medical devices. This identifier is scannable and contains essential information about the
device, which is stored in a publicly accessible database maintained by the FDA. The UDI aims to improve
data availability regarding devices and enhance clinical care by automating decision support related to
device recalls or expirations.
CHAPTER THREE; METHODOLOGY.
We will use a combination of different approaches to develop the mobile app for medical device
management. Each approach will help us achieve specific objectives in the project

Specific objective 1; To create an intuitive interface that minimizes the learning curve for healthcare
professionals.

Materials

Wireframing tools (like Figma or Sketch), prototyping software, and mobile devices for testing.

Procedure

✓ Understand User Needs: We’ll talk to healthcare professionals to learn about their daily
challenges with managing devices.
✓ Create Simple Designs: Based on their feedback, we’ll design simple wireframes that are easy to
navigate.
✓ Build a Prototype: We’ll create clickable prototypes to simulate how the app will function.
✓ Test the Design: Healthcare professionals will test the prototypes, and we’ll gather their feedback
to improve the app.
✓ Make Improvements: We’ll continue updating the design to make sure it’s user-friendly.

Specific objective 2; To ensure functional QR code scanning by developing a reliable scanning feature that
works accurately under various lighting conditions and angles.

Materials

Mobile devices, QR code testing tools, and development platforms like Android Studio

Procedure

✓ Create the Basic QR Scanner: We’ll first build a simple QR code scanning feature using existing
libraries.
✓ Test in Different Environments: We’ll test the scanner in various lighting and angles to see how
well it works.
✓ Improve the Scanner: Based on test results, we’ll adjust the scanner’s performance, such as
tweaking camera settings.
✓ Refine with Feedback: We’ll continue improving the QR scanner using feedback from real users.
Specific objective 3; To integrate with a cloud database by establishing a seamless connection between
the mobile app and a secure cloud platform for effective device management.

Materials

Cloud platforms (like AWS or Firebase), database systems (like MySQL), and API development tools.

Procedure

✓ Set Up the Cloud Database: We’ll start by choosing a cloud provider and setting up a database to
store device data.
✓ Create Connections (APIs): We’ll build the necessary APIs to allow the app to store and retrieve
data from the cloud.
✓ Integrate with the App: The APIs will be integrated into the app, enabling real-time syncing of data
such as QR code scans.
✓ Test Data Flow: We’ll test the entire system to make sure data is flowing smoothly between the
app and the cloud.

Specific objective 4; To prioritize security and compliance by ensuring the app adheres to healthcare
regulations such as HIPAA through strong encryption and user authentication protocols.

Materials

Security tools (OAuth 2.0 for authentication, AES for encryption), and compliance documentation for
HIPAA regulations.

Procedure

✓ Encrypt Data: We’ll implement encryption methods to ensure all data is stored and transferred
securely.
✓ Secure User Access: Multi-factor authentication (MFA) will be added for secure access to the app.
✓ Check for Compliance: Regular audits will ensure the app meets healthcare privacy regulations
like HIPAA.
✓ Test for Vulnerabilities: We’ll conduct security tests to identify any weaknesses and fix them.
WORKPLAN

TIMELINE ACTIVITY PARTICIPANTS

1ST November 2024 Proposal defense Team

15/11/2024 – 21/12/2024 UI/UX design Team

January 2025 QR code development Team

February – March 2025 Cloud integration Team

April 2025 Testing functionality Team

Table 1 showing the project workplan

BUDGET

EXPENSE CATEGORY DESCRIPTION ESTIMATED COST

(UGX)

Design tools Figma, Sketch licenses 40,000

Cloud services AWS or Firebase (estimated for 6 45,000

months)

Development platforms Android Studio, Xcode 40,000

Testing tools BrowserStack, testing devices 25,000

Compliance audit External compliance review 65,000

Miscellaneous Unaccounted for 70,000

TOTAL 285,000

Table 2 showing the project budget

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