TekLabs Kaiku is an innovative healthcare logistics solution. Kaiku is in use by central hospitals of Helsinki, Tampere and Oulu in Finland.

1. TekLabs’ product suite for hospital logistics
Tek Laboratories Ltd. Oy
Keilaranta 16, FIN-02150 Espoo, Finland
www.teklabs.com
officefinland@teklabs.com

2. Product suite for hospital logistics
About the product suite in brief
TekLabs’ product suite for hospital logistics includes ordering
and dispatching tools for patient and material transfers. In
addition to this the suite also includes a powerful reporting
tool.
With the product suite hospitals can optimize patient and
material logistics and save vast amounts of money especially
in transfers of patients between geographically scattered units
and other hospitals. The ease of use of the products has also
been noted to have a positive influence on job satisfaction.
The product suite has been developed in cooperation with
major Finnish hospitals, is deployed in three university
hospitals and is seen as the de facto standard for hospital
logistics management in Finland.
The products are available through licensing and as a hosted
service (SaaS).

3. External Patient Transportation (EPT)
By using low cost service providers and utilizing return
transportations hospitals can significantly lower the
transfer costs of patients between geographically
scattered units and other hospitals.
External Patient Transportation (EPT) assists hospital
personnel in organizing the most effective transportation
for each patient and frees up personnel for other tasks.
4. Request is sent directly
Supported networks
to vehicle
2. Order is sent to
the dispatcher
5. Driver can accept or
reject order
6. The medical staff gets
indication of the progress
1. The medical staff 3. The dispatcher selects
creates an order the best (cheapest, closest, …)
for patient transfer transportation provider

4. Internal Patient Transportation (IPT)
Every day a huge number of patients are moved around
in hospitals from one department to another.
Making sure each patient in the right place at the right
time is an art. Internal Patient Transportation (IPT) helps
the hospital personnel in this task.
IPT is accessible on PC and smartphones. Both WLAN
and GSM networks are supported.
The workflow for an order can be built into the system. Access over
4. Orders become visible
on transportation
2. Order is sent to
personnel’s PDAs/smartphones
the suite server
6. The medical staff gets 5. Each member of the
indication of the progress transportation personnel
pick the task they wish
1. The medical staff 3. The suite server releases to do
creates an order tasks based on pre-defined
for patient transfer rules

5. Material Transportation (MT)
In hospitals there is a need to transfer a lot of material
from one place to another. Examples are patient
documentation, laboratory samples, instruments and
assistive devices. For smooth hospital operations
everything needs to be in the right place at the right
time. Material Transportation (MT) assists the hospital
personnel in this task.
MT works on PC, smartphones and rugged logistic PDAs.
Both WLAN and GSM networks are supported. Access over
4. Orders become visible
on transportation
2. Order is stored on
personnel’s PDAs/smartphones
the suite server
6. The medical staff gets 5. Each member of the
indication of the progress transportation personnel
pick the task they wish
1. The medical staff and 3. The suite server releases to do
administrators tasks based on pre-defined
create transportation rules
tasks

6. Fleet Monitoring (FM)
Fleet Monitoring (FM) is an extension to External Patient
Transportation (EPT). With FM dispatchers are able to
track ambulances and other vehicles using TETRA
devices on top of a map. This assists the dispatcher to
choose the closest suitable vehicle for a task.
On the FM map view vehicles and their TETRA statuses
are shown.
The TETRA units in
vehicles report their
location and status
Before assigning an order
the dispatcher can check
the location of the vehicles

7. Reporting
With Reporting you are able to extract extensive reports
on all orders and transfers done with any of the products
within the suite. Reporting allows you to create and
store your own reporting templates in addition to the
pre-defined reports. OLAP reporting makes sure you
have the flexibility to drill deep into the information in
real-time.
The create reports can be exported to Microsoft Excel
for further processing.

8. Screenshots – EPT new order
External order creation form
With the external order
creation form the patient
departments can create new
order requests for transfer of
patients between hospitals.
The information entered in
this form is transferred to the
driver who performs the
order.
Based on the information EPT
will assist the dispatcher to
select the correct car type so
that e.g. a litter taxi is used
when appropriate instead of
occupying an ambulance.
Order creator also inserts a
desired time for the order to
be carried out.

9. Screenshots – EPT order list
Order list used by dispatcher
In the order list the
dispatcher is able to see the
statuses of the orders.
By effective filtering and
sorting the dispatcher can
customize the view.
On the left side the vehicle
list shows the statuses of the
vehicles available for
dispatching.

10. Screenshots – EPT order assignment
Order assignment view
The dispatcher can either
create a new order or assign
an existing order to a vehicle.
EPT assists the dispatcher in
finding the best option by:
- Limiting selectable vehicles
based on patient type
- Allowing dispatcher to
select the cheapest
transport provider for the
given order
- Displaying vehicles TETRA
statuses
- Allowing dispatcher to see
the location of cars on the
FM view (see next page)
Once dispatcher assigns an
order to a vehicle the order
goes out either over the GSM
or TETRA network.

11. Screenshots – Fleet Monitoring (FM)
Vehicle location view
On the vehicle location view
the dispatcher can check the
location of the vehicles on
top of a map together with
their TETRA statuses.
With this information the
dispatcher can select the
closest suitable vehicle in
case there is a need to do
this from timing perspective.

12. Screenshots – IPT new order
Internal order creation view
With the internal order
creation form the patient
departments can create new
order requests for transfer
of patients between locations
inside the hospital.
The information entered in
this form is transferred to the
logistics personnel.
Order creator also inserts a
time by which the order
should be carried out.

13. Screenshots – IPT mobile view
Mobile internal task view
With the mobile internal
order view the personnel
transporting patients
between departments can
see all open orders and pick
the tasks to perform. Also
own ongoing tasks and
finished tasks are shown.

14. Screenshots – MT order view
Material order creation view
With the Material order
creation view the patient
departments can create order
requests from the same
familiar view as they create
patient orders.

15. Screenshots – User activity chart
User activity chart
The system records all user
activity, e.g. login and logout.
In the user activity chart this
is laid out on top of clock
times, which has been found
to be useful for follow-up
purposes.

16. Screenshots – Carrier activity chart
Carrier activity chart
The Carrier activity chart
displays the orders performed
by a specific carrier company
/ vehicle laid out on top of
clock times.
The chart can be used for
follow-up and for estimating
when a specific vehicle will be
available for a new order.

17. Screenshots – User activity chart
Dynamic reporting view
In the Dynamic reporting view
information on orders can be
analyzed pre-defined reports
or by creating dynamic
reports using OLAP.
The report can be exported to
Excel in case user wants do
further processing and
sharing with others.

18. Customer cases –
Hospital district of Helsinki and Uusimaa (HUS)
HUS deployed the first product from the suite in 2005 and is
today using the complete suite in their daily operation. The
combined amount of transfers is close to 0.5M annually.
HUS uses Fleet Monitoring (FM) to track the locations of their
ambulances on a map and generate reports of all transfers with
Reporting. HUS dispatching center for external transportations
The efficiency that the logistics product suite brings already to
dispatching HUS can now manage all their orders without hiring
additional 2-3 people, not to mention the cost savings from
Checking the order
optimizing the use of their ambulance fleet and freeing up care status
taking personnel’s time.
Through structural changes in the Finnish health care area HUS
is looking to double the amount of external patient
transportation orders and use EPT for this.
HUS material transportation
in action

19. Customer cases –
Pirkanmaa hospital district (PSHP)
Today PSHP is using the product suite for managing external patient
transportation, material transportation and reporting.
Amount of annual transportation tasks is around 60.000.
By using the EPT, MT and Reporting PSHP is according to their own estimations saving
annually about 200.000€ including
- less people needed for dispatching
- optimized size of logistics personnel
Investment payback time: 1,5 years
- optimization of external transportation
- time saved by care taking personnel when creating orders
With Reporting the internal logistics department was able to analyze and productize their offering
and create SLAs with all departments. Through reporting the logistics department can follow-up
that they comply with the agreed SLAs.
They were also able to introduce efficiency incentives for the logistics personnel. At the same time
the logistic personnel’s work motivation has gone up as everyone now has more influence on the
tasks they perform and their own incentive payout.