BCD ESNEFT Case Study Electronic PDF (5)

ESNEFT improves patient outcomes & drives efficiencies with market leading Tracit360 platform in partnership with EMED & Bar Code Data

About the Trust

East Suffolk & North Essex NHS Foundation Trust (ESNEFT) serves a population of approximately 800,000 people across two major hospital sites in Ipswich and Colchester, delivering both acute and community healthcare services.

Formed in July 2018, ESNEFT is the largest NHS organisation in the region. Pathology services are delivered in-house across four core disciplines: Haematology & Blood Transfusion Histopathology Biochemistry Microbiology Each service operates under dedicated clinical and technical leadership across both hospital sites.

Background & Challenges Prior to the transition from ESR Medical Ltd to EMED, pathology logistics at ESNEFT had not been implemented at scale within a large acute Trust. Developing a consistent, Trust-wide approach that effectively supported both Acute and Primary Care settings presented a significant challenge. The service operated with limited technology, minimal data visibility, and no unified tracking capability, which impacted efficiency, governance, and patient experience.

Turnaround times within the laboratory, particularly for samples deemed too old for analysis, required significant improvement and standardisation across Primary Care.

These issues resulted in: Patients needing to be re-bled due to expired samples Delays to pathology consumables replenishment, exacerbated by increased consumption and wastage Unnecessary use of phlebotomy appointments and longer waiting times Additional workload for Biomedical Scientists investigating abnormal results Increased patient anxiety, particularly where elevated potassium levels triggered NHS 111 or out-of-hours follow-up and potential emergency attendance An overall negative impact on the reputation across multiple Integrated Care Boards

At the time, the service was small, largely manual, and lacked a formal identity. Courier activity was outsourced to a company which utilised self-employed drivers with no dedicated pathology expertise, and there was no end-to-end tracking or reporting capability. This resulted in frequent sample losses, limited visibility, and significant time spent locating missing specimens, directly impacting patient outcomes and staff efficiency.

Data analysis across inpatient, outpatient, and DNA trends highlighted the need for change. Key requirements were identified, including: The introduction of barcoded, single-use transport bags for full traceability The ability to trace samples back to individual GP practices Improved turnaround times and a reduction in samples deemed unfit for analysis Introduction of regular KPI reporting and performance reviews These findings clearly demonstrated the need for a modern, technology-led solution to improve reliability, efficiency, and patient safety across the pathology pathway.

The Vision When ESNEFT partnered with EMED, the aim was to fundamentally transform the way pathology logistics were delivered across the Trust. The focus was on moving away from fragmented, manual processes and introducing a fully integrated, technologydriven service that could support both Acute and Primary Care settings at scale.

Central to this vision was the introduction of an end-to-end tracking solution that would provide full visibility of every sample throughout its journey — from collection through to laboratory receipt. This would not only improve accountability, but also remove uncertainty, reduce delays, and eliminate lost samples.

To support this transformation, the Trust also sought to introduce meaningful data and performance insight. Real-time KPI reporting and dashboards would allow teams to understand activity levels, monitor turnaround times, and proactively manage workloads. This visibility would enable laboratories to better prepare for demand, align staffing levels appropriately, and improve overall service resilience.

Ultimately, the vision was to deliver a service that was safer, more efficient, and more patient-focused, while also supporting staff with the tools and insight they needed to perform at their best.

Key objectives included: Implementing an end-to-end, technology-led tracking solution Providing full visibility of samples across the entire pathway Introducing KPI reporting and real-time performance dashboards Enabling better workload planning and resource allocation Eliminating lost samples and reducing rework Improving patient experience and clinical outcomes Creating a more efficient, supported, and engaged workforce

Impact & Outcomes The introduction of EMED’s specialist pathology logistics service, supported by Bar Code Data’s specimen tracking platform, Tracit360, delivered measurable improvements across operational performance, compliance, and patient experience.

By working with a courier provider that truly understands the complexities of pathology, ESNEFT was able to address long-standing inefficiencies and significantly reduce the number of samples failing due to age or handling issues.

A key element of this success was the implementation of EMED’s Pick and Pack service, designed specifically around NHS pathology requirements. This ensured that samples, consumables, and transport processes were aligned to clinical standards and operational best practice, driving improvements across the entire pathway.

Key Outcomes & Improvements Enhanced Operational Performance Significant reduction in “too old for analysis” sample failures Improved turnaround times for sample delivery Greater visibility of sample movement and stock levels Reduced time spent locating or investigating missing samples

Cost and Efficiency Benefits Reduced re-testing and associated costs Lower consumable waste through improved stock management Increased efficiency through better route planning and logistics control Data-led insights enabling more informed operational decisions

Improved Compliance and Quality Assurance Full compliance with UKAS, DGA, and UN3373 regulations End-to-end traceability supporting audit readiness Batch and LOT tracking available when required Temperature-controlled transport (with further enhancements planned)

Stronger Data & Performance Insight KPI dashboards providing real-time visibility Monthly reporting on product usage and performance trends Improved forecasting and workload planning within laboratories

Enhanced Patient Safety & Experience Faster, more reliable handling of samples Reduced need for repeat blood tests Less patient anxiety caused by delayed or missing results Improved confidence in the pathology pathway

Collaborative Working & Cultural Change Stronger engagement between laboratory teams and logistics staff Increased awareness of the importance of turnaround times Better communication across stakeholders A shared commitment to continuous improvement and innovation

Overall, the partnership between ESNEFT, EMED, and Bar Code Data has delivered a modern, data-driven pathology logistics service that not only improves efficiency and compliance, but also directly enhances patient outcomes. The combination of specialist expertise, intelligent technology, and collaborative working has laid the foundations for continued innovation and future service development.

We’ve been on a journey with the Trust since April 2021...the team have been pioneers with this technology and provided useful insights into how we can improve our service delivery which has had a direct improvement to patient outcomes.

Head of Medical Courier Services, EMED

The Technology Solution: Tracit360 End-to-End Tracking Working in partnership with Bar Code Data, EMED implemented a fully bespoke, endto-end tracking solution powered by the Tracit360 platform. Designed specifically for healthcare environments, Tracit360 provides complete visibility of pathology samples from the point of collection at GP practices, clinics, and hospital locations through to receipt in the pathology laboratory — including every stage in between.

Tracit360 is a secure, cloud-based, intelligent asset-tracking platform that delivers a compliant, easy-to-use solution for managing specimens throughout their entire lifecycle. Developed in direct response to the challenges faced by healthcare organisations, such as lost, delayed, or untraceable samples, the platform ensures that every specimen can be monitored in real time, significantly reducing risk and improving accountability.

To further enhance accuracy and efficiency, Tracit360 supports RFID technology, enabling samples to be tracked without the need for manual barcode scanning. This reduces the potential for human error, accelerates workflows, and increases overall operational efficiency.

Sample from Patient

Reduce Errors

Avoid Missing Samples

Temperature Controlled Storage

Collection from GP, Clinic, or Hospital

Improve Patient Outcomes

Transportation to Laboratory

Drive Efficiencies in Your NHS Trust

Receipted at Pathology

Support NHS Fit for the Future Directive

We have made significant improvements and enhancements to the platform in the last 2 years, all based around individual use cases aligned with strategic outcomes for the ESNEFT team.

Managing Director, Bar Code Data Ltd

Each EMED driver is equipped with mobile technology that provides real-time visibility of: Collection volumes Sample types Location and route progress Temperature conditions for sensitive specimens The solution is further enhanced through integration with the Zebra ZS300 sensor, fully embedded within the Tracit360 platform. This enables continuous, live monitoring of temperature and transit conditions, ensuring compliance with UKAS standards and supporting the safe transportation of pathology samples.

Every interaction within the system is automatically time and date-stamped, creating a complete audit trail that supports governance, traceability, and historic reporting, essential for both compliance and quality assurance.

To support full traceability and alignment with NHS best practice, Bar Code Data also supplies sequentially numbered transport bags, each uniquely linked within the Tracit360 database. These bags are fully GS1 compliant and aligned with Scan4Safety recommendations, ensuring each collection can be uniquely identified, tracked, and audited throughout its journey.

Driver Dashboard

Transport System & Temperature Tracking

The way the service works, and the tech around it, has transformed the way we service our patient samples across the trust.

Service Lead – Support Services, East Suffolk and North East Essex NHS Foundation Trust

Together, this integrated solution delivers a robust, future-ready tracking infrastructure that enhances visibility, improves compliance, and underpins safer, more efficient pathology services.

Commenting on the solution, Shelley Garry, Service Lead – Support Services, East Suffolk and North East Essex NHS Foundation Trust said: “The way the service works, and the tech around it, has transformed the way we service our patient samples across the trust. Gary and the team at Bar Code Data understood our requirements from the outset, they provided guidance on the capabilities of the platform and how we could tailor this around Trust requirements. We have full visibility of what has been collected and this has driven efficiency in house by not having to trace missing samples”.

Shelley went on to say: “There’s much more the Tracit360 platform can do, with the ability to track down to individual sample level and the possibility of introducing RFID technology to supplement the solution, we’re excited for where this can take us. The service we receive from EMED, aligned with the Tracit360 solution from Bar Code Data is first class and worthy of consideration by any organisation looking to track assets in real-time.”

Gary Brown, Head of Medical Courier Services at EMED commented: “We’ve been on a journey with the Trust since April 2021.

Shelley and the team have been pioneers with this technology and provided useful insights into how we can improve our service delivery which has had a direct improvement to patient outcomes.”

Key Service Statistics 39 Drivers 24 Routes 192,882 Specimen Bags Collected in 2025 SLA of 99.9% Delivered On Time

Mike Jackson, Managing Director at Bar Code Data commented: “Working with Shelley and Gary along with their respective teams has been an enlightening journey from start to finish. We have made significant improvements and enhancements to the platform in the last 2 years, all based around individual use cases aligned with strategic outcomes for the ESNEFT team. Shelley is to be congratulated on the approach and the results which have provided significant benefit to the patients served in the East Suffolk, North Essex communities. We’re excited for what the next evolution of the service is in the coming months as technology advances.”

About EMED EMED Group has been a trusted provider of healthcare logistics for the NHS for over a decade, delivering comprehensive solutions across patient transport, mental health safe care, and courier services. Their service manages a 24/7, 365-day courier network across the country, ensuring the secure and efficient delivery of over seven million pathology samples annually.

Fully compliant with UKAS standards, EMED offers end-to-end medical logistics, from vein to lab, supported by rigorous staff training in health and safety, IPC, IG, GMP, and specimen handling. Services include pathology, pharmacy, medical records, mail, CSSD, and consumable warehousing, complemented by a dedicated tracking system with temperature monitoring fit for individual samples. A specialist fleet featuring dual temperature control and electric vehicles enables flexible, ad hoc deliveries.

Additionally, EMED supports NHS virtual ward and home pharmacy initiatives, providing home diagnostics to reduce hospital demand, reinforcing its position as an industry leader in medical courier solutions.

Accreditations include:

About Bar Code Data Ltd Established in 1990, Bar Code Data Ltd is based in Manchester, England and has pioneered the use of tracking technology for assets into the NHS for a number of years. The company proudly boasts Cyber Essentials Plus amongst its accreditations as a testament to maintaining and providing the highest levels of security.

The Tracit360 platform, developed in partnership with Alternative Logic Ltd provides real-time, end to end visibility of assets from generation at source to their final destination. Tracit360 is a secure, cloud-based platform allowing users to view sample status at any stage in its journey. Hosted in Microsoft Azure, the secure platform provides 99.95% uptime with full encryption to support security protocols and protect sensitive data.

Sample Tracking Dashboard

Samples Receipted at Lab

Learn more about Tracit360 here.

Accreditations include:

For more information contact: Bar Code Data Ltd Julie Goddard Head of Solutions julie.goddard@bcdata.co.uk

EMED Group Guy Jeffries Divisional Operations Manager guy.jeffries@emedgroup.co.uk