iFIT (Intelligent File and Inventory Tracking) is a unique multi-purpose tracking and business management solution developed by Idox Health.

It has enabled NHS trusts and health boards across the UK meet Cost Improvement Programme (CIP) targets, address Care Quality Commission (CQC) issues and significantly reduce the costs of managing medical records, devices, drugs, specimens, personnel, supplies and other physical hospital items.

iFIT is GS1 compliant and supports Scan4Safety.

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How can iFIT help your organisation??

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iFIT is designed to overcome clinical challenges by utilising proven logistics practices to manage anything that moves around a hospital while notifying requestors of the exact status of their request at all times.

The iFIT business proposition provides immediate cash-releasing opportunities in service overheads while providing a GS1 certified multi-use tracking platform. It can be deployed at a departmental level and then extend its scope leading to increased savings as more departments embrace the solution. Business areas that iFIT can positively affect include: estates, medical engineering, medicines, asset utilisation, health records, procurement (GS1 compliance), patient tracking and more. 

Benefit Driven

The NHS spending review released by labour peer Lord Carter last year stated that, "by making better use of staff, using medicines more effectively and getting better value from the huge number of products the NHS buys, billions a year could be saved by 2020." 

Results from current iFIT usage show that once it is deployed:

  • Search activities are reduced by up to 80%.
  • Duplicate requests are reduced significantly.
  • Time to return items to shelf is reduced by 80%.
  • Nurses have more time to attend bedsides, significantly improving the patient experience.
  • Clinical decisions are improved.
  • iFIT has contributed to savings worth up to £2.5 million in individual trust cost improvement programmes.

RFID sensor network


iFIT Testimonials

iFIT™ has been a transformational product for the records department. After just a week of live running we have three times as many people using the system over our old case notes tracking system and we do not have enough work for some of our records clerks.

Christine Eddy
Head of Patient Services, the Newcastle Upon Tyne Hospitals NHS Foundation Trust
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iFIT add-on services

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iFIT will drive efficiencies within your organisation’s medical records service by automating business processes and ensuring that all case notes are constantly traced.

iRecords transforms your current medical records processes into a modern, location-based logistics operation, utilising the latest RFID technology and complying with GS1 standards.

A typical hospital will make an estimated savings of between 35% to 40% per year in staff overheads alone (prior to any scanning and EPR investment) simply by implementing the enhanced functions delivered through the iFIT solution.

  • Automatic tracking of records in real-time.
  • Complete control of your paper records inventory.
  • Reduce and eliminate lost records.
  • Automatically log ad-hoc requests instead of the use of emails, hand-written notes or phone calls.
  • Over 25 pre-built management, operational and KPI reports specific to medical records management.
  • Eliminate pre-sort.
  • Eliminate snaking of records.
  • Free up 15% or more library space.
  • Bulk loading and delivery.
  • Task and work-queue management.
  • Clinical prep.
  • Connectivity with key clinical and back-office applications.
  • Improved information governance and auditability.
  • Over 25 pre-built management, operational and KPI reports specific to medical records management 

Complimenting and Accelerating EPR
iFIT can be used in a variety of ways to compliment an existing EPR strategy through managing the physical documents through the scanning process in a controlled and audited way, or tracking the day forward folders through to digitisation.


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Managing medical devices and equipment is not simply about tracking them. iFIT will track and intelligently manage your mobile hospital assets, ensuring that you have a 360° view of everything required to manage equipment effectively - such as their location, availability, maintenance and utilisation expiry dates, assignment to patients and their overall utilisation.

All of this essential data can then be used by other business functions, such as procurement, to determine what new equipment is required and where it is most needed.

iAssets will lower a hospital's cost of ownership by:

  • Managing the utilisation of equipment.
  • Providing a full audit trail of which equipment was assigned to which patients and for how long.
  • Providing real-time asset location.
  • Predicting and preparing equipment for scheduled maintenance or decontamination routines.
  • Eliminating unnecessary re-procurement of critical equipment.
  • Centralising overall medical device equipment management.
  • Reducing manual effort in the overall management of medical device equipment.
  • Freeing up staff to spend more time providing patient care as opposed to searching for items.
  • Improved information governance.

iFIT can be integrated to other existing asset management systems already in use by the organisation. iAssets is GS1 compliant and supports Scan4Safety.

Pharmacy Logistics Management

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iFIT will track and intelligently manage your organisation’s drug prescriptions by automating manually performed procedures and ensuring that your pharmaceutical flows are constantly monitored. 

One of the major challenges identified in the current model is the lack of prioritising prescriptions. This means there is no visibility of which prescriptions are the most urgent - particularly for patients given the consent to be discharged but unable to leave before receiving their prescribed drugs. Having patients wait for drugs will lead to fewer beds available for new patients on time. 

Another major challenge is that there is no visibility of the prescribed drugs once they leave the pharmacy, meaning that no receipt of delivery from the wards is available.

Pharmacy Logistics Management provides:

  • Accurate visibility of the delivery process for drug prescription requests with real-time tracking of fulfilment stages
  • A 25% reduction in prescription re-dispensing 
  • The elimination of first-come first-serve deliveries due to enforcing prescription priorities
  • Better patient services giving them visibility of prescription statuses within the Outpatient area
  • More staff time for patient care by giving them visibility of prescription statuses so reducing time spent on calls and emails
  • A reduction in lost and misplaced drugs
  • Improved expired drugs inventory management
  • A Reduced effort in batch recall management
  • Clearly visible TTO (To Take Out) flags
  • Improved Information Governance and statutory reporting
  • Dashboards for activity loads and turnaround times
  • A full end to end audit trial of medicine activities from prescription to delivery

The solution is GS1 compliant and supports Scan4Safety.

Reports and Analytics for iFIT

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Reports and Analytics for iFIT is the next natural step in deriving value from your iFIT deployment by providing an easy to configure and highly visual interface to present process information that will give you greater insights into the performance of your service. 

The solution is a powerful data management engine that automatically receives and processes data from the iFIT database. 

Reports and Analytics for iFIT produces ad-hoc reports and highly configurable dashboards that allow managers and clinicians to manage the delivery of their services more effectively. The data is reconstituted in a way that makes it simple for non-technical users to use and build customised reports or dashboards. The end result is instantly accessible data, updated in real-time, for the executive team and information analysts to use.

iFIT Testimonials

iFIT™ has been a transformational product for the records department. After just a week of live running we have three times as many people using the system over our old case notes tracking system and we do not have enough work for some of our records clerks.

Christine Eddy
Head of Patient Services, the Newcastle Upon Tyne Hospitals NHS Foundation Trust

We selected the 6PM solution as they provided a proven track record in delivering complete RFID tracking services for medical records and their approach to the establishment of the scanning service was proven and comprehensive.

John-Jo Campbell
Head of IT, St George’s Healthcare NHS Trust

Having the 6PM team on site during the recent upgrade to iFIT 2.0 helped them see how we use iFIT in the real world and why certain functionality is so important to us. We also had the opportunity to discuss future development which should help to build and strengthen the product and improve our efficiency and working practices.

Philip J Stone
Medical Records Manager, Surrey and Sussex Healthcare NHS Trust

This is all about patient safety. It’s about making sure we have the case notes available when the patient needs them and when they attend our trust to make their care as safe as possible.

Gordon Elder
Outpatient and Medical Records Manager, Newcastle upon Tyne Hospitals, England

iFIT add-on services

Tag Printing Services

Idox Health's GS1 compliant RFID tag printing and delivery service

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RFID health monitoring service

Idox Health's RFID network monitoring service preventing reader faults

Learn More

Not sure where to start? Our healthcare IT consultants can help.

We work closely with our clients and partners to ensure that we deliver products that are benefit driven and fit for purpose.
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