Smarter resource management: Why visibility is the NHS’s hidden superpower

In today’s NHS, the pressure to deliver safer, faster, and more efficient care is relentless. Yet one of the most overlooked enablers of transformation lies not in new buildings or expanded budgets but in smarter resource management.

In a recent HSJ webinar, Andrew Raynes, director of digital and chief information officer at Royal Papworth Hospital Foundation Trust, joined experts from Idox to explore how digital tools like Idox’s asset tracking are helping NHS organisations unlock visibility, reduce waste, and improve patient outcomes.

Watch the full webinar on demand: Smarter resource management in a future-focused NHS

The visibility gap

Across NHS estates, thousands of assets – from beds and wheelchairs to diagnostic equipment are in constant motion. Yet many trusts still rely on spreadsheets, siloed systems, or manual processes to track and manage them. The result? Delays in care, unnecessary spend, and mounting frustration for frontline teams.

Esther Coleman, senior product manager at Idox, commented: “When staff spend hours searching for equipment, it’s not just inefficient, it’s a patient safety issue. Visibility is the foundation of smarter decisions.”

Real-world impact at Royal Papworth

Royal Papworth Hospital FT has already seen the benefits of smarter resource management. By implementing iAssets, the trust gained real-time visibility of high-value equipment across departments, reducing turnaround times, improving compliance, and cutting costs.

Andrew Raynes shared: “We’ve seen how real-time tracking transforms operations. It’s not just about tech, it’s about trust-wide impact.”

One of the most immediate gains was reducing the need for physical ward audits: “We used to send people out to physically check assets. Now we can do it remotely, saving time and improving accuracy.”

Looking ahead, Mr Raynes also highlighted the importance of visibility beyond hospital walls: “As care increasingly moves closer to home, having visibility of assets beyond the hospital walls becomes critical.”

The role of digital maturity

One of the key themes of the webinar was the wide spectrum of digital maturity across NHS organisations. Some trusts are fully digitised, while others are still reliant on paper-based systems. The challenge and opportunity is helping each organisation move forward from where they are.

Steven Bruce, divisional director at Idox, noted: “We see everything from advanced digital estates to manual workflows. Our role is to meet trusts where they are and help them build a roadmap to smarter asset tracking.”

Beyond tracking: Smarter decisions with smarter data

Asset tracking is the foundation – but its value multiplies when integrated with wider estates and maintenance systems. With tools like Idox’s iAssets, NHS trusts can ensure compliance with standards such as DCB0129 and GS1, and the Care Quality Commission by maintaining accurate, real-time visibility of critical equipment.

When paired with a CAFM system such as Idox’s CAFM Explorer®, trusts can go further: automating planned and reactive maintenance, optimising asset utilisation, and driving data-led decisions across estates and clinical operations.

Esther Coleman added: “It’s not just about knowing where things are, it’s about knowing what to do next. That’s the power of connected data.”

Why now?

With financial pressures mounting and national programmes like Scan4Safety gaining traction, now is the time for NHS trusts to invest in smarter resource management. The tools are ready. The standards are clear. And the benefits are measurable.

The webinar panel agreed: visibility, automation, and integration are no longer optional – they’re essential.

Next steps

Whether you’re just starting your asset tracking journey or looking to scale, Idox can help your organisation:

• Identify gaps and opportunities across estates and clinical operations
• Align with national standards and digital frameworks
• Build a compelling business case for smarter resource management
• Deliver measurable outcomes that support patient care and operational efficiency