Designing a hospital asset workflow for a pistol-grip RFID handheld
A handheld, RFID-powered system that guides hospital staff through different asset-related workflows from locating equipment to tagging and maintaining it through task-based modules
ROLE
Lead Producr Designer
Device
Mobile, Web
Hardware
Zebra RS35 · CipherLab UHF sled
UX
Prototyping, User Interview
The Problem
Hospitals lose track of millions in equipment every year.
A 300-bed hospital owns roughly 10,000 mobile assets — infusion pumps, monitors, beds, ventilators — worth tens of millions of dollars. Biomedical engineers and nurses spend an average of 30 minutes per shift hunting for the right one. Some get hoarded on units. Some get rented to fill the gap. Some quietly disappear.
Our Client
The primary users were frontline hospital staff responsible for locating, tagging, servicing, and moving assets across facilities. Their workflows relied heavily on manual methods like clipboards, sticky notes, and shared knowledge, with no dedicated digital system supporting their day to day tasks.
~10,000
Mobile assets in a typical 300-bed hospital
30 min
Average time per shift biomeds spend hunting equipment
$4,000
Average value of equipment lost or unaccounted for, per bed, per year
The Device
Before designing the interface, I spent time understanding how hospital staff physically interact with the device in real environments. The system runs on a handheld setup where a mobile device, such as the Samsung Galaxy XCover, is docked into an RFID-enabled scanner like the Zebra RFD8500 / CipherLab, allowing users to move through hospital spaces while interacting with assets in real time
01. Task-first workflows
Users start by selecting a task
02. Scanning within flow
RFID supports actions within the workflow
Fast, clear interaction while on the move
03. Built for movement
Design Decisions
Designing Around User Intent
The experience is structured around task-based modules, allowing users to select their workflow upfront and complete actions in a guided, predictable sequence
Intent-first navigation
Users start by selecting a task through modules
Guided workflows
Each module guides users through a clear sequence of steps
Context-aware actions
Available actions adapt based on the workflow
Physical + digital interaction
Scanning supports the workflow
The mental model
Five Modules, one repeating pattern
After three days of mapping flows, I realized every single one followed the same shape i.e set up the select a task, perform the action, confirm the outcome. Naming that pattern out loud changed the whole information architecture.
STEP 01
Configure
Touchscreen-first. Pick a target, fill in metadata, choose a destination. Calm forms, large hit areas, generous spacing. The user's other hand is free here.
STEP 02
Execute
High contrast, large numbers, motion that reflects RFID signal strength. Feels physical, not formal.
STEP 03
Confirm
One-tap commit, with a clear after-state. Either chain into the next scan or land somewhere meaningful — never dead-end on a success modal.
Module Workflows
Each module is designed as a guided workflow, helping users complete specific tasks step by step using both on-screen actions and RFID interactions.
Asset Locator
Helps users quickly locate missing assets using real-time RFID signal feedback.
SELECT LOCATION
User selects location to start scanning the particular area
Start Scanning
User begins scanning the environment using the handheld device
Follow Signal
Confirm Asset
User verifies the asset once it is found
01
Scan RFID Tag
User scans a new or replacement RFID tag
User scans the asset barcode or hospital tag
Scan Asset
Link Tag to Asset
System associates the RFID tag with the asset
Confirm Update
User verifies and completes the tagging process
02
Asset Tagging
Allows users to assign or reassign RFID tags to assets, whether creating new records or updating existing ones.
User views upcoming or overdue maintenance tasks
View Tasks
Select Asset
User selects an asset to review maintenance details
User completes required service steps or checklist
Perform Maintenance
User records and confirms the maintenance activity
Log Completion
Helps users track, review, and complete scheduled maintenance tasks for assets.
Preventive Maintenance
03
Edge Case:
Reassigning RFID Tags
This flow lives within Asset Tagging and is used when a tag is removed or replaced, allowing quick reassignment without creating a new asset.
Impact
Reduced manual tracking errors by improving visibility
Faster asset lookup through guided workflows
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Improved accuracy of asset location across facilities
Reduced reliance on manual logs and guesswork
Learnings
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Designing for hardware required simplifying every interaction
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Real-world workflows are rarely linear — flexibility matters
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Edge cases like tag reassignment are critical to system reliability
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Consistency across modules made the system easier to learn and use
Building a design system
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