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SAFE-STAY: Enhancing Hospital Mobility with Automated Wheelchair Access

The SAFE-STAY project, a collaboration between Sterna Innovation and Olsztyn Hospital, is transforming patient mobility with a cutting-edge, automated wheelchair retrieval system. This project aims to improve accessibility and ease of mobility for patients and visitors at the hospital, especially those with reduced mobility. With Marc Torrent, CTO of Sterna Innovation, spearheading the technological development, the project is set to have a significant impact on healthcare efficiency and user experience.

Key Phases of Development and Milestones Achieved

Reflecting on the evolution of the SAFE-STAY program, Marc Torrent highlights the importance of collaboration and teamwork. “One of our first major milestones was the creation of a strong project team. We held several meetings to establish trust and define roles clearly, which was crucial for setting up a successful working partnership.”

The collaborative approach has been the backbone of the program. Torrent adds, “The solution design was not created in isolation. We actively worked with the hospital team to ensure the system aligned with their real-world needs.” This co-creation continued throughout the technical development phase, ensuring that the system reflected the hospital’s requirements at every stage. “One of the biggest successes of the project has been maintaining this active co-creation throughout. It has allowed us to engage in constructive discussions on key aspects of the pilot,” Torrent explains.

Technically, the project is centered around an innovative wheelchair retrieval system. Patients can autonomously access wheelchairs by registering via their mobile phones, with retrieval stations positioned near key areas like parking lots and hospital entrances. This system aims to reduce staff workload and enhance patient mobility.

Challenges Faced and Lessons Learned

As with any groundbreaking project, the SAFE-STAY program faced challenges. One of the first hurdles involved dealing with harsh winter conditions in Poland. “We realized early on that the outdoor installation would require a protective shelter, which wasn’t in our initial plans,” Torrent recalls. This challenge required quick adaptation, with both teams coming together to develop a feasible solution.

Another challenge arose later in the development phase when a key feature—tracking wheelchairs across multiple floors—was overlooked. Torrent elaborates, “We initially thought the pilot would be confined to a single floor, so we didn’t include the multi-floor tracking capability. Correcting this required modifying the hardware and software, which put pressure on our timeline and budget.” Despite these difficulties, effective communication and flexibility allowed both teams to find a workable compromise. “It taught us how crucial it is to clearly define specifications early in the process,” he reflects.

Engagement with Stakeholders and Program Design

While the SAFE-STAY team has not yet formally engaged external stakeholders, Torrent outlines plans for future outreach. “We’re planning to connect with key stakeholders as we prepare for the pilot’s deployment. Their feedback will be essential for scaling the project,” he shares.

Currently, the project is in the deployment preparation phase. “We’re finalizing the manufacturing and ensuring everything is ready for the pilot,” Torrent explains, adding that discussions with the hospital are ongoing to ensure smooth implementation.

Impact on the Healthcare Community

The SAFE-STAY program is set to make a substantial impact on the hospital’s patients and staff. For patients with mobility challenges, the system offers a seamless and autonomous solution. “Patients will have the freedom to retrieve a wheelchair using their phone, making their hospital visits more comfortable and dignified,” Torrent explains.

For hospital staff, the system will reduce the administrative burden of managing wheelchair availability. “By automating the wheelchair distribution process, staff can focus on more critical responsibilities,” Torrent adds, highlighting the efficiency gains the hospital stands to achieve.

Institutional Impact for Sterna Innovation

For Sterna Innovation, the SAFE-STAY project represents a strategic move into the healthcare sector. “This project allows us to gain hands-on experience in the healthcare market, especially in asset tracking,” Torrent states. Sterna aims to use the lessons learned from this project to explore further opportunities within hospitals and other healthcare settings. “If the pilot is successful, we believe there will be interest in replicating this solution in other hospitals,” Torrent notes.

Recommendations for Other Organizations

Torrent offers insightful recommendations for organizations considering similar innovation strategies. “The most important piece of advice I can give is to really listen to the client and ensure the solution fits their specific needs,” he emphasizes. Defining clear specifications from the start is crucial, as it helps avoid issues like the ones SAFE-STAY encountered with multi-floor tracking.

He also underscores the importance of communication and adaptability. “Flexibility is key when working on innovative projects. Challenges will come up, but with open dialogue and a willingness to adapt, you can overcome them,” Torrent adds.

Looking Ahead

As the SAFE-STAY program moves toward its pilot phase, it promises to innovate patient mobility at Wojewódzki Szpital Specjalistyczny in Olsztyn. Through continuous co-creation, open communication, and problem-solving, the project has laid the groundwork for meaningful improvements in patient care and hospital efficiency. At the same time, Sterna Innovation is poised to expand its reach and expertise in healthcare technology, setting the stage for further innovations in this vital sector.

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