Mobile devices in healthcare: Things to know

Discover how implementing a shared mobile program can transform healthcare efficiency, streamline clinical workflows, and enhance patient care and safety.

Healthcare has always embraced technology to enhance patient care, streamline operations, and improve workplace productivity. One significant innovation has been to integrate mobile devices into clinical workflows through a shared mobile program. As organizations grapple with an increasingly complex healthcare environment, using mobile devices has become essential. Here, we discuss the adoption of shared mobile devices in healthcare, diving into best practices, potential pitfalls, and powerful advantages.

A brief history of shared mobile in healthcare

Initially, healthcare workers used individually assigned mobile devices, often tied to specific locations or workstations. However, the rapid advancement of mobile device management solutions ushered in an era of shared mobile programs. This change enables multiple clinicians and staff to share the same fleet of devices by checking a device in and out during their shifts, which maximizes device utility and minimizes costs.

Can multiple users use one device in a business setting?

With current technology, multiple users can share a mobile device within an organization, and the healthcare industry is a good example of how this model works. Shared mobile programs in healthcare allow multiple clinicians to access one device securely and efficiently when paired with the right mobile access solutions. Each user checks out a device at the beginning of their shift, accesses apps and patient data securely, and checks the device back in at the end of their shift. This approach streamlines clinical workflows while avoiding the security risks associated with personal devices – like lost or stolen devices, inadvertent cross-app tracking, inconsistent personalization settings, and out of date firmware.

Shared enterprise mobility and shift handoff

Enterprise mobility refers to the practice of managing mobile devices to allow employees to work from anywhere. In healthcare, this often manifests as shared mobile device check-in and check-out systems designed specifically for healthcare staff.

Shift handoff is a critical moment in healthcare settings. It refers to the transition between personnel shifts and the exchange of critical patient information and tools, like when a clinician leaves their night shift and hands responsibilities over to the next scheduled clinician. With shared mobile devices, healthcare professionals can easily pass devices – and data – along to the next shift. This maintains continuous care and uninterrupted access to essential applications and information.

Key features that secure and streamline shared mobile shift handoff include:

• Simple device check-in and check-out with passwordless methods such as a proximity badge tap
• Automated lock-down and depersonalization of devices between uses
• Smart charging capabilities that keep devices in good shape and ready-to-use, and identify the best device available
• Visibility into who has which device, where, and when, to support accountability and simplify audits
• Automated mobile device management remediation when devices aren't returned

Advantages of mobile device sharing in healthcare settings

Implementing a shared mobile program offers several key advantages, including:

1. Cost efficiency — Sharing devices among staff members produces significant cost reductions. Rather than purchase a device for each worker, organizations can maintain a smaller fleet of devices that’s utilized around the clock.
2. Enhanced security — Unlike personal mobile devices, shared devices can be provisioned with strict security protocols and regularly updated by the organization's IT department. This controlled environment minimizes the risk of data breaches and supports compliance with regulatory standards such as HIPAA.
3. Increased productivity — Healthcare productivity with shared devices is higher because clinicians have on-the-go access to current patient information, charting apps, and communications tools. Consequently, they spend less time managing administrative tasks and more time on patient care.
4. Simplified device management — Centralized, shared mobile access management facilitates quick updates, device monitoring, and troubleshooting. IT departments can remotely manage devices, deploy software updates, enforce security policies, and monitor device usage without interrupting clinical workflows.

Best practices for mobile device sharing

To get the most out of shared mobile, organizations should adopt the following best practices:

• Clear device usage policies — Establish clear, concise policies detailing device handling, data access, and hygiene practices. Clearly documented procedures support accountability and efficient shift handoffs.
• Robust security measures — Employ advanced security features such as biometric authentication, single sign-on (SSO), and remote device management capabilities. These measures help prevent unauthorized access and protect patient data.
• Regular training and education — Provide ongoing education and training to familiarize staff with the devices, applications, and security protocols. Frequent training sessions reinforce best practices and foster adherence to compliance standards.
• Reliable check-in/check-out procedures — Implement user-friendly device management systems to streamline the check-in and check-out processes. Automation and intuitive interfaces help staff quickly access and relinquish devices, promoting a smooth shift handoff.

Shared devices vs. bring your own device (BYOD)

The BYOD model, where staff use personal mobile devices for work, can be attractive due to its apparent convenience. However, BYOD creates significant challenges in healthcare settings, including increased risk of data breaches, inconsistent security practices, and difficulties enforcing compliance standards, operating system updates, and patches.

In contrast, a shared mobile program supported by mobile access management solutions purpose-built for healthcare offers robust security, centralized device management, and increased productivity. Furthermore, devices remain securely on premises, reducing the likelihood of data loss or theft. Information technology teams can also deploy device updates for security purposes at scale. BYOD can be useful and offer some flexibility in specific, controlled scenarios, such as non-sensitive administrative tasks or roles that require less stringent data security. But in healthcare, maintaining devices within the hospital environment is needed to safeguard sensitive patient data and ensure HIPAA compliance.

A hallway boarding use case

A successful shared mobile program can have a big impact on ROI and patient outcomes. For example, hallway boarding has become a major concern for hospitals, especially since the pandemic. Not only does hallway boarding frustrate patients and clinicians, but it is also associated with poorer patient outcomes.

Hallway boarding, the practice of keeping patients in hallways when demand exceeds the available treatment rooms or beds, can have many different causes. These include sudden influxes of patients due to events such as major accidents, natural disasters, or public health crises. Under-resourced health systems are another prevalent cause. Not all factors behind hallway boarding can be addressed easily, or at all.

Luckily, some factors can be mitigated with a strategic shared mobile program.

• Delays in transferring patients from the Emergency Department (ED) to inpatient rooms can be reduced with improved communication between departments, clinicians, and staff. Furthermore, considerable time is saved when patients can be admitted and their vitals recorded by clinicians using mobile apps as opposed to waiting for access to a desktop computer or mobile workstation.
• ED bottlenecks due to slow testing, consultations, transport, and discharge planning contribute to hallway boarding, while simple, secure, mobile device communication can prevent bottlenecks. For example, a lot of time is saved when clinicians can order tests or organize transport from a mobile device and are immediately notified when they’re needed for a consult or to approve patient discharge.
• A good shared mobile strategy and the right shared mobile solution can greatly increase mobile ROI to help combat resource limitations.

Embracing shared mobile

Implementing a shared mobile program in healthcare settings strategically solves many of the challenges faced by healthcare organizations today. By adopting best practices for shared-use mobile and smart solutions such as Imprivata Mobile Access Management, organizations can improve security, reduce costs, and boost productivity. Shared devices have proven to be an invaluable asset, enhancing healthcare operations and patient care delivery.

Embracing shared mobile truly positions organizations to thrive in a fast-changing digital world, benefiting clinicians, administrators, and patients alike. And with smarter, interoperable, and compliant access management solutions from Imprivata, healthcare organizations ensure every second of their critical work is frictionless and secure.