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Applying a Real-Time Location Service to Automatically Record Event Attendance

A Godley*, G Tang, Y Yan, UT Southwestern Medical Center, Dallas, TX


(Sunday, 7/12/2020)   [Eastern Time (GMT-4)]

Room: AAPM ePoster Library

Purpose: develop an accurate, reliable and automated method for ascertaining attendance at events within our radiation oncology department.

Methods: in-house real-time location system (RTLS) has been developed based on small Bluetooth trackers, and miniature computer receivers spread across the ceilings of our department. This system is used to report the location of people and equipment. Current systems of recording attendance are manual, unreliable, cause interference throughout an event (passing around a sign in sheet) and only present a snapshot of those attending, rather than attendance through the duration of the event. By combining the RTLS information with time and location of events, attendance can be accurately tracked with no intervention from attendees or disruption to the event.

Results: RTLS added a web interface to provide access to attendance data. Individual attendance at chart rounds, seminars, oral exams and department meetings can be obtained automatically. The total (non-continuous) time required to be present in the room for attendance to register can be adjusted by the manager, and is currently set to 50% of the event duration. Individuals can see their own record, time of attendance and submit a dispute if they believe their attendance was missed. The manager can review all attendance and resolve disputes. For two months, manual and RTLS attendance was recorded. For chart rounds (attendees were logging into a webpage) the two methods disagreed 60% of the time, with RTLS providing the true attendance 100% of the time, and for seminars (attendees scan a QR code) they disagreed 66%, with RTLS being correct 100%. We received zero disputes during the two month test, indicating a high accuracy of attendance recording and user satisfaction.

Conclusion: location has replaced manual recording of attendance. This has removed a cause of delays and interruptions of events, and improved accuracy of attendance.


Computer Software, Data Acquisition, Temporal Resolution


Leadership: Operations

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