Business Case 1: Real-time OK- and urgent capacity optimisation with asset tracking

Probleemstelling
Een gemiddeld Nederlands ziekenhuis voert jaarlijks ±15.000 operaties uit. Door inefficiënt gebruik van OK’s, vertragingen bij patiëntontvangst en onvindbare hulpmiddelen (zoals brancards of infuuspompen), loopt het ziekenhuis:
Gemiddeld 30–60 minuten vertraging per OK-dag
Tot €250.000 aan extra kosten per jaar door overtollige assets of no-shows
Verhoogd risico op patiëntveiligheidsincidenten

Oplossing (gezamenlijk Care IQ + Alltrace)
Alltrace: Trackt in real time locatie/status van patiënten, personeel en kritieke assets via RFID/WiFi-sensoren. Valdetectie en zone-entry triggers genereren automatische statusupdates.
Care IQ: Integreert deze data in AI-gestuurde dashboards voor OK-capaciteitsplanning, waarschuwt bij afwijkingen en optimaliseert roosters dynamisch.

Implementatie
Pilot in 2 OK’s + SEH
Koppeling via API met bestaand EPD en planningssysteem
Gebruik bestaande WiFi-infrastructuur; sensoren op assets/patiëntenarmbanden

Voordelen

Categorie
Impact
Financieel
Besparing van €150.000–€200.000/jaar via efficiëntere OK-benutting en minder overtollige assets
Operationeel
15–25% kortere wachttijden in SEH; 20% hogere OK-doorloop
Kwaliteit & veiligheid
Minder “missing equipment”-incidenten; snellere respons bij spoedgevallen
Investering & ROI
Initiële investering: ca. €80.000 (sensoren, softwarelicenties, integratie)
ROI: < 6 maanden
Schaalbaarheid: Uitbreidbaar naar alle OK’s, radiologie, spoedafdeling

Business Case 2: Slimme logistiek van medische hulpmiddelen en voorraadbeheer

Probleemstelling
Zorginstellingen besteden jaarlijks 5–10% van hun operationele budget aan voorraden en hulpmiddelen. Veelvoorkomende problemen:
Handmatige bestelling → fouten, tekorten of overbesteding
Medicijnen of voedsel bederven door temperatuurafwijkingen
Personeel besteedt tot 10 uur/week/verpleegkundige aan zoeken of administratie

Oplossing (gezamenlijk Care IQ + Alltrace)
Alltrace: Automatiseert bestelling via gewichts-, hoogte- of chipkaartsensoren. Temperatuursensoren monitoren medicijnen/voedsel. Drukknopjes in patientkastjes activeren schoonmaaktaken.
Care IQ: Voorspelt vraag op basis van patiëntflow en activeert preventieve herbevoorrading.

Implementatie
Inzet op afdelingen met hoge materiaalomloopsnelheid (SEH, verpleegafdelingen, apotheek)
Gebruik van Re-Order-It digitale bestelborden en slimme schaplabels
Integratie met magazijn- en EPD-systemen via HL7/API

Voordelen

Categorie
Impact
Financieel
15–25% lagere voorraadkosten; verminderde verspilling (tot €100.000/jaar besparing)
Efficiëntie
5–8 uur/week bespaard per verpleegkundige aan administratie/logistiek
Compliance & veiligheid
Automatisch temperatuurlogboek; geen handmatige registratie meer nodig
Investering & ROI
Initiële investering: ca. €60.000 (sensoren, bestelborden, integratie)
ROI: < 8 maanden
Schaalbaarheid: Uitbreidbaar naar thuiszorg, apotheek, keuken, logistiekcentrum

Strategische meerwaarde voor de zorginstelling
Beide business cases ondersteunen direct de Nederlandse zorgagenda 2025–2030:
Personeelstekort: Minder administratieve last → meer tijd voor patiëntenzorg
Vergrijzing: Betere capaciteitsbenutting bij stijgende vraag
Thuiszorgtransitie: Tracking en monitoring ook toepasbaar in thuissituaties
Duurzaamheid: Lagere energie- en materiaalverspilling



Aanbeveling
Start met Business Case 1 (OK-optimalisatie) als quick-win met hoge zichtbare impact. Combineer daarna met Business Case 2 voor institutionele efficiëntie op schaal. Beide passen naadloos in het open, technologie-onafhankelijke platform van Alltrace en sluiten aan op de AI-gedreven operationele intelligentie van Care IQ.

1. PROJECT OVERVIEW

1.1 Project Description
Draft term sheet for a contract between Alltrace (https://www.alltrace.com) and Care IQ (https://care-iq.com/) for business development and resales employing IoT-tracking and smart logistics and capacity- and productivity management in care.

1.2 Project Objectives
Design and develop data acquisition and processing system
Create secure data storage and retrieval infrastructure
Develop analysis and reporting tools
Ensure integration with existing healthcare IT systems
Comply with relevant healthcare data standards (HL7, DICOM, etc.)
Meet regulatory requirements for medical device software

2. SCOPE OF SERVICES

2.1 Consultancy Services
Care IQ shall provide the following R&D consultancy services:
Phase 1: Discovery & Requirements Analysis [●] weeks
Current state assessment
Requirements gathering and documentation
Technical feasibility study
Architecture design recommendations
Regulatory compliance assessment
Phase 2: Design & Development Planning [●] weeks
Detailed system architecture design
Technology stack recommendations
Integration strategy with existing systems
Security and privacy framework design
Project roadmap and milestones
Phase 3: R&D and Technical Advisory [●] weeks
Technical guidance during development
Algorithm development for analysis
Data management strategy
Quality assurance framework
Performance optimization recommendations
Phase 4: Testing & Validation Support [●] weeks
Testing strategy and protocols
Validation support
Regulatory documentation support
Training materials development

2.2 Deliverables
Requirements Specification Document
System Architecture Design Document
Technical Specifications
Integration Design Document
Security & Privacy Framework
Testing & Validation Protocols
User & Technical Documentation
Training Materials
Final Project Report

3. FINANCIAL TERMS

3.1 Total Contract Value
Total Fee: SAR [●] / USD [●]

3.2 Payment Structure
Upon Signing: [●]% (SAR [●])
Phase 1 Completion: [●]% (SAR [●])
Phase 2 Completion: [●]% (SAR [●])
Phase 3 Completion: [●]% (SAR [●])
Phase 4 Completion: [●]% (SAR [●])

3.3 Payment Terms
Invoices payable within [30] days of receipt
Payment method: [Bank transfer/Other]
Late payment interest: [●]% per month

3.4 Additional Costs
Out-of-scope work to be quoted separately
Travel and accommodation expenses (if required): [To be reimbursed/Included]
Third-party software licenses: [Client responsibility/Consultant responsibility]

4. PROJECT TIMELINE

4.1 Project Duration
Estimated Duration: [●] months from effective date

4.2 Key Milestones
Milestone
Target Date
Deliverable
Project Kickoff
[●]
Project Charter
Phase 1 Completion
[●]
Requirements & Feasibility Study
Phase 2 Completion
[●]
Design Documentation
Phase 3 Completion
[●]
R&D Technical Reports
Phase 4 Completion
[●]
Final Documentation & Training

4.3 Timeline Adjustments
Timeline may be adjusted by mutual written agreement for delays caused by:
Client delays in providing required information or approvals
Changes in scope or requirements
Force majeure events

5. INTELLECTUAL PROPERTY RIGHTS

5.1 Background IP
Each party retains ownership of its pre-existing intellectual property.

5.2 Foreground IP (Project IP)
Option A: All IP developed during the project transfers to Care IQ upon full payment
Option B: Joint ownership of developed IP with specified usage rights
Option C: Care IQ retains IP with Alltrace receiving exclusive license for healthcare operations

5.3 Third-Party IP
Any third-party intellectual property required shall be [licensed separately/included in project scope].

6. CONFIDENTIALITY

6.1 Confidential Information
Both parties agree to maintain confidentiality of:
Proprietary technical information
Business strategies and operations
Patient data and healthcare information (subject to applicable laws)
Financial terms of this agreement

6.2 Duration
Confidentiality obligations shall survive for [5] years after agreement termination.

6.3 Data Protection
Both parties shall comply with applicable data protection regulations including:
Saudi Arabia Personal Data Protection Law (PDPL)
Healthcare data protection requirements
International standards as applicable

7. RESPONSIBILITIES

7.1 Care IQ Responsibilities
Provide qualified consultants with relevant expertise
Deliver services in professional and timely manner
Maintain regular communication and progress reporting
Ensure quality of deliverables
Provide documentation and knowledge transfer

7.2 Alltrace Responsibilities
Provide timely access to required information and systems
Assign dedicated project liaison/manager
Provide timely feedback and approvals
Make timely payments per agreed schedule
Provide necessary facilities and access as required

8. GOVERNANCE & MANAGEMENT

8.1 Project Governance
Steering Committee: [Quarterly/Monthly] meetings
Project Manager (Care IQ): [●]
Project Manager (Alltrace): [●]

8.2 Reporting
Progress Reports: [Weekly/Bi-weekly/Monthly]
Status Meetings: [Weekly/Bi-weekly]
Formal Reviews: At each phase completion

8.3 Change Management
All scope changes require:
Written change request
Impact assessment (timeline and cost)
Mutual written approval

9. WARRANTY & LIABILITY

9.1 Service Warranty
Care IQ warrants that:
Services will be performed in professional manner
Consultants possess necessary qualifications
Deliverables will meet specifications as agreed

9.2 Limitation of Liability
Total liability capped at [100%/[●]%] of total contract value
Excludes liability for indirect, consequential, or punitive damages
Exceptions for gross negligence or willful misconduct

9.3 Professional Indemnity
Care IQ maintains professional indemnity insurance of [●] SAR/USD.

10. REGULATORY COMPLIANCE

10.1 Healthcare Regulations
Services shall comply with:
Saudi Food and Drug Authority (SFDA) medical device software requirements
Saudi Ministry of Health regulations
International standards (ISO 13485, IEC 62304, etc.) as applicable

10.2 Quality Standards
ISO 9001 Quality Management principles
Healthcare IT standards (HL7, DICOM, FHIR)
Cybersecurity frameworks

11. TERMINATION

11.1 Termination for Convenience
Either party may terminate with [90] days written notice.

11.2 Termination for Cause
Immediate termination permitted for:
Material breach unremedied within [30] days of n
Insolvency or bankruptcy
Violation of confidentiality obligations

11.3 Effects of Termination
Upon termination:
Payment for completed work and deliverables
Return of confidential information
Survival of confidentiality and IP clauses

12. GENERAL TERMS

12.1 Governing Law
This agreement shall be governed by the laws of the Kingdom of Saudi Arabia.

12.2 Dispute Resolution
Negotiation: [30] days good faith negotiation
Mediation: [30] days mediation attempt
Arbitration: Arbitration in [Riyadh] under [Saudi Center for Commercial Arbitration] rules
Language of proceedings: [Arabic/English]

12.3 Independent Contractor
Care IQ is an independent contractor, not an employee or agent of Alltrace.

12.4 Assignment
Neither party may assign this agreement without prior written consent.

12.5 Entire Agreement
This term sheet forms the basis for a definitive agreement and supersedes prior discussions.

12.6 Amendments
Amendments must be in writing and signed by both parties.

13. CONDITIONS PRECEDENT

This term sheet is subject to:
[ ] Board/Management approval from both parties
[ ] Completion of due diligence
[ ] Execution of definitive agreements
[ ] [Other conditions]

14. NEXT STEPS

Review and comments by [●]
Negotiation meeting on [●]
Execution of definitive Service Agreement by [●]
Project kickoff on [●]

SIGNATURES
FOR Care IQ:
Signature: _______________________
Name: [●]
Title: [●]
Date: [●]

FOR Alltrace:
Signature: _______________________
Name: [●]
Title: [●]
Date: [●]

DISCLAIMER: This term sheet is a non-binding summary of principal terms for discussion purposes. A binding agreement requires execution of definitive documentation containing detailed terms and conditions.

ANNEXES
Annex A: Detailed Scope of Work
Annex B: Resource Plan and CVs
Annex C: Technical Requirements Checklist
Annex D: Data Protection Schedule
Annex E: Acceptance Criteria

Sources: