The Challenge

A.T. Still University (ATSU), a pioneer in osteopathic healthcare founded in 1892, operates the Arizona School of Dentistry & Oral Health (ASDOH), which conducts critical clinical trials on oral health therapeutics. During these trials, biological samples collected at ASDOH’s Mesa, AZ, campus were shipped overnight via FedEx to ATSU’s Kirksville, MO, facility for analysis. However, the manual handling of sample labels introduced persistent errors that jeopardized trial integrity and compliance.

At the heart of the challenge was the reliance on handwritten labels for sample vials. Testing lab staff frequently misread identifiers (e.g., confusing “6” for “8”), faced issues with smudged ink, or encountered labels that detached during transit. Additionally, mismatches between sample counts and internal database entries created discrepancies, delaying results and raising concerns about data validity. Without a system to verify the chain of custody, time stamps, or collection locations, ATSU struggled to ensure compliance with clinical trial protocols and address potential fraud risks.

These inefficiencies threatened the credibility of research outcomes and risked noncompliance with stringent regulatory standards. ATSU needed an end-to-end tracking solution to eliminate manual errors, ensure sample integrity, and streamline oversight for principal investigators.

The Solution

To resolve these critical issues, ATSU partnered with Sensitel to implement the TrackAware platform, a robust clinical sample tracking system leveraging NFC (Near Field Communication) technology. Sensitel’s solution focused on digitizing the entire workflow—from sample collection to analysis—while ensuring seamless integration with ATSU’s existing processes.

The rollout began with embedding NFC chips into sample vials, creating “SmartVials” with unique electronic identifiers. Nurses collected samples at the Mesa campus, scanned each SmartVial with an NFC-enabled smartphone, and entered human-readable labels (e.g., patient IDs and collection times) directly into the TrackAware mobile interface. This data was transmitted in real-time to a centralized TrackAware server, providing instant visibility into trial progress.

Upon arrival in Kirksville, lab staff scanned each SmartVial to confirm receipt and cross-referenced the NFC-stored data with physical labels. Principal investigators gained secure access to the TrackAware dashboard, where they could monitor sample statuses, verify collection times, and audit chain-of-custody records. The platform automated compliance checks, flagging discrepancies such as mismatched labels or missing samples before analysis began.

The Business Outcome

The implementation of TrackAware improved ATSU’s clinical trial operations, delivering measurable improvements in accuracy, compliance, and efficiency. Most notably, labelling errors—a persistent bottleneck—decreased by 90% due to the dual-layer verification of NFC chips and human-readable entries. Misread identifiers and lost samples were virtually eliminated, ensuring data integrity and reducing delays in trial results. Compliance with Standard Operating Procedures (SOPs) improved significantly, as TrackAware’s time-stamped geolocation data provided auditable proof of proper sample handling.

Operationally, the automated system reduced the administrative burden on lab staff. Previously, technicians manually cross-checked hundreds of samples; TrackAware’s digital workflow cut processing time by 70%, essentially removing the paper process, and allowing teams to focus on analysis rather than error correction. Principal investigators also benefited from real-time oversight, enabling proactive interventions when anomalies arose.

Beyond immediate trial improvements, the solution strengthened ATSU’s reputation for rigorous research. By adopting TrackAware, the university demonstrated its commitment to innovation in osteopathic healthcare, positioning itself as a leader in compliant, technology-driven clinical trials.