How SEGAM Secured 24/7 Ambulance Operations with Full Key Traceability

Before implementing Keycafe, SEGAM did not have a structured key management system. Each of their seven separate entities used combination-lock mailboxes to store their respective ambulance keys. “The problem was that we had huge traceability issues”, says Director of Operations Quentin Roos.

Ambulance crews finishing late shifts or night operations would sometimes forget to return the keys, or place them in the wrong box. At 5:30 a.m., when morning teams arrived to begin dialysis and radiotherapy transports, keys were often missing or misplaced. This caused delays, confusion, and operational stress at the most critical time of day.

There was no real traceability. Management had no reliable way to see who had taken or returned a key. Time was lost searching, calling staff, or attempting to locate vehicles. SEGAM needed a secure, traceable, and reliable solution capable of supporting continuous operations.

To centralize and secure fleet management, the group deployed Keycafe SmartBox systems across its seven ambulance entities. At the start of a shift, paramedics enter a unique personal access code at the SmartBox and select the key to their assigned vehicle from the touchscreen. The compartment with the key then automatically opens, and the transaction is logged instantly.

The operations team manages the fleet remotely via the mobile application, allowing them to monitor both day and night-shift ambulances. In the event of an issue, managers can use the app to instantly unlock compartments or review the access history from previous shifts, ensuring that no vehicle is left idle due to a misplaced or forgotten key.

To guarantee 24/7 availability for emergency medical transports, the system includes a backup battery that maintains functionality during power outages. This hardware reliability is backed by Keycafe’s responsive technical support team, who provide immediate assistance to resolve any operational risks.

The shift to an automated system brought immediate operational stability to SEGAM’s 24/7 ambulance services. Lost keys are no longer an issue. Morning delays caused by misplaced keys have been eliminated. Ambulances leave on time, ensuring patients receive their scheduled treatments without disruption.

The organization also realized a clear return on investment. Previously, SEGAM regularly had to purchase replacement keys when they were lost. More importantly, when an ambulance could not leave the parking lot, teams remained idle for over 30 minutes, resulting in lost revenue.

Today, operations run smoothly, with full visibility and control. Management can quickly identify and contact the responsible employee if a key is missing, preventing small issues from escalating.