PEPconnect

Atellica® Solution Sorting and Archiving Job Aid Version 1.25 and Below

This job aid provides an overview of the advanced topic of sorting and archiving features on the Atellica® Solution.

SIEMENS Healthineers Atellica® Solution Sorting and Archiving Job Aid Template Effective Date: 27-MAY-2019 | HOOD05162003010284 Effective Date: 20-MAR-2020 | HOOD05162003076656 Unrestricted © Siemens Healthineers, 2020 Atellica® Solution SIEMENS Healthineers Sorting and Archiving Archiving The archiving feature can be used to sort samples that are ready to be removed from the Sample Handler (SH) to archive racks. • When the system transfers samples into an archive rack, the system retains the rack ID and the location of the sample within the rack, even after the operator removes the rack from the system. This archive location information can be sent to the LIS • These archive racks can be stored in the laboratory refrigerator Options for archive racks: • Configure zones of the SH drawers to be used for archiving. Any routine racks can then be used as archive racks if they are loaded in these zones • Purchase dedicated Archive Racks* that are used solely for the purpose of archiving samples *NOTE: More information on dedicated archive racks can be found on the next slide. 2 Effective Date: 20-MAR-2020 | HOOD05162003076656 Unrestricted © Siemens Healthcare GmbH, 2020 Atellica® Solution SIEMENS Healthineers Sorting and Archiving Dedicated Archive Racks • Can be loaded in any drawer location and the system will recognize them as archive racks • Can only be used as output racks – they do not replace current routine racks for loading samples • There is a label with the rack barcode and rack ID on the front of the rack • After removing the rack from the Sample Handler, the operator can place an optional cover over the samples in a dedicated archive rack prior to storing the samples in the refrigerator. The optional cover is also compatible with routine 55-position racks 2 3 Effective Date: 20-MAR-2020 | HOOD05162003076656 Unrestricted © Siemens Healthcare GmbH, 2020 Atellica® Solution SIEMENS Healthineers Sorting and Archiving Loading Archive Racks on the System When you remove an archive rack with tubes from the system: • If you empty the rack and then reload it, the system will recognize it as a empty archive rack and use it for archiving new tubes • If you reload the same rack with no changes (no tubes added or removed), the system will see that there are tubes in the same positions and will continue to fill the empty positions with archived tubes • If you add or remove tubes but do not empty the rack and then reload it, the system will post an alert that a non-empty archive rack has been loaded and the system will not use the rack for archiving tubes 4 Effective Date: 20-MAR-2020 | HOOD05162003076656 Unrestricted © Siemens Healthcare GmbH, 2020 Atellica® Solution SIEMENS Healthineers Sorting and Archiving Archiving The system cannot archive the following container and sample types: • False-bottom tubes • Containers with tube-top sample cups • Calibrator or QC materials • Samples with errors • Samples that meet other sort criteria • Samples with no Atellica tests • Samples from the Laboratory Automation System (LAS) 5 Effective Date: 20-MAR-2020 | HOOD05162003076656 Unrestricted © Siemens Healthcare GmbH, 2020 Atellica® Solution SIEMENS Healthineers Sorting and Archiving Sending Archive Location to LIS • The dedicated test sort code “ARCHV” is used to transmit the archive location (rack ID and location of the sample within the rack) to the LIS • Automatically created by the Atellica Software, does not need to be created by the operator • LIS orders must include ARCHV sort code in order to receive the archive location • The result of this sort test will contain the archive location • Archiving will be done even if the ARCHV sort code is not used 6 Effective Date: 20-MAR-2020 | HOOD05162003076656 Unrestricted © Siemens Healthcare GmbH, 2020 Atellica® Solution SIEMENS Healthineers Sorting and Archiving Searching for Tube Location in the Atellica Software System Samples Inventory Calibration Patient Orders Worklist Maintenance Setup Status Logs Operator Diagnostics About System VMM ATELLICA CH ATELLICA 1. On the Status bar, select the Quick Find icon 2. Choose a search Type from the drop-down menu (SID, PID, Off Off off Off Rack, or Name) Find Patient/QC Results × Time 3. Enter a Value corresponding to the search type 2 Type SID For the SID Type, a sample barcode can be scanned using O. 3 Value REG-96| • Acknowledge System Alerts Example: SID001 the handheld barcode scanner 4 Database Historical 4. Select a Database from the drop-down menu (Active or 5 OK Cancel Historical) 5. Select OK 1 6. The Worklist Overview screen will display the test orders for ? PEP ] LabManage 500 Os Tuesday, August 07, 2018 8:49:49 AM samples matching the search criteria *This procedure is continued on the next slide 7 Effective Date: 20-MAR-2020 | HOOD05162003076656 Unrestricted © Siemens Healthcare GmbH, 2020 Atellica® Solution SIEMENS Healthineers Sorting and Archiving Searching for Tube Location in the Atellica Software (continued) 7. On the Worklist Overview screen, select a checkbox for the SID 8. Select Edit/View 9. Select the Sample and Patient Information tab 10. The Last Known Rack ID will display (rack ID and location of the sample within the rack) Worklist Overview Monitoring Lab Metrics Patient Sample Details 9 Patient Test Data Sample and Patient information Filter Test Status: Historical Tests All Tests : Priorities: Routine.ASAP.STAT : Search Column: SID : Search Value .... Sort By Order Date Time Sample 8 Patient Sample Information Patient Demographics Order Date 24 Hours SID Name Test Edit/View ... Result Interpretation Flags Sample ID REG-96 Last Name Carney 7 Sample Ordered 3/3/2020 10:23 AM First Name Keefe Sample Type All REG-96 Carney, Keefe CO2 c 24.6 mEg/L Add Test to Order Sample Received Middle Name REG-96 Carney, Keefe L Start Watching Sample Collection PID P022109365122996 O Analyzer All REG-96 Carney, Keefe Rack ID Physician ID 0 Sample Test Custom REG-96 Carney, Keefe Stop Watching Specimen Serum Patient Status 0 I Priority Routine Sex Male 0 Ordered REG-96 Carney, Keefe CO2 c 22.7 mEg/L Move to Historical Manual Dilution 1 Date of Birth 02/21/1964 X Inprocess L 10 12 REG-96 Carney, Keefe Last Known Rack ID 002897-A1 Physician Name O Delete Order REG-96 Carney, Keefe Last Scanned Date and Time 3/3/2020 10:23 AM Lab ID 0 A 0 Intervention Needed Carney, Keefe Onboard Status Not onboard Location REG-96 H Unsuspend Species 0 Completed 8 Effective Date: 20-MAR-2020 | HOOD05162003076656 Unrestricted © Siemens Healthcare GmbH, 2020 Atellica® Solution SIEMENS Healthineers Sorting and Archiving Sort Groups Sort groups can be used to configure the system to automatically sort tubes into specified rack locations based on the tests ordered and/or based on errors that occur on the sample. Test sort groups: used to sort samples based on tests ordered, including Atellica tests and operator-defined codes Example: Can be used to sort samples based on a reactive test result, so samples requiring additional confirmatory testing can be sorted into an output sort zone and easily identified. This can be done by creating a sort group based on an operator-defined test code for confirmatory testing and also configuring the system to reflex to this operator-defined confirmatory test code based on a reactive result. Error sort groups: used to sort samples based on errors during sample processing Example: Can be used to sort samples with duplicate errors, bad barcodes, and/or sample errors to an output sort zone. NOTE: To configure the Test or Error Sort Groups, navigate to Setup > Settings > SH Configuration > Test Sort Groups / Error Sort Groups NOTE: To assign a Test Sort Group or an Error Sort Group to a rack location, navigate to Setup > Settings > SH Configuration > Sample Processing. Sort Groups can be assigned to the any Output Sort rack location. 9 Effective Date: 20-MAR-2020 | HOOD05162003076656 Unrestricted © Siemens Healthcare GmbH, 2020 Atellica® Solution SIEMENS Healthineers Sorting and Archiving NOTE: To configure the sort priorities for error sort groups and test sort groups, navigate to Setup > Settings > SH Sort Priorities Configuration > Sort Priorities Sort Priorities specify the sample sort priority order when processing is complete. The following table describes the sort group types and their sort priority: Sort Priority Sort Group Type 1 Controls and Calibrators 2 Error Sort Groups* 3 Partially Processed 4 Test Sort Groups* Example: The system is configured to sort samples with errors to one rack zone and samples with a certain test code to another rack zone. If a sample has an order for that test code, but also has a sample error, the tube will be put in the rack zone configured for errors, since Error Sort Groups have a higher priority than Test Sort Groups. 10 Effective Date: 20-MAR-2020 | HOOD05162003076656 Unrestricted © Siemens Healthcare GmbH, 2020 Atellica® Solution SIEMENS Healthineers Sorting and Archiving Rack Zones – Sample Processing Sort Types Sample Handler Sample List P-P1-04: Standby Drawer: 2 Rack: Front 002739 Each SH drawer has a front rack zone and a back rack zone A B C D E Racks Sample Details • L. Pt L. PM L. Pt L. PM SCIA 221 SCIA-223 SCIA-149 SCIA-254 SCIA-298 Ready to remove Ready to remove Ready to remove Ready to remove Ready to remove OOOQQ 3000 for loading racks V Ready to remove Empty Empty OOOOO OO OOOOO 000 3 LOOOOO OOOOO Empty Empty Empty 00000 Empty 888 • Each rack zone can accommodate either three 15 position Empty Empty Empty 00009100000 OOOOO Empty Empty racks or one 55 position rack Empty D € 6 emor Empty Empty A A empty Empty Empty OOOOX • Each zone in the SH is assigned a sample processing sort Emply Empty Empty OOOO LOOOOO type: Combined, Input Only, Output Normal, Output Sort, Empty Empty Emots 10 Empty Empty Emply OOOOO Holding Area, or Archive 100086 11 Empty Empty D A A The options for sample processing sort types are described on NOTE: The screen shown in this example is the Samples > Sample Handler screen. In this example, one Holding Area zone and the following slides. one Archive zone are configured. NOTE: To configure the rack zones, navigate to Setup > Settings > SH Configuration > Sample Processing 11 Effective Date: 20-MAR-2020 | HOOD05162003076656 Unrestricted © Siemens Healthcare GmbH, 2020 Atellica® Solution SIEMENS Healthineers Sorting and Archiving Rack Zones – Sample Processing Sort Types Sort Type Software Icon Description Combined No icon • Used for both sample processing input and output • The system does not necessarily return sample to the same rack or the original position Input Only • Used for sample processing input only • The system will use these racks as alternative storage if a Holding Area rack is not available Output Normal • Used for sample processing output only • Used for samples that do not meet output sort or archive criteria Output Sort • Used for samples that meet test sort group or error sort group criteria • If a sample meets sort criteria but the system has not completed aspirating all tests, the system returns the sample to an available Holding Area Holding Area • For samples eligible for archiving, the system moves the samples from the Holding Area to an available rack in an Archive Zone based on the Wait for Results Workflow setting* • When archiving samples, at least one zone should be configured as a Holding Area Archive • Used to archive samples to a routine rack • The system will not retrieve a sample from a rack in an archive zone even if the system receives new work for the sample. Racks must be loaded empty in an archive zone 12 *NOTE: Refer to the next slide for more information on the Wait for Results Workflow setting. Effective Date: 20-MAR-2020 | HOOD05162003076656 Unrestricted © Siemens Healthcare GmbH, 2020 Atellica® Solution SIEMENS Healthineers Sorting and Archiving NOTE: To configure the Wait for Results Workflow, navigate to Setup > Settings > Wait for Results Workflow SH Configuration > Sample Workflow A setting that determines when the system will move samples from a Holding Area to an output or archive zone after aspirating tests. Available options: • Configure the system to place samples in a Holding Area while waiting for results for operator specified tests • Configure a time delay after results for the system to wait before removing a sample from a Holding Area Example: The system will not retrieve a sample from a rack in an archive zone even if the system receives new work for the sample. This could cause a workflow issue for samples requiring repeat testing. The Wait for Results Workflow setting can be used to have the system allow for time for reviewing results for repeats before the samples are moved to an archive zone. 13 Effective Date: 20-MAR-2020 | HOOD05162003076656 Unrestricted © Siemens Healthcare GmbH, 2020 SIEMENS Healthineers Please note that the learning material is for training purposes only! For the proper use of the software or hardware, please always use the Operator Manual or Instructions for Use (hereinafter collectively “Operator Manual”) issued by Siemens Healthineers. This material is to be used as training material only and shall by no means substitute the Operator Manual. Any material used in this training will not be updated on a regular basis and does not necessarily reflect the latest version of the software and hardware available at the time of the training. The Operator's Manual shall be used as your main reference, in particular for relevant safety information like warnings and cautions. Note: Some functions shown in this material are optional and might not be part of your system. Certain products, product related claims or functionalities (hereinafter collectively “Functionality”) may not (yet) be commercially available in your country. Due to regulatory requirements, the future availability of said Functionalities in any specific country is not guaranteed. Please contact your local Siemens Healthineers sales representative for the most current information. The reproduction, transmission or distribution of this training or its contents is not permitted without express written authority. Offenders will be liable for damages. All names and data of patients, parameters and configuration dependent designations are fictional and examples only. All rights, including rights created by patent grant or registration of a utility model or design, are reserved. Atellica, and all associated marks are trademarks of Siemens Healthcare Diagnostics Inc. or its affiliates. All other trademarks and brands are the property of their respective owners. Product availability varies by country and is subject to varying regulatory requirements. Please contact your local representative for availability. Copyright © Siemens Healthcare GmbH 2020 Global Siemens Healthineers Headquarters Henkestr. 127 91052 Erlangen, Germany Phone: +49 9131 84 0 siemens.com/healthineers 14 Effective Date: 20-MAR-2020 | HOOD05162003076656 Unrestricted © Siemens Healthcare GmbH, 2020