VersaCell® X3 System Update Online Training

Welcome to the VersaCell® X3 System Update Online Training. The updates featured in the VersaCell X3 system include: The ability to connect up to three instruments New software An 8-position priority drawer* More flexible sorting capability Improved troubleshooting functionality * VersaCell systems with Expansion Pack do not include the 8-position priority drawer. Select Next to continue. Describe how to configure a sort drawer Describe how to process priority samples Describe how to use the software to troubleshoot common errors Identify how to process and monitor samples Identify VersaCell X3 system hardware differences Upon successful completion of this course, you will be able to: Select Next to continue. Congratulations.  You have completed the VersaCell X3 System Update Online Training course.  Listed below are key points that have been presented.  Take time to review the material before you proceed to the final quiz.  Identify VersaCell X3 system hardware differences In addition to the ability to connect up to three instruments, the VersaCell X3 system hardware updates include the following: Covers that swing out to open (front and interface wheel covers)  New gripper design E-stop location moved to the center New monitor / keyboard 8-position priority drawer Identify how to process and monitor samples Loading tubes onto the VersaCell X3 system has not changed, however now the drawers have a soft-close feature.  Also, the screen that appears when a drawer is closed has been changed.  The screen now has the following options Start from First Position: Clears existing sample tube status information.  The robotic arm starts scanning from the first position. Resume from Last Position: Resumes transfer of sample tubes from the position at which the robotic arm stopped when you opened the drawer.  The robotic arm will check every empty position.  Also included is the ability to rescan positions that had barcode, sample or transfer errors. The screens used to monitor status and results: Home screen Samples screen Instruments screen Test Results screen Describe how to process priority samples There are three ways to designate a sample as priority when running the VersaCell X3 system: Use the 8-position priority drawer Configure one of the four standard drawers as priority Load the samples on the connected systems Priority Drawer You can open the 8-position priority drawer at any time the robotic arm is not interacting with it. All 8 positions are re-scanned every time the 8-position priority drawer is closed. All 8 positions will also be scanned if you press the green button but never open the drawer. Because constant access is allowed for the priority drawer, the priority drawer also allows for overbooking. A sample tube is overbooked if it is being processed on a connected instrument, but cannot return to the priority drawer because the drawer is full (the operator has loaded additional tubes). To resolve an overbooked situation, remove tubes from the priority drawer that have completed processing. Describe how to configure a sort drawer You can configure the system to sort sample tubes into specific columns of a sort drawer. Sorting enables you to group sample tubes for a particular reason (based on an error or a test code) into the same column in the sort drawer for easy access. The VersaCell X3 system allows for complete flexibility in how sorting is configured:  Sample errors, bad barcode errors and duplicate tube errors can be configured to be sorted individually or not at all Multiple sort codes can be configured for each column Use any test code as a sort code, including active test codes processed by the connected instruments  Describe how to use the software to troubleshoot common errors Flashing alerts on the Samples and Instruments icons in the Command Bar indicate that a new warning (yellow) or error (red) has occurred:  Samples Errors: sample processing errors, bad barcodes, duplicate samples, and transfer errors Instruments Errors: inventory problems and permanent order errors After the screen has been accessed, the flashing color will disappear, but a yellow or red triangle will remain next to the Samples or Instruments icon until the error is resolved.  When troubleshooting errors, the Event Log can be used to find information:   To access, select Events from the Command Bar at the top of the screen Archive limit is 90 days Another useful option for troubleshooting is the ability to temporarily disable a test. Select Next to continue.   In addition to the ability to connect up to three instruments, the VersaCell X3 system hardware updates include the following: 8-position priority drawer Covers that swing out to open (front and interface wheel covers)  New gripper design E-stop location moved to the center New monitor / keyboard Note: VersaCell systems with Expansion Pack have the new monitor and keyboard, but do not include the other hardware updates. Hardware Differences Learn about the hardware differences. Base ImageHotspotsText BlocksImage File The location of the emergency stop button has been moved to the center and recessed. The monitor has an extended arm reach to improve access to the drawers, as well as a larger keyboard with number pad. The bracket for the new 22 inch touch screen monitor and keyboard can be mounted either on the left or the right of the VersaCell X3 system.   The keyboard and mouse are adhered with Velcro to the base enabling it to be tilted out of the way.  There is a lock button on the keyboard for cleaning.  The membrane is replaceable if needed. The main doors now swing out to open, which makes the doors easier and safer to open.   The gripper fingers have been re-designed and now require a total of only 4 o-rings. There is a new cover on the robotic arm. In addition to the 4 routine 50 position drawers there is a new 8- position priority drawer. The four 50 position drawers come with an automatic soft close feature. They need only be lightly pushed in about 3/4 of the way, and then they will draw in automatically to close.   The system utilizes the current SDX-07 racks that can accommodate both round and flat bottom tubes and archiving.  The system also supports the use of older SMS-04 racks, as well as the new archive-able Hitachi rack carriers (Hitachi racks with unique barcodes). The interface wheel cover now swings out to open.  Loading samples tubes onto the VersaCell X3 system has not changed, however the drawers now have a soft-close feature.     The screen that appears when a drawer is closed now has the following options: Start from First Position: Clears existing sample tube status information.  The robotic arm starts scanning from the first position. Resume from Last Position: Resumes transfer of sample tubes from the position at which the robotic arm stopped when you opened the drawer.  The robotic arm will check every empty position.  Also included is the ability to rescan positions that had barcode, sample or transfer errors. The links describe the changes to the screens used to monitor samples and results. Software Navigation Learn more about software navigation. Base ImageHotspotsText BlocksImage File Help The Help button in the Status Bar provides access to the Help system. Command Bar   The Command Bar is visible at the top of all of the screens and provides access to the main software screens. These screens are used to view the status of the systems, samples, and test orders, as well as configure the system, perform service diagnostics, and monitor errors. Sign Off / Change User ID This button is used to sign in as a different user, or to shutdown the software. The User Name is optional and can be any combination of alpha and numeric characters. There are options to sign in as Operator, Lab Manager, or Siemens Personnel. No password is required to sign in as Operator.   Remote Communications   A green checkmark in this icon indicates that a Lab Manager or Siemens technical support representative is connected via a remote session.   VNC   These icons initiate a virtual sessions with each of the connected instruments. The arrow direction indicates the instrument (left-hand, rear, or right-hand instrument).   LIS Status   This icon indicates if the LIS status: Running - green checkmark Stopped - red X Paused - yellow vertical bars Search   Select this icon to locate a sample tube, order, or sample on the system by Sample ID, Patient ID, or Patient Name. Run and Stop   Select the Run icon to begin scanning and transferring sample tubes.   Select the Stop icon to stop movement of the robotic arm. Lock/Unlock Doors   Select this button to lock or unlock the main doors and interface wheel doors when the system is in the Stop state. Print   Select this icon to print the current screen or a report for the current screen. This area of the screen displays the real-time status of the VersaCell X3 system and each connected instrument.   Selecting one of the instrument icons opens the Instruments screen, which contains more detailed information on the instrument status and error messages. The Priority Drawer status indicator displays above the 4 standard drawers only if priority drawer is enabled.   Drawer status indicators show a tally of sample tubes in each drawer: Error - Tubes that have a problem with the sample tube, including barcode errors and insufficient sample. Delayed - Tubes that cannot complete processing because of an instrument issue. In Process - Tubes that are currently being processed. Complete - Tubes with all tests resulted.   Drawer status indicators show a tally of sample tubes in each drawer: Error - Tubes that have a problem with the sample tube, including barcode errors and insufficient sample. Delayed - Tubes that cannot complete processing because of an instrument issue. In Process - Tubes that are currently being processed. Complete - Tubes with all tests resulted. A checkmark in the upper left corner of each drawer indicates that all samples have been aspirated. A checkmark and asterisk indicates the all tubes have been aspirated, but some tests have been disabled. Test Results Learn more about test results. Base ImageHotspotsText BlocksImage File The Overview tab is used to view all orders and results. The Priority tab is used to view the orders and results for priority samples. This toolbar is used to select which samples to display.  The options in the Pre-defined Filters drop-down menu are No Filter, Tests With No Results, Tests With Results, Tests With Unsent Results, Samples Need Intervention, and Transmitted Samples. The worklist area of the screen displays all of the information for the samples designated by the filters at the top of the screen.  Individual Sample IDs or tests can be selected to perform various functions using the buttons on the right of the screen. Select the arrows next to any column heading to change the sort order. The View Details button opens the Patient Sample Detail screen.  This screen displays detailed information on the selected sample. To manually repeat a test, select the test and then select Rerun.  The VersaCell X3 system will create a new order that is identical to the original LIS order, and run the test. You can only rerun patient tests that are in Complete status, and that were ordered originally by the LIS. You cannot rerun control tests. Select Clear to remove selected orders and results from the Test Results screen. Use this function with caution. Clear records only after the attached instruments have completed processing all test orders and the VersaCell X3 system has sent all results to the LIS. To send results to the LIS, either select individual records, or select the column heading to select all the results, and then select Transmit. Select this button to requery the LIS. If the Active button is selected, the button text changes to Paused and the LIS communication pauses.  Select Paused to reactivate the LIS communication. The Test Results screen does not automatically refresh. To update the screen data at any time, select the Refresh button. Monitor System and Sample Status Learn how to monitor system and sample status. Instructions:If media does not automatically start, select the play arrow to begin.Flash File:/content/generator/Course_90008330/sim_VCX3_MonitoringStatus/sim_VCX3_MonitoringStatus.htmHTML5 File:/content/generator/Course_90008330/sim_VCX3_MonitoringStatus_HTML5/index.htmlPDF File: You can configure the system to sort sample tubes into specific columns of a sort drawer. Sorting enables you to group sample tubes for a particular reason (based on an error or a test code) into the same column in the sort drawer for easy access. The VersaCell X3 system allows for complete flexibility in how sorting is configured: Sample errors, bad barcode errors and duplicate tube errors can be configured to be sorted individually or not at all Multiple sort codes can be configured for each column Use any test code as a sort code, including active test codes processed by the connected instruments Configuring a Sort Drawer Learn how to configure a sort drawer. Instructions:If media does not automatically start, select the play arrow to begin.Flash File:/content/generator/Course_90008330/sim_VCX3_ConfiguringSort/sim_VCX3_ConfiguringSort.htmHTML5 File:/content/generator/Course_90008330/sim_VCX3_ConfiguringSort_HTML5/index.htmlPDF File: Sorting Learn about sorting. Slide NumberText BlocksCalloutsAudio ScriptImage File1 Sorting   A sort group defines which tubes are sorted into each column of the sort drawer.The same sort group can be assigned to multiple columns if desired.   Any combination of the following tubes can be configured to be part of a sort group:  Exception tubes (barcode errors, sample errors,  and duplicate samples)  Tubes with active test codes ordered - tests being run on one of the connected instruments  Tubes with user defined sort codes - orders that are not run on any of the connected instruments   Select Next to continue. Note: If audio does not automatically start, select the play arrow in the top left to begin.A sort group defines which tubes are sorted into each column of the sort drawer. Exception tubes, tubes with active test codes ordered, and tubes with user defined sort codes can all be sorted as part of a sort group. Exception tubes include barcode errors, sample errors, and duplicate samples. Active test codes are tests being run on one of the connected instruments, while user defined sort codes are test orders that are not run on any of the connected instruments. Select Next to continue. 2 Home Screen   If a sort drawer is configured, the drawer icon for that drawer will appear on the Home screen with a "Sort" label.   The sort drawer icon includes the following indicators:   Error– turns red when an exception group (sample errors, barcode errors, duplicate samples) is sorted   New Work– turns red when a sample has new work orders associated with it after it has been selected for sorting. Tubes with New Work must be returned to their original drawer to complete processing.   Group Warning– turns yellow when a sort group is 75% full   Group Full– turns red when a sort group is full     Select Next to continue. Select the number to review the corresponding text. Callouts Sort Drawer If a sort drawer is configured, the drawer icon for that drawer will appear on the Home screen with a "Sort" label. The sort drawer icon includes indicators for tubes with errors and tubes with new work orders. The sort drawer icon also posts a warning when a sort group is 75% full and an indicator when a sort group is full. Select Next to continue. 3 Removing Tubes from a Sort Drawer   You can remove tubes from the Sort drawer on a column-by-column basis.    When the Sort drawer is closed, the Scan Rack Options screen displays.   Each individual column can be selected as either Emptied or To Resume.     Select Next to continue. You can remove tubes from the Sort drawer on a column-by-column basis. When the Sort drawer is closed, the Scan Rack Options screen displays. Each individual column can be selected as either Emptied or To Resume. Select Next to continue. 4 The 8-Position Priority Drawer   Tubes from the 8-position priority drawer are not sorted.   In the following cases the operator may want to move sample tubes from the 8-position priority drawer to one of the four standard drawers:  If sample tubes from the 8-position priority drawer have sort codes ordered. Once the tubes are moved to a standard drawer, the VersaCell X3 system would then sort the tube, provided that the tests that any tests ordered on the connected instruments are completed. To be able to track the tubes for storage and later archiving.   Select Next to continue. Tubes from the 8-position priority drawer are not sorted. If sample tubes from the 8-position priority drawer have sort codes ordered, the operator can move those tubes to one of the four standard drawers. The VersaCell X3 system would then sort the tube, provided that any tests ordered on the connected instruments are completed. The operator might also want to move sample tubes from the 8-position priority drawer to one of the four standard drawers so the tubes can be tracked for storage and later archiving. Select Next to continue. 5 Sort Drawer Screen   Any time a sample requires sorting, the "Waiting to Sort" indicator displays on the sample itself on the Drawer screen until the tube is transferred to the Sort drawer.   The name of a sort group appears above the column of the drawer it is assigned to on the Sort Drawer screen.   Exceptions (sample errors, barcode errors, duplicate samples) are sorted immediately.    For sorting by test code, the tube will be sorted after all tests on that sample are resulted. When complete, select the X in the upper-right corner to close the window and continue. Any time a sample requires sorting, the Waiting to Sort indicator displays on the sample itself on the Drawer screen until the tube is transferred to the Sort drawer. Exceptions, such as sample errors, barcode errors, and duplicate samples, are sorted immediately. For sorting by test code, the tube will be sorted after all tests on that sample are resulted. Tubes from the 8-position priority drawer are not sorted. You should now be able to: Describe the folder structure from within Report Manager Run a report Export report output Flashing alerts on the Samples and Instruments icons in the Command Bar indicate that a new warning (yellow) or error (red) has occurred: Samples Errors: sample processing errors, bad barcodes, duplicate samples, and transfer errors Instruments Errors: inventory problems and permanent order errors After the screen has been accessed, the flashing color will disappear, but a yellow or red triangle will remain next to the Samples or Instruments icon until the error is resolved. When troubleshooting errors, the Event Log can be used to find information: To access, select Events from the Command Bar at the top of the screen Archive limit is 90 days   Event Log Learn more about the Event Log. Base ImageHotspotsText BlocksImage File The top area of the screen includes menus to select the date range, severity, and/or error codes to be displayed.  The options for the Date drop-down menu are: All, Previous 24 Hours, or Specific Range.   When the desired options have been selected, select the Go button to display the errors. Select Export to create a log file of events in an .xls file format in C:\VersaCell\Export. The file name format is EventLog_mm-dd-yyyy.xls. You must have Microsoft Excel installed to read this file as an Excel spreadsheet. The first column displays the error code for each error. The main area of the screen displays each event message along with a color-coded severity. The date and time that the error occurred are displayed. The Source column displays the system on which the error occurred. The User column displays the name of the user that was logged in when the error occurred. Enabling and Disabling Tests Learn how to enable and disable tests. There is a software option that allows you to temporarily disable a test.  To enable or disable a test: Ensure the system is in Stop mode. Select the Setup icon from the top Command bar. Select the Test Enable tab. Select the checkbox for any test you want to enable.  Deselect the checkbox for any test you want to disable. Select Save. Any user can enable or disable a test.  When complete, select the X in the upper-right corner to close the window and continue.    Report Manager is a web-based tool that is used to run reports, manage reports, folders, and subscriptions.  It is accessed from a URL supplied by your system administrator.  This URL links to SSRS reports on a SQL server.  The Report Manager website organizes reports into folders. Users can browse through these folders to find the report they need. Typically, report manager is used by RIS administrators and management. There are three ways to designate a sample as priority when running the VersaCell X3 system: Use the 8-position priority drawer Configure one of the four standard drawers as priority* Load the samples on the connected systems * VersaCell systems with Expansion Pack do not include the 8-position priority drawer. Process Priority Samples Learn about options for processing priority samples. Tab TitleText8-Position Priority Drawer The 8-position priority drawer is located above the other four VersaCell X3 system drawers. When the 8-position priority drawer is enabled, its tubes are scanned and processed prior to the contents in any other drawer.   To enable the 8-position priority drawer: Select the Setup icon from the top Command Bar Select the Drawers tab Select the Enabled box under Priority Drawer Select Save Note:  You can change drawer configurations after you sign in to the system and before you select the Run icon.  If you have placed the system in Run and want to change the drawer configurations, shut down and restart the software. Designate a Standard Drawer as Priority To configure a standard drawer as priority: Select the Setup icon from the top Command Bar Select the Drawers tab Select the Priority checkbox for the drawer to be used for priority samples Select Save You may use the 8-position priority drawer, or identify one standard drawer as a priority drawer, but you cannot do both. Note:  You can change drawer configurations after you sign in to the system and before you select the Run icon.  If you have placed the system in Run and want to change the drawer configurations, shut down and restart the software. Load on Connected System Priority tubes can also be processed by loading them directly on the connected system.  Any tube loaded directed on the connected system will take priority over all tubes loaded on the VersaCell X3 system, including those loaded in a priority drawer. When complete, select the X in the upper-right corner to close the window and continue. Load Tubes in 8-Position Priority Drawer Learn how to load tubes in the 8-position priority drawer. Checklist TitleChecklist TypeChecklist ContentSelect the green priority drawer buttonHTML Select the green button to the right of the 8-position priority drawer. The green button light flashes until it is safe to open that drawer. You can open the 8-position priority drawer at any time the robotic arm is not interacting with it. Select each checkbox to learn more about loading tubes in the priority drawer.   Pull the priority drawer openHTML When the light stops flashing and turns solid green, pull the drawer open.  If you do not pull the unlocked drawer open within 3 seconds, it relocks automatically and the green light turns off.   Load the sample tubesHTML Load sample tubes into the rack. Tubes can be removed or added to any open spot in the 8-position priority drawer at any time.  Close the drawerHTML Close the drawer. This action automatically locks the drawer in less than one second. The green light turns off.  All 8 positions are re-scanned every time the 8-position priority drawer is closed. All 8 positions will also be scanned if you press the green button but never open the drawer. When complete, select the X in the upper-right corner to close the window and continue.   Overbooked Priority Samples Learn about overbooked priority samples. Because constant access is allowed for the priority drawer, the priority drawer also allows for overbooking.   A sample tube is overbooked if it is being processed on a connected instrument, but cannot return to the priority drawer because the drawer is full (the operator has loaded additional tubes).   Overbooked samples whose tests have all been aspirated are listed in the Overbooked Samples area of the Priority Drawer tab on the Samples screen.   To resolve an overbooked situation, remove tubes from the priority drawer that have completed processing.   When complete, select the X in the upper-right corner to close the window and continue.