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Enterprise Blood Management System – Transfusion (EBMS-T)

EBMS-T Training Instructor Guide

Table of Contents EBMS-T Instructor Guide

Version/Revision History

Version Date Author/Editor Comment

V1.0 July 21, 2017 Ambrosia Thomas/Erin Gillogly/Chondalis Muniz

Initial version

iii July 21, 2017

EBMS-T Instructor Guide

Table of Contents1 EBMS-T INSTRUCTOR GUIDE OVERVIEW.....................................................................................................1

1.1 ABOUT THIS INSTRUCTOR GUIDE...........................................................................................................................11.2 DOCUMENT CONVENTIONS...................................................................................................................................21.3 TRAINING AGENDA.............................................................................................................................................3

1.3.1 Day 1....................................................................................................................................................31.3.2 Day 2....................................................................................................................................................31.3.3 Day 3....................................................................................................................................................41.3.4 Day 4....................................................................................................................................................41.3.5 Day 5....................................................................................................................................................4

1.4 TRAINING MATERIALS..........................................................................................................................................51.5 COURSE OVERVIEW............................................................................................................................................51.6 COMPUTER BASED TRAINING................................................................................................................................61.7 GETTING STARTED..............................................................................................................................................6

1.7.1 Student Pre-Work.................................................................................................................................61.7.2 Facilitator Pre-Work.............................................................................................................................71.7.3 General Equipment /Software Specifications.......................................................................................71.7.4 Resource Requirements........................................................................................................................81.7.5 Technology Testing..............................................................................................................................8

1.8 PRODUCT OVERVIEW..........................................................................................................................................81.9 BASIC FUNCTIONAL WORK FLOW..........................................................................................................................9

2 INTRODUCTION TO EBMS-T...................................................................................................................... 10

2.1 MODULE OVERVIEW.........................................................................................................................................102.2 OBJECTIVES.....................................................................................................................................................102.3 ACCESSING THE EBMS-T...................................................................................................................................102.4 SECURITY ROLE................................................................................................................................................112.5 HOME SCREEN.................................................................................................................................................11

2.5.1 Transfusion Toolbar...........................................................................................................................112.5.2 HCLL™ Transfusion Module Icons.......................................................................................................122.5.3 Home Screen Panes............................................................................................................................14

2.6 NAVIGATION....................................................................................................................................................152.6.1 Views..................................................................................................................................................152.6.2 Color Indicators..................................................................................................................................152.6.3 Selecting Information Bars.................................................................................................................152.6.4 Data Entry..........................................................................................................................................162.6.5 Standard Functional Buttons..............................................................................................................162.6.6 Search Functions................................................................................................................................172.6.7 Right-click Menu................................................................................................................................24

2.7 KEY POINTS AND LIMITATIONS............................................................................................................................252.8 EXERCISE – NAVIGATING EBMS-T.......................................................................................................................252.9 KNOWLEDGE CHECK..........................................................................................................................................25

3 PATIENT MODULE.................................................................................................................................... 26

3.1 OVERVIEW......................................................................................................................................................263.2 OBJECTIVES.....................................................................................................................................................263.3 ACCESSING THE MODULE...................................................................................................................................26

3.3.1 Panes.................................................................................................................................................273.4 PATIENT REGISTRY PANE....................................................................................................................................31

3.4.1 Search for a Patient............................................................................................................................31

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3.4.2 Register a New Patient.......................................................................................................................313.4.3 Patient Registration Input Form.........................................................................................................323.4.4 Copy (Link) a Patient’s Registration....................................................................................................333.4.5 Admit a Registered Patient................................................................................................................33

3.5 PATIENT ADMISSION INPUT FORM.......................................................................................................................343.5.1 Mother-Baby Link...............................................................................................................................36

3.6 PATIENT ORDER INPUT FORM.............................................................................................................................363.6.1 Cancel Order Button...........................................................................................................................383.6.2 Remove Button...................................................................................................................................383.6.3 Edit Button.........................................................................................................................................383.6.4 Add Button.........................................................................................................................................393.6.5 Add/Replicate Button.........................................................................................................................393.6.6 Accept All Button................................................................................................................................393.6.7 Comments Button..............................................................................................................................40

3.7 PATIENT SPECIMEN INPUT FORM.........................................................................................................................413.7.1 Add Button.........................................................................................................................................423.7.2 Edit Button.........................................................................................................................................423.7.3 Remove Button...................................................................................................................................423.7.4 Print Label Button..............................................................................................................................423.7.5 Comments Button..............................................................................................................................433.7.6 History Button....................................................................................................................................443.7.7 View Specimen History.......................................................................................................................44

3.8 PATIENT ANTIBODIES INPUT FORM......................................................................................................................453.8.1 Add an Antibody.................................................................................................................................463.8.2 Remove an Antibody: (Only Accessible to Tech 1 Role)......................................................................46

3.9 PATIENT ANTIGEN INPUT FORM..........................................................................................................................473.9.1 Add an Antigen:.................................................................................................................................483.9.2 Remove an Antigen: (Only Accessible to Tech 1 Role)........................................................................48

3.10 PATIENT INSTRUCTIONS INPUT FORM..............................................................................................................493.10.1 Add Patient Instructions:...............................................................................................................503.10.2 Remove Patient Instructions: (Only Accessible to Tech 1 Role)......................................................50

3.11 PATIENT COMMENTS INPUT FORM..................................................................................................................513.11.1 Add button....................................................................................................................................523.11.2 Remove Button..............................................................................................................................523.11.3 Inactivate Button (Only Accessible to Tech 1 Role)........................................................................52

3.12 ACTIVE PATIENT PANE..................................................................................................................................533.12.1 Active Patient Screen.....................................................................................................................533.12.2 Color Indicators in the Active Patient Screen.................................................................................54

3.13 RIGHT-CLICK MENU OPTIONS: ACTIVE PATIENT AND PATIENT RESULTS SCREENS.....................................................553.13.1 View..............................................................................................................................................553.13.2 Display...........................................................................................................................................583.13.3 Go To.............................................................................................................................................583.13.4 Detail.............................................................................................................................................593.13.5 Manual Duplicate Patient Search..................................................................................................603.13.6 Automatic batch Duplicate Patient Search....................................................................................603.13.7 Merge Patients (Tech 1 Users only)...............................................................................................61

3.14 PATIENT ORDER INPUT PANE.........................................................................................................................623.14.1 Patient Order Input Form..............................................................................................................623.14.2 Accessing Patient Order Input Form Screen...................................................................................62

3.15 PATIENT SPECIMEN INPUT PANE.....................................................................................................................633.15.1 Patient Specimen Input Form........................................................................................................633.15.2 Accessing the Patient Specimen Input Form..................................................................................633.15.3 Drv/Blood Product Fulfillment Search Pane...................................................................................63

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3.16 KEY POINTS AND LIMITATIONS........................................................................................................................663.17 EXERCISE – REGISTER A PATIENT.....................................................................................................................683.18 KNOWLEDGE CHECK.....................................................................................................................................68

4 SPECIMEN MODULE................................................................................................................................. 69


4.3.1 Panes.................................................................................................................................................694.3.2 Color Indicators & Specimen Status...................................................................................................704.3.3 Functional Buttons.............................................................................................................................70

4.4 ACTIVE SPECIMEN PANE....................................................................................................................................714.4.1 Active Specimen Screen......................................................................................................................714.4.2 Transfer Button..................................................................................................................................724.4.3 Receive Button...................................................................................................................................734.4.4 View Batch Button..............................................................................................................................734.4.5 Comments Button..............................................................................................................................73

4.5 SPECIMEN SEARCH PANE...................................................................................................................................744.5.1 All Specimen Screen...........................................................................................................................74

4.6 RIGHT-CLICK MENU OPTIONS: ACTIVE SPECIMEN PANE AND ALL SPECIMEN SCREEN....................................................744.6.1 Display...............................................................................................................................................754.6.2 Go To..................................................................................................................................................754.6.3 View Batch.........................................................................................................................................754.6.4 Specimen Discard...............................................................................................................................754.6.5 Specimen Transfer..............................................................................................................................764.6.6 Specimen Received.............................................................................................................................76

4.7 DISCARD SPECIMEN PANE..................................................................................................................................764.7.1 Discard Specimen...............................................................................................................................76

4.8 ACTIVE PATIENT ORDERS PANE...........................................................................................................................764.8.1 Active Patient Orders Screen..............................................................................................................774.8.2 Patient Order Search..........................................................................................................................77

4.9 ALL PATIENT ORDERS SCREEN.............................................................................................................................774.9.1 Search Button.....................................................................................................................................784.9.2 Cancel Button.....................................................................................................................................78

4.10 KEY POINTS AND LIMITATIONS........................................................................................................................784.11 EXERCISE – REGISTRATION, ADMISSION, AND RECEIVE SPECIMEN.........................................................................794.12 KNOWLEDGE CHECK.....................................................................................................................................79

5 INVENTORY MODULE............................................................................................................................... 80


5.3.1 Panes.................................................................................................................................................815.3.2 Functional Buttons.............................................................................................................................81

5.4 INVENTORY OVERVIEW PANE..............................................................................................................................825.4.1 Accessing the Inventory Overview Screen..........................................................................................82

5.5 ACTIVE INVENTORY PANE...................................................................................................................................845.5.1 Active Inventory Screen......................................................................................................................845.5.2 Receive Button...................................................................................................................................855.5.3 Ship Button.........................................................................................................................................885.5.4 Update Status Button.........................................................................................................................895.5.5 Pool Button........................................................................................................................................915.5.6 Division Button...................................................................................................................................92

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5.5.7 Product Modification Button..............................................................................................................935.6 RIGHT-CLICK MENU OPTIONS IN ACTIVE AND ALL BLOOD INVENTORY........................................................................97

5.6.1 View...................................................................................................................................................985.6.2 Display.............................................................................................................................................1035.6.3 Go To................................................................................................................................................1035.6.4 View All Comments..........................................................................................................................1055.6.5 Manage Inventory............................................................................................................................105

5.7 BLOOD INVENTORY SEARCH PANE.....................................................................................................................1065.7.1 Blood Inventory Search Form...........................................................................................................1065.7.2 All Blood Inventory Screen................................................................................................................106

5.8 INVENTORY ACTION PANE................................................................................................................................1085.8.1 Modify Product................................................................................................................................1085.8.2 Pool Product.....................................................................................................................................1085.8.3 Divide Product..................................................................................................................................1085.8.4 Ship/Transfer....................................................................................................................................1085.8.5 Receive from Transfer......................................................................................................................1095.8.6 Move Stock.......................................................................................................................................109

5.9 UPDATE STATUS PANE.....................................................................................................................................1095.10 RECEIVE BLOOD PRODUCTS PANE.................................................................................................................1095.11 KEY POINTS AND LIMITATIONS......................................................................................................................1105.12 EXERCISE – RECEIVE DERIVATIVES AND REAGENTS............................................................................................1125.13 EXERCISE – RECEIVE PRODUCTS....................................................................................................................1125.14 KNOWLEDGE CHECK...................................................................................................................................112

6 AUXILIARY (AUX) INVENTORY MODULE..................................................................................................113

6.1 OVERVIEW....................................................................................................................................................1136.2 OBJECTIVES...................................................................................................................................................1136.3 ACCESSING THE MODULE.................................................................................................................................113

6.3.1 Panes................................................................................................................................................1136.3.2 Functional Buttons...........................................................................................................................114

6.4 ACTIVE DERIVATIVES PANE...............................................................................................................................1156.4.1 Active Derivatives Screen.................................................................................................................115

6.5 DERIVATIVE SEARCH PANE...............................................................................................................................1196.5.1 Derivative Search from the Pane......................................................................................................1196.5.2 Derivative Search Form....................................................................................................................1206.5.3 Derivatives Screen............................................................................................................................121

6.6 RECEIVE DERIVATIVES PANE.............................................................................................................................1226.7 RIGHT-CLICK MENU OPTIONS: ACTIVE DERIVATIVES AND DERIVATIVES SCREEN..........................................................123

6.7.1 View.................................................................................................................................................1236.7.2 Display.............................................................................................................................................1266.7.3 Go-To...............................................................................................................................................1266.7.4 View All Comments..........................................................................................................................1286.7.5 Manage Derivatives.........................................................................................................................128

6.8 ACTIVE REAGENTS PANE..................................................................................................................................1296.8.1 Active Reagents Screen....................................................................................................................129

6.9 SEARCH REAGENTS PANE.................................................................................................................................1346.9.1 Reagent Search from the Pane.........................................................................................................1346.9.2 Reagents Screen...............................................................................................................................136

6.10 RECEIVE REAGENTS PANE............................................................................................................................1376.11 RIGHT-CLICK MENU OPTIONS: ACTIVE REAGENTS AND REAGENTS SCREEN............................................................138

6.11.1 View............................................................................................................................................1386.11.2 Display.........................................................................................................................................1426.11.3 Go-To...........................................................................................................................................142

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6.11.4 Manage Reagents.......................................................................................................................1436.12 KEY POINTS AND LIMITATIONS......................................................................................................................1456.13 EXERCISE – AUXILIARY INVENTORY................................................................................................................1456.14 KNOWLEDGE CHECK...................................................................................................................................145

7 TESTING MODULE.................................................................................................................................. 146


7.3.1 Panes................................................................................................................................................1477.3.2 Functional Buttons...........................................................................................................................148

7.4 ACTIVE PATIENT TESTS PANE............................................................................................................................1487.4.1 Active Patient Tests Screen...............................................................................................................149

7.5 ACTIVE UNIT TESTS PANE................................................................................................................................1517.5.1 Active Unit Tests Screen...................................................................................................................151

7.6 SEARCH ALL TESTS PANE.................................................................................................................................1527.6.1 All Blood Tests Screen.......................................................................................................................152

7.7 RIGHT-CLICK MENU OPTIONS IN THE TESTING MODULE........................................................................................1577.7.1 Display.............................................................................................................................................1577.7.2 Go To................................................................................................................................................1577.7.3 View History.....................................................................................................................................1587.7.4 View Reagent...................................................................................................................................1587.7.5 View Controls...................................................................................................................................1587.7.6 View All Comments..........................................................................................................................1587.7.7 Test Involvement..............................................................................................................................1597.7.8 Document.........................................................................................................................................1597.7.9 Enter Test Results.............................................................................................................................159

7.8 RESULTING A CROSSMATCH ON WORKSHEETS......................................................................................................1727.8.1 Status Updates from Crossmatch Testing........................................................................................173

7.9 BLOOD PRODUCT FULFILLMENT.........................................................................................................................1737.9.1 Drv/Blood Product Fulfillment Screen..............................................................................................1737.9.2 Right-Click Menu Options.................................................................................................................179

7.10 BLOOD TEST INVOLVEMENT PANE.................................................................................................................1827.11 REAGENT QC WORKSHEET PANE..................................................................................................................184

7.11.1 Reagent QC Worksheet...............................................................................................................1847.12 BATCH ANTIGEN TESTING (GENERAL WORKSHEET TEST CODE)...........................................................................186

7.12.1 Order Unit Antigen Form.............................................................................................................1867.13 KEY POINTS AND LIMITATIONS......................................................................................................................1877.14 EXERCISE – BATCH WORKSHEET WITH OBSERVATIONS......................................................................................1907.15 EXERCISE – SING WORKSHEET WITH OBSERVATIONS........................................................................................1907.16 KNOWLEDGE CHECK...................................................................................................................................191

8 EMERGENCY ISSUE MODULE.................................................................................................................. 192

8.1 OVERVIEW....................................................................................................................................................1928.2 OBJECTIVES...................................................................................................................................................1928.3 ACCESSING THE MODULE.................................................................................................................................1928.4 EMERGENCY ISSUE SCREEN...............................................................................................................................1928.5 FUNCTIONAL BUTTONS....................................................................................................................................1928.6 INPUT AN EMERGENCY ISSUE FOR A REGISTERED PATIENT......................................................................................1938.7 KEY POINTS AND LIMITATIONS..........................................................................................................................1968.8 EXERCISE – ISSUE AN EMERGENCY RELEASE.........................................................................................................1978.9 KNOWLEDGE CHECK........................................................................................................................................197

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9 VIEW MODULE....................................................................................................................................... 198


9.3.1 Panes................................................................................................................................................1989.4 VIEWING PATIENT INFORMATION......................................................................................................................1989.5 MODULE FUNCTION........................................................................................................................................1999.6 KEY POINTS AND LIMITATIONS..........................................................................................................................2009.7 EXERCISE – VIEW MODULE..............................................................................................................................2009.8 KNOWLEDGE CHECK........................................................................................................................................200

10 QUALITY MODULE.................................................................................................................................. 201

10.1 OVERVIEW................................................................................................................................................20110.2 OBJECTIVES..............................................................................................................................................20110.3 ACCESSING THE MODULE............................................................................................................................20110.4 PANES.....................................................................................................................................................201

10.4.1 Functional Buttons.......................................................................................................................20210.5 ACTIVE EXCEPTION PANE............................................................................................................................202

10.5.1 Active Exception Screen...............................................................................................................20210.6 EXCEPTION SEARCH PANE............................................................................................................................204

10.6.1 All Exceptions Screen...................................................................................................................20410.7 SELECTED EXCEPTION PANE.........................................................................................................................206

10.7.1 Selected Exception Screen...........................................................................................................20610.8 AUDIT SEARCH PANE..................................................................................................................................206

10.8.1 Audit Search Form.......................................................................................................................20710.9 KEY POINTS AND LIMITATIONS......................................................................................................................20710.10 EXERCISE – QUALITY MODULE.....................................................................................................................20710.11 KNOWLEDGE CHECK...................................................................................................................................207

11 REPORTS................................................................................................................................................ 208

11.1 OVERVIEW................................................................................................................................................20811.2 OBJECTIVES..............................................................................................................................................20811.3 ACCESSING THE MODULE............................................................................................................................208

11.3.1 Accessing Reports........................................................................................................................20811.3.2 Generated Reports......................................................................................................................208

11.4 MANIPULATING REPORTS (TASKBAR).............................................................................................................21011.5 REPORT PARAMETER FIELDS.........................................................................................................................21111.6 EXPORT REPORT DATA................................................................................................................................21211.7 KEY POINTS AND LIMITATIONS......................................................................................................................21211.8 EXERCISE – RUN A REPORT..........................................................................................................................21211.9 KNOWLEDGE CHECK...................................................................................................................................212

12 KNOWLEDGETRAK.................................................................................................................................. 213

13 EBMS-T TRAINING: FINAL PRACTICUM....................................................................................................214

APPENDIX A. RESOURCES.......................................................................................................................... 215

A.1 INVENTORY STATUS CODES AND DESCRIPTIONS...............................................................................................215A.2 COLOR CODING.........................................................................................................................................216

A.2.1 Patient Module................................................................................................................................216A.2.2 Active Patient Screen........................................................................................................................218A.2.3 Specimen Module.............................................................................................................................219A.2.4 Barcode Labels – Page 89 or 109.....................................................................................................219

ix July 21, 2017


A.2.5 Test Statuses and Worksheets..........................................................................................................220A.3 TESTING...................................................................................................................................................220

A.3.1 Crossmatch Testing..........................................................................................................................222A.3.2 DAT Testing......................................................................................................................................222A.3.3 Patient Blood Type Testing...............................................................................................................223A.3.4 Antibody Screen Testing...................................................................................................................224A.3.5 Unit Confirmation (RTY)...................................................................................................................224

A.4 POST TRAINING SURVEY: TRAINING...............................................................................................................225

APPENDIX B. TRAINING SCHEDULE CHECKLIST...........................................................................................226

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Table of FiguresFIGURE 1: TRANSFUSION TOOLBAR....................................................................................................................................11

FIGURE 2: HOME SCREEN PANES.......................................................................................................................................14

FIGURE 3: COLOR CODING...............................................................................................................................................15

FIGURE 4: PATIENT REGISTRATION INPUT FORM...................................................................................................................16

FIGURE 5: STANDARD FUNCTIONAL BUTTONS......................................................................................................................17

FIGURE 6: SEARCH FUNCTIONS.........................................................................................................................................17

FIGURE 7: COMPLETED CAPTION SEARCH (RESULTS HIGHLIGHTED IN GREEN).............................................................................18

FIGURE 8: FIND SEARCH FUNCTION ENTRY FORM.................................................................................................................19

FIGURE 9: FIND SEARCH FUNCTION RESULTS (HIGHLIGHTED IN GREEN).....................................................................................20

FIGURE 10: RANGE DIALOG BOX.......................................................................................................................................21

FIGURE 11: RANGE SEARCH RESULTS.................................................................................................................................21

FIGURE 12: SET SORT CRITERIA DIALOG BOX.......................................................................................................................22

FIGURE 13: SORT DIRECTION............................................................................................................................................23

FIGURE 14: SEARCH RESULTS SORTED................................................................................................................................23

FIGURE 15: RIGHT-CLICK FUNCTION..................................................................................................................................24

FIGURE 16: PATIENT MODULE ICON..................................................................................................................................26

FIGURE 17: PATIENT REGISTRATION INPUT FORM - BLANK.....................................................................................................32

FIGURE 18: SPECIMEN ICON.............................................................................................................................................69

FIGURE 19: DISCARD SPECIMEN DIALOG BOX.......................................................................................................................76

FIGURE 20: INVENTORY ICON...........................................................................................................................................80

FIGURE 21: INVENTORY OVERVIEW SCREEN........................................................................................................................83

FIGURE 22: RECEIVE BLOOD PRODUCTS FORM.....................................................................................................................85

FIGURE 23: SHIP PRODUCT FORM.....................................................................................................................................89

FIGURE 24: UPDATE LOCATION (PRODUCTS).......................................................................................................................97

FIGURE 25: PRODUCT RECEIVED......................................................................................................................................104

FIGURE 26: BLOOD INVENTORY SEARCH FORM..................................................................................................................106

FIGURE 27: INVENTORY ACTION PANE..............................................................................................................................108

FIGURE 28: UPDATE STATUS..........................................................................................................................................109

FIGURE 29: AUX INVENTORY ICON...................................................................................................................................113

FIGURE 30: DERIVATIVE SEARCH IN THE PANE...................................................................................................................119

FIGURE 31: DERIVATIVE SEARCH FORM............................................................................................................................120

FIGURE 32: DERIVATIVE SEARCH RESULTS.........................................................................................................................121

FIGURE 33: RECEIVE DERIVATIVES...................................................................................................................................122

FIGURE 34: RECEIVE DERIVATIVES PANE...........................................................................................................................122

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FIGURE 35: SEARCH REAGENTS IN THE PANE.....................................................................................................................134

FIGURE 36: SEARCH REAGENTS IN THE PANE.....................................................................................................................135

FIGURE 37: REAGENTS PANE..........................................................................................................................................136

FIGURE 38: RECEIVE REAGENTS SEARCH...........................................................................................................................137

FIGURE 39: RECEIVE REAGENTS PANE..............................................................................................................................138

FIGURE 40: TESTING ICON.............................................................................................................................................147

FIGURE 41: SINGLE WORKSHEET WITH OBSERVATIONS........................................................................................................161

FIGURE 42: BATCH WORKSHEET WITH OBSERVATIONS........................................................................................................163

FIGURE 43: BATCH WORKSHEET WITHOUT OBSERVATIONS- UNITS........................................................................................164

FIGURE 44:GENERAL WORKSHEET WITH OBSERVATIONS......................................................................................................166

FIGURE 45: GENERAL WORKSHEET WITH OBSERVATIONS.....................................................................................................168

FIGURE 46: SINGLE ELECTRONIC CROSSMATCH WORKSHEET.................................................................................................169

FIGURE 47: AD HOC WORKSHEET...................................................................................................................................170

FIGURE 48: ELECTRONIC CROSSMATCH - ISSUE..................................................................................................................178

FIGURE 49: ISSUE PRODUCT...........................................................................................................................................180

FIGURE 50: ISSUE SAFETY CHECK.....................................................................................................................................180

FIGURE 51: TRANSFUSION READY INFO............................................................................................................................181

FIGURE 52: EMERGENCY ICON........................................................................................................................................192

FIGURE 53: PRODUCT CODE SELECTION............................................................................................................................195

FIGURE 54: VIEW ICON.................................................................................................................................................198

FIGURE 55: QUALITY ICON.............................................................................................................................................201

FIGURE 56: REPORTS ICON.............................................................................................................................................208

FIGURE 57: REPORTS MENU..........................................................................................................................................209

FIGURE 58: REPORT PARAMETERS...................................................................................................................................209

FIGURE 59: REPORTS TASKBAR FUNCTIONALITY..................................................................................................................210

FIGURE 60: SAVE OPTIONS............................................................................................................................................212

FIGURE 61: TEST STATUSES............................................................................................................................................220

FIGURE 62: TEST FAMILY AND TEST RELATED WORKSHEETS.................................................................................................220

FIGURE 63: TEST FAMILY AND TEST RELATED WORKSHEETS CONTINUED.................................................................................221

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Table of TablesTABLE 1: INSTRUCTOR GUIDE DESCRIPTION...........................................................................................................................1

TABLE 2: HCLL™ TRANSFUSION MODULE ICONS.................................................................................................................12

TABLE 3: ABORH FIELD..................................................................................................................................................27

TABLE 4: ABSC OF RECORD FIELD.....................................................................................................................................27

TABLE 5: ANTIBODIES, ANTIGENS, INSTRUCTIONS AND COMMENTS.........................................................................................28

TABLE 6: TESTING STATUS................................................................................................................................................28

TABLE 7: PREVIOUSLY TRANSFUSED (TX’D).........................................................................................................................28

TABLE 8: TRANSFUSION READY STATUS (TXRDY)..................................................................................................................28

TABLE 9: TRANSFUSION REACTION STATUS (TXRX)...............................................................................................................28

TABLE 10: ELECTRONIC CROSSMATCH ELIGIBILITY INDICATORS................................................................................................29

TABLE 11: PATIENT MODULE FUNCTIONAL BUTTONS............................................................................................................30

TABLE 12: PATIENT ADMISSION INPUT FORM......................................................................................................................35

TABLE 13: ADD NEW ORDER SCREEN FIELDS.......................................................................................................................37

TABLE 14: PATIENT SPECIMEN INPUT FORM CHART..............................................................................................................41

TABLE 15: PATIENT ANTIBODIES INPUT FORM CHART............................................................................................................45

TABLE 16: PATIENT ANTIGENS INPUT FORM CHART..............................................................................................................47

TABLE 17: PATIENT INSTRUCTIONS INPUT FORM CHART........................................................................................................49

TABLE 18: PATIENT COMMENTS INPUT FORM CHART...........................................................................................................51

TABLE 19: ELECTRONIC CROSSMATCH ELIGIBILITY INDICATOR.................................................................................................54

TABLE 20: COLUMN INDICATOR........................................................................................................................................54

TABLE 21: TRANSFUSION READY INDICATOR........................................................................................................................55

TABLE 22: DRV/BLOOD PRODUCT FULFILLMENT SEARCH.......................................................................................................65

TABLE 23: SPECIMEN STATUS AND COLOR INDICATORS.........................................................................................................70

TABLE 24: FUNCTIONAL BUTTONS.....................................................................................................................................70

TABLE 25: INVENTORY MODULE FUNCTIONAL BUTTONS........................................................................................................81

TABLE 26: STATUSES OF BLOOD PRODUCTS AND DERIVATIVES (INVENTORY OVERVIEW PANE)......................................................82

TABLE 27: ACTIVE INVENTORY STATUSES............................................................................................................................84

TABLE 28: RECEIVE BLOOD PRODUCTS CHART.....................................................................................................................87

TABLE 29: BLOOD PRODUCT FINAL STATUSES......................................................................................................................88

TABLE 30: MODIFIABLE PRODUCT STATUSES.......................................................................................................................94

TABLE 31: PRODUCT DIVISION BUTTONS............................................................................................................................98

TABLE 32: PRODUCT SHIPMENT BUTTONS..........................................................................................................................99

TABLE 33: MODIFY PRODUCTS FORM BUTTONS...................................................................................................................99

TABLE 34: ACTIVE STATUSES..........................................................................................................................................107

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TABLE 35: FINAL STATUSES............................................................................................................................................107

TABLE 36: AUXILIARY INVENTORY MODULE FUNCTIONAL BUTTONS.......................................................................................114

TABLE 37: ACTIVE DERIVATIVE STATUSES..........................................................................................................................115

TABLE 38: ACTIVE REAGENT STATUSES.............................................................................................................................129

TABLE 39: RECEIVE REAGENTS CHART..............................................................................................................................131

TABLE 40: TESTING MODULE SYSTEM FUNCTIONS..............................................................................................................146

TABLE 41: TESTING MODULE FUNCTIONAL BUTTONS..........................................................................................................148

TABLE 42: SINGLE WORKSHEET TEST TABLE......................................................................................................................162

TABLE 43: BATCH WORKSHEET TEST TABLE......................................................................................................................164

TABLE 44: PRODUCT FULFILLMENT STATUS AND STATUS CODE.............................................................................................173

TABLE 45: INVENTORY INFORMATION BAR STATUS AND STATUS CODE...................................................................................173

TABLE 46: BLOOD TEST INVOLVEMENT SCREEN CHART........................................................................................................183

TABLE 47: EMERGENCY ISSUE MODULE FUNCTIONAL BUTTONS............................................................................................192

TABLE 48: ENTER PICKUP INFORMATION BELOW DESCRIPTION..............................................................................................194

TABLE 49: VIEW MODULE.............................................................................................................................................199

TABLE 50: QUALITY MODULE FUNCTIONAL BUTTONS.........................................................................................................202

TABLE 51: AUDIT SEARCH REVIEW OPTIONS.....................................................................................................................207

TABLE 52: REPORT PARAMETERS.....................................................................................................................................211

TABLE 53: INVENTORY STATUS CODES AND DESCRIPTIONS...................................................................................................215

TABLE 54: ABORH FIELD..............................................................................................................................................216

TABLE 55: ABSC OF RECORD FIELD.................................................................................................................................216

TABLE 56: ANTIBODIES, ANTIGENS, INSTRUCTIONS AND COMMENTS......................................................................................216

TABLE 57: TESTING STATUS............................................................................................................................................217

TABLE 58: PREVIOUSLY TRANSFUSED (TX’D).....................................................................................................................217

TABLE 59: TRANSFUSION READY STATUS (TXRDY)..............................................................................................................217

TABLE 60: TRANSFUSION REACTION STATUS (TXRX)...........................................................................................................217

TABLE 61: ELECTRONIC CROSSMATCH ELIGIBILITY INDICATORS..............................................................................................217

TABLE 62: ELECTRONIC CROSSMATCH ELIGIBILITY INDICATOR...............................................................................................218

TABLE 63: COLUMN INDICATOR......................................................................................................................................218

TABLE 64: TRANSFUSION READY INDICATOR......................................................................................................................218

TABLE 65: SPECIMEN STATUS AND COLOR INDICATORS.......................................................................................................219

TABLE 66: BARCODE LABELS...........................................................................................................................................219

TABLE 67: CROSSMATCH TESTING...................................................................................................................................222

TABLE 68: DAT TESTING...............................................................................................................................................222

TABLE 69: PATIENT BLOOD-TYPE TESTING........................................................................................................................223

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TABLE 70: ANTIBODY SCREEN TESTING.............................................................................................................................224

TABLE 71: UNIT CONFIRMATION (RTY)............................................................................................................................224

xv July 21, 2017

EBMS-T Instructor Guide Overview EBMS-T Instructor Guide

1 EBMS-T Instructor Guide Overview1.1 About this Instructor Guide

This Instructor Guide offers a step-by-step guide to operating the Enterprise Blood Management System - Transfusion (EBMS-T) system by explaining the functionality and role of both Bench Tech and Tech 1 users. The guide also includes information for the instructor to use for preparing and delivering training. Module correlation is designed to follow the Training Manual and Student Workbook, used during Instructor Led Training (ILT) and Virtual Instruction Learning VILT), as well as the Computer Based Trainings (CBTs) available through EBMS-T’s Learning Management System (LMS), KnowledgeTrak (KT).

The Exercise sections of this manual provide practical exercises to ensure each learner successfully completes functional tasks while in a controlled training environment. Exercises within this guide correlate with those printed in the Student Workbook and the CBTs.

Table 1: Instructor Guide Description displays the structure of the Instructor Guide and provides a description of the document layout.

Table 1: Instructor Guide Description

Section/Subsection Title Description

About the Instructor Guide Description of the intended use and audience for the Instructor Guide.

Document Conventions Formatting and other notations used throughout the document.

Training Agenda An outline of the modules covered each day of training and the materials and exercises associated with each module.

Instructor Materials Information for instructors on the training materials, course overview, computer based training modules, and course preparation.

Product Overview Overview of the HCLL™ Transfusion portal and the EBMS enterprise.

Module 2-13Each module provides an overview of the topic and step-by-step instruction for each process. Users can reference this manual after training concludes.

Key Points Important information for users to understand after training concludes.

Instructor Notes Important and extra information to communicate to users during training delivery.

Exercises Reinforcing activities used to ensure the user understands how to complete major functions.

Final Practicum The final exam for users attending training.

Resources Additional information relevant to activities and the functionality of the system.

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1.2 Document Conventions

Convention Technique Description

Tables and FiguresIn each section, labeled Tables and Figures are cross referenced for easy access. Table and Figure titles provide a brief description of the information.

Red Blood Drop

Information in the text box should be reviewed and notated for future reference. This information will assist when dealing with navigation, system, and process issues.

Key Point

This icon indicates a key point from the current section and has a solid red border. Take note of the information in the box for future reference.

Instructor Notes

This icon indicates an instructor note for the current section and has a dark blue dashed border. Ensure the information is communicated to students during training.

Section Naming ConventionEach section is labeled in a chapter format. Each chapter and section correlates with the Computer Based Trainings (CBTs), electronic exercises/activities and Knowledge Checks (quizzes). This guide can be used along with the CBTs and VILTs.

Functional Buttons Standard buttons display within modules, panes, and screens. Pane and screen functional buttons are defined at the beginning of each module.

ProcessesProcesses are labeled in numeric order. Some processes require additional explanation. Explanations are indicated by a letter (a.b. c.) or roman numeral (i.ii.iii.).

Exercises (Activities) All exercises in the guide are available electronically. The chapter number corresponds with the exercise when accessing via KnowledgeTrak™. All activities require the user to navigate within EBMS-T for completion.

Knowledge Check (Quizzes) and Final Exam

All Knowledge Checks and the Final Exam in the guide are also available electronically. The chapter number correspond to the exercise when accessing via Knowledge Trak. All activities require navigating EBMS-T to complete.

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1.3 Training Agenda

1.3.1 Day 1

Module/ Topic Activity/Materials

Module 1 – Overview CBT/Student Workbook/Instructor Guide

Module 2 – Introduction to EBMS-T Exercise 1.0: Navigating EBMS-T Knowledge Check

Module 3 – Patient Module CBT/ Student Workbook /Instructor Guide Exercise 2.0: Register a Patient Knowledge Check

Module 4 – Specimen Module CBT/ Student Workbook /Instructor Guide Exercise 3.0: Registration, Admission, and Receive

Specimen Knowledge Check

1.3.2 Day 2


Module 5 –Inventory Module CBT/ Student Workbook /Instructor Guide Exercise 4.0: Receive Derivatives and Reagents Exercise 4.1: Receive Products Knowledge Check

Module 6 – Auxiliary (Aux) Inventory Module CBT/ Student Workbook /Instructor Guide Exercise 5.0: Auxiliary Inventory Knowledge Check

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1.3.3 Day 3


Module 7 – Testing Module CBT/Student Workbook/Instructor Guide Exercise 6.0: Batch Worksheet with Observations Exercise 6.1: Single Worksheet with Observations Knowledge Check

Module 8 – Emergency Issue Module CBT/Training Manual/Instructor Guide Exercise 7.0: Issue an Emergency Release Knowledge Check

1.3.4 Day 4


Module 9 – View Module CBT/Student Workbook/Instructor Guide Exercise 8.0: View Module Knowledge Check

Module 10 – Quality Module CBT/Student Workbook/Instructor Guide Exercise 9.0: Quality Module Knowledge Check

Module 11 - Reports CBT/Student Workbook/Instructor Guide Exercise 10.0: Run a Report Knowledge Check

1.3.5 Day 5


Module 12 - KnowledgeTrak CBT/Student Workbook/Instructor Guide Knowledge Check

Module 13 – Final Practicum CBT/Student Workbook/Instructor Guide Final Practicum

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1.4 Training Materials

Material Description

EBMS-T Training Manual and Student Workbook

A detailed guide to the standard processes for blood banking. The manual will provide an overview, step-by-step instructions accompanied by instructional images, and exercises to ensure the technician can complete each module process. Simple reference will be added based on the complexity of the module/topic.

EBMS-T Instructor Guide A detailed guide to the standard processes for blood banking, including training tips, and additional course material to enhance the VILT and ILT environment experience and to increase classroom engagement and interaction.

EBMS-T Computer Based Training Computer Based Trainings (CBTs) that offers interactive exercises performed in a simulated environment, and instructional “how to” demonstrations, creating attainable objectives. This courseware contains learning paths that support both Tech 1 and Bench Tech functionalities. The learner must pass the end of lesson assessment to mark the training complete.

PowerPoint Presentations The PowerPoint presentations provides processed content in the ILT environment. Step-by-step slides along with assigned interactive exercises and knowledge checks, located on the LMS, allows for knowledge attainment as represented in the CBT.

1.5 Course Overview

This course provides Bench Tech and Tech 1 users with the knowledge to operate the Enterprise Blood Management System - Transfusion (EBMS-T) application. The course is comprised of Instructor-Led Training (ILT), Virtual-Instructor-Led Training (VILT), and Computer Based Trainings (CBTs) elements.

The content developed for all components of this training is designed in a modular fashion to allow for repurposing in other training environments. All trainings are designed to maximize opportunities for hands-on practice for reinforcement of learning objectives.

All courseware is supplemented by instructional videos and/or practice exercises performed in a simulated environment. CBT course material reference the Student Workbook.

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1.6 Computer Based Training

Computer Based Trainings (CBTs) offer interactive exercises performed in a simulated environment, and instructional “how to” demonstrations, creating attainable objectives. These role-specific scenario-based exercises help the course participants review and gain practice on the material in a way that makes the content relevant to their job responsibilities.

CBTs are adaptable to multiple training environments. These trainings can be administered during an instructor led training (ILT), a Virtual Led Training (VLT), or completed independently. Professional voice overs accompany all CBTs. This courseware contains learning paths that support both Tech 1 and Bench Tech functionalities.

The CBTs are available through EBMS-T’s Learning Management System (LMS), KnowledgeTrak™ (KT).

Course Duration

Module 1 – Overview TBD

Module 2 – Introduction to EBMS-T TBD

Module 3 – Patient Module TBD

Module 4 – Specimen Module TBD

Module 5 –Inventory Module TBD

Module 6 – Testing Module TBD

Module 7 – Auxiliary (Aux) Inventory Module TBD

Module 8 – Emergency Issue Module TBD

Module 9 – View Module TBD

Module 10 – Quality Module TBD

Module 11 - Reports TBD

Module 12 – Knowledge Track TBD

Module 13 – Final Practicum TBD

1.7 Getting Started

Each Blood Bank facility is responsible for identifying students for each training session and will provide this information to LSI and PSI. Information about upcoming training and registration opportunities are communicated via Outlook Training Invitations and KnowledgeTrak.

1.7.1 Student Pre-Work

Download or print the EBMS-T Training Student Workbook.

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1.7.2 Facilitator Pre-Work

Send an Outlook Training Invitation and update KnowledgeTrak for EBMS-T audiences once after the training dates have bene finalized.

Send information about upcoming training via email to training participants after the training session has been defined.

Send a reminder about upcoming training and where to register for the sessions via email to training participants:

o Two weeks prior to start of trainingo One week prior to start of trainingo Daily (two days prior to start of training)

Print out a copy of the class roster to refer to when selecting volunteers to answer questions. To ensure that all participants are selected equally, record each instance that you call upon each individual participant. You may use this method of selecting volunteers for all lessons or in single instances where participation is lacking.

Locate a countdown clock to display on screen for participants during timed activities.

1.7.3 General Equipment /Software Specifications

The following specifications are the minimum PC recommendations to successfully participate in the blended Computer-Based Training (CBT) and Virtual Instructor-Led Training (VILT) courses.

Either provide participants with acceptable computers to use for the course or direct them to bring a computer with the following specifications.

Microsoft Internet Explorer 6.0 or above OR Mozilla Firefox 3.0 or above Color Monitor capable of 1024 x 768 resolution with High Color (Super Video Graphics

Array (SVGA)) External computer speakers (recommended) or headphones Keyboard (mouse recommended) Phone for scheduled sessions or integrated microphone in computer or headset Pentium-based PC, (or equivalent) 400 MHz or equivalent processor Microsoft Windows XP/7 64 MB of RAM (128 MB recommended) Microsoft .Net Framework 3.5 or better Adobe Acrobat Reader, Version 6.01 or higher Dedicated phone line to join the audio portion of the session

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1.7.4 Resource Requirements

To successfully complete the course, participants will need the following:

EBMS-T Training Manual and Student Workbook Computer that meets the software specifications listed above Access to the Internet Microphone and speaker, headset with microphone, or equivalent device(s)

1.7.5 Technology Testing

One day before VILT:o Instructors - verify training session links are active and CBTs are accessible.o Students - Test connection to training sessions

One hour before VILT:o Instructors and Students - Verify technology being used to conduct or attend

sessions is function properly.

1.8 Product Overview

The Enterprise Blood Management System - Transfusion (EBMS-T) is an enterprise wide automated information system (AIS) introduced to organize the management of blood bank and transfusion services for facilities across the Defense Health Agency/Military Health System (DHA/MHS).

EBMS-T uses the Commercial Off-the-Shelf (COTS) product HCLL™ - Transfusion developed by Mediware Information Systems, Inc. This product is configured with the Department of Defense’s (DOD) information to support the operations of multiple Transfusion Services and Distribution Centers located across the world.

The system provides users a solution to manage all aspects of the blood transfusion process while centralizing the system hardware, software, and data. EBMS-T also incorporates reporting services, via HCLL Analytics, for managing performance and metrics across the enterprise. EBMS-T integrates the KnowledgeTrak™ learning management system (LMS) to provide on-demand training and reference information to the EBMS-T user base.

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1.9 Basic Functional Work Flow

The EBMS-T is designed to follow the procedural flow of processing blood products. The diagram below displays the steps and functionality covered within this training.

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Patient Management

Patient Module Specimen Module

Inventory

Inventory Module Auxiliary Inventory Module

Testing

Testing Module Product FulfillmentProduct Modification

Final Disposition

Transfused DiscardReports Module View Module Quality Module


2 Introduction to EBMS-T 2.1 Module Overview

This module provides an overview of the EBMS-T application, access information, security roles, the Home Screen, and navigation. EBMS-T is Common Access Card (CAC) enforced with role based functional security. This prevents users without authorization from accessing administrative and supervisory functions. Users will learn how to use search options, quickly recognize the color indicators and their meanings, as well as the additional right-click menus and their available functions.

2.2 Objectives

In the Introduction to EBMS-T module, users will:

Access and log into the application Learn the different security roles in EBMS-T Navigate the Home Screen and Module Icons and Panes Identify color indicators used throughout the application Utilize the Search Function and right-click menu function

2.3 Accessing the EBMS-T

EBMS-T is a web based application that requires access via CAC. The EBMS-T portal is only accessible from the Internet Explorer browser. To access the system:

1. Navigate to the URL:<placeholder> 2. Review the DOD security banner and select the OK button.3. Log in to the EBMS-T portal using the established CAC PIN. 4. Select the appropriate facility from the Facility drop-down menu.

a. After the initial login, the system will automatically populate the facility field for subsequent logins.

5. Select Login to enter the portal.

Users are only allowed access to their designated facility. All subsequent patient tasks, including registration and admission, are associated with the logged-in facility.

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Patient Module EBMS-T Instructor Guide

2.4 Security Role

EBMS-T security features restrict user access to module functions and sensitive areas. User access is granted based on the functions necessary for job performance.

This guide reviews the functions for Tech 1 and Bench Tech Roles.

A Tech 1 user performs general functions, as well as supervisory functions. A Bench Tech user performs general functions and will not have access to the following

functionalities: o Patient Merge o Modify ABO/Rh & ABSC (Antibody Screen) results o Removal of Antibody, Antigen, Patient Instruction or Commentso Extend QC rack beyond expiration dateo Ability to review exceptions in the Quality Module

2.5 Home Screen

Upon login, the application opens to the Home Screen. The Home Screen is a Dashboard View and displays the following:

Transfusion Toolbar HCLL™ Module Icons Six Panes

2.5.1 Transfusion Toolbar

The transfusion toolbar displays the following components (Figure 1: Transfusion Toolbar):

Figure 1: Transfusion Toolbar

2.5.1.1 Main Information Bar

User’s facility information User’s ID and login time Current module Selected patient information KnowledgeTrak™ Competency Status

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2.5.1.2 System Links

Logout: Logs the user out of the system. Help: Accesses the following Help features:

o Contents - Opens a new window for online help regarding HCLL™ or EBMS-T Press CTRL+H to access the online help

o About - Provides software and system information for HCLL™o Instrumentation - Allows users to trace and log error(s)

The Home Screen is not configurable as it is hardcoded by the software manufacturer.

2.5.2 HCLL™ Transfusion Module Icons

The Transfusion Module icons are used to access the modules within the application (Table 2: HCLL™ Transfusion Module Icons). Depending on the user’s security role, access to certain module icons and toolbars maybe limited. Inaccessible modules are grayed out.

Table 2: HCLL™ Transfusion Module Icons

Icon Module/Function Description

Home ScreenWhen selected, the Home Screen opens in a Dashboard View and displays the panes outlined in Section 2.5.3 Home Screen Panes.

Patient ModuleUsed to enter, search, and edit patient data. Functions include registry, admission, input orders and specimen, and product selection and/or issue.

Specimen Module (includes Orders)

Provides access to the functions needed to manage patient orders and/or specimen. Functions include receiving, shipping, discarding, editing or searching for specimen as well as adding, editing, cancelling and searching for patient orders.

Testing Module

Provides access to the functions required to manage and document test processes. Functions include patient and/or unit testing, performing reagent QC, searching and viewing test results and invalidating and linking results.

Inventory Module

Supports the receiving, shipping, and final disposition of products. Manages and records various blood product modifications as well as tracks their storage location and provides a detailed product history for all blood products.

Auxiliary Inventory ModuleSupports the receiving, shipping, and final disposition of reagents, and derivatives at a facility.

Quality ModuleProvides access to view, review and search exceptions as well as perform audit searches.

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Icon Module/Function Description

Interface ExceptionProvides the ability to monitor and act on exceptions that result from interfaced transactions that are unsuccessfully processed. (Not in use for the DOD)

Billing ModuleCaptures billing transactions and submit by batches for transfusion services defined by the facility. (Not in use for the DOD)

Emergency ReleaseProvides the ability to track emergency issuance of blood products to a patient regardless of their status in the system (i.e., not registered or admitted).

Reports

Provides several reports that allow users to retrieve information regarding inventory, patients, quality assurance, testing, transfusion, and utilization within their facility. These generated reports can be printed and/or exported into different formats.

View ModuleProvides a means to access multiple areas of information for a patient at once. The information is read-only and only one patient record can be viewed at a time.

Refresh Updates data in the current module.

Configurator

Access to system configuration and modification functions for Tables, Master List, Forms, Security, and Test Families. (This will be greyed out for all users, except System Administrators)

HCLL Analytics

HCLL™ Analytics tool. This feature is an enterprise wide dashboard that provides daily, weekly, and monthly snapshots of data in HCLL™ based on different indicators. (This will be greyed out for all users, except ASBPO and SBPOs)

KnowledgeTrak

Allows direct access to the LMS for assigning CBT modules, tracking of training certifications and events and serves as the storage location for Informational Bulletins involving EBMS-T.

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2.5.3 Home Screen Panes

Selecting a module icon opens the Dashboard view of each module and its available pane functions.

There are six (6) panes on the Home Screen (Figure 2: Home Screen Panes):

Active Patient Pane: Used to view a facility’s current active patients as well as orders and specimens. This pane is available under the Home Screen and the Patient Module.

Patient Registry: Allows users the ability to register new patients, search and access patient records, place orders, add specimen, add enterprise viewable antibodies, antigens, patient instructions, and comments.

Order/Specimen Pane: Used to view the selected Active Patient’s Orders and Specimen. The pane also provides users the ability to access the Patient Order Input & Patient Specimen Input forms simultaneously to view and add orders for a selected patient.

Drv/Blood Product Fulfillment Pane: Used to search for products to determine if an order is complete and ready for issue as well as select non-cellular products and derivatives for product fulfillment orders. All active and historical product fulfillment orders can be searched and viewed.

Inventory Overview: Provides a visual snapshot of available blood products and derivative inventory. It offers easy access to products and is color coded to quickly identify a facility’s needs.

Audit Search: Select an audit type and search criteria to display the appropriate audit information.

Figure 2: Home Screen Panes

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2.6 Navigation

2.6.1 Views

Every module is displayed in a dashboard view consisting of panes that support module functionality. There are multiple ways to view modules and to open panes to view additional information and perform different functions.

Module viewing options in HCLL™:

The Dashboard View - this is the default view for all modules, selecting the dashboard button , will return the user to the default view after accessing another view.

Dashboard Detail button - this displays the module in a free-floating format, without taskbars or module icons; also known as undocking. Some screen resolutions may not allow full view of the module, undocking allows the user to view all information.

Pane viewing options in HCLL™:

The Work View - this opens the selected pane in the main viewing area by selecting the Work View button . Other panes in the module are displayed in the Navigation column on the right-hand side of the screen

The Detail View - this view displays the selected pane without the Transfusion toolbar links or links to other module panes. This view is accessed by the Detail button .

2.6.2 Color Indicators

Some panes use color indicators to provide the status of the selected pane and view (Figure 3: Color Coding). The meaning of each color is discussed further in each module.

Color Indication

Red Stop - Discrepancy Exists

Yellow Caution

Green Go

Blue Information

Figure 3: Color Coding

2.6.3 Selecting Information Bars

To select an information bar, select anywhere on the bar. The bar highlights green indicating it has been selected. The patient’s information fills the other panes and is then available for any applicable functions within those panes.

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2.6.4 Data Entry

When accessing input forms, a variety of available fields display. Entry fields are indicated with a blue background while inactive fields, not available for data entry, are shaded in gray. Critical data fields and required fields are marked with a red asterisk * throughout the application. These field(s) must be completed to save any form(s).

Figure 4: Patient Registration Input Form

2.6.5 Standard Functional Buttons

There are several standard function buttons available when accessing panes, screens, and forms. These buttons are associated with the individual pane, screen, or form and the task performed. Use the buttons below, when appropriate (Figure 5: Standard Functional Buttons).

2.6.5.1 Search

The Search button allows users to input their required parameters and perform a search.

2.6.5.2 Advanced

The Advanced button brings the selected pane or search form to the center of the screen with additional search criteria options.

2.6.5.3 Clear

The Clear button removes all selected and input data within a form or pane.

2.6.5.4 Cancel

The Cancel button closes any form or screen without saving the entered information.

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2.6.5.5 Search MRN

Select the MRN button to generate a Medical Record Search form to search for a new patient in the selected pane or form.

1. Select the Search MRN button. The Medical Record Search box appears. 2. Enter the Full MRN and select the Search button.3. If the patient has multiple admissions the Admission Selection dialog box appears. Select

the appropriate admission and OK.4. The patient displays in the Form.

Figure 5: Standard Functional Buttons

2.6.6 Search Functions

A Search menu is available at the top of panes and screens that begin with the words Active or All. The Search menu allows users to search for and sort data displayed on the screen. (Figure 6: Search Functions).

2.6.6.1 Exact Search

As the default search, the Exact Search (Filter) locates information that matches the search criteria in the selected column.

To perform an Exact Search:

1. Select the Search plus sign (+) to expand the Search menu.2. Enter the search criterion in the field above the appropriate column header.

a. Only the information bars meeting the entered criteria will display.3. Enter additional search criteria in other fields to further narrow the search results.4. Use the Clear button or delete the data entered to undo the filter.

Figure 6: Search Functions

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2.6.6.2 Context Search

The Context Search highlights search results in the selected column.

To perform a context search:

1. Select the Search plus sign (+) to expand the Search menu.2. Select the Context Search radio button.3. Enter the search criterion in the field above the appropriate column.

a. The information bars matching the entered criteria are highlighted in green. (Figure 7:Completed Caption Search (results highlighted in green))

4. Enter additional search criteria in other fields, as needed. 5. Use the Clear button or delete the data entered to undo the filter.

Figure 7: Completed Caption Search (results highlighted in green)

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2.6.6.3 Find Button

To locate specific data on a screen containing Active or All data use the Find button.

To find data:

1. Select the Search plus sign (+) to expand the Search menu. 1. Select the Find button.

a. The Find Data dialog box appears.2. Select the Column drop-down menu from the Find Data dialog box.3. Enter the applicable column value in the Search Value field (Figure 8: Find Search

Function Entry Form).4. The Starts With checkbox is selected by default. Clear the checkbox to perform an

exact search. a. There are two options when completing a Find search:

1. Find Next finds the next information bar in the list matching the criterion and highlights it green.

2. Find All locates all information bars on the screen matching the criterion. 5. The information bars matching the find criterion are highlighted green (Figure 9: Find

Search Function Results (highlighted in green). 6. To exit the Find dialog box, select the Close button.

Figure 8: Find Search Function Entry Form

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Figure 9: Find Search Function Results (highlighted in green)

2.6.6.4 Range

To filter the data by Range:

1. Select the Search plus sign (+) to expand the Search menu. 2. Select the Range button.

a. The Select Range dialog box opens.3. Double click or drag the desired column headings from the Available Column(s) section

on the left to the Filtered Columns section on the right.a. Under the Filtered Columns section, the available options populate in the Min and

Max Value fields (Figure 10: Range Dialog Box).b. If multiple columns are selected, the first data range takes priority in the filter.

4. The information in the Min Value and Max Value drop-downs are dependent upon which column is selected. Select the value from the appropriate drop-down.

5. Select Apply to populate the information bars matching the filtered column criteria. (Figure 11: Range Search Results).

6. Select the Undo button to clear the last filter applied, or select the Clear button to undo all applied filters.

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Figure 10: Range Dialog Box

Figure 11: Range Search Results

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2.6.6.5 Sort

To sort the data fields, use the Sort button:

1. Select the Search plus sign (+) to expand the Search menu. 2. Select the Sort button. The Set Sort Criteria dialog box opens. (Figure 12: Set Sort

Criteria Dialog Box)3. Double click or drag the desired Available Column(s) value to the Sorted Columns

section.4. Under the Sorted Columns section, select the appropriate Sort Direction from the drop-

down button list, Ascending or Descending. (Figure 13: Sort )a. If multiple columns are selected, the first data range takes priority in the filter.

5. Select Apply to sort the column. (Figure 14: Search Results Sorted Results).6. To exit the Sort dialog box, select the Close button. The user returns to the search results

with the sort applied.

Figure 12: Set Sort Criteria Dialog Box

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Figure 13: Sort Direction

Figure 14: Search Results Sorted

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2.6.7 Right-click Menu

Right-click menus, are available by right-clicking a field in a selected information bar. The right-click menu contains additional options not found in the primary HCLL™ transfusion menu as well as some options that are.

The Right-click menu provides access to screens and forms for viewing, entering, and editing information as well as performing tasks such as shipping, receiving, & updating the status of patients, products, derivatives, or reagents. Performing a right-click on certain fields in a selected information bar displays historical and current data.

Certain menu options display as inactive if they are not applicable to the field, screen, or user role (i.e. Bench Tech users versus Tech 1 users). The sub-menu options depending on which module and/or pane the right-click is performed. This feature is further discussed in each module. (Figure 15: Right-Click Function)

Figure 15: Right-Click Function

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2.7 Key Points and Limitations

Key Points Limitations

Migrated records from the legacy system, DBSS, will have the following information in these fields: Reg User Defined 1 - FMP/SSNReg User 2 - DBSS Reg w/site prefix (e.g. BROD1234)Enterprise # - optional need permission from SBPO for use. Reference- IB 6 October 2015 Issue Number 15

The Work View and Detail View buttons allow the user to open screens or full views of each pane. There are places in the application where one view is preferred over the other. This will be discussed throughout each module, as applicable.

Users are only allowed access to their designated facility. All subsequent patient tasks, including registration and admission, are associated with the logged-in facility.

2.8 Exercise – Navigating EBMS-T

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2.9 Knowledge Check

<Placeholder>

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3 Patient Module 3.1 Overview

The Patient Module is the gateway to patient data entries. Registration and Admission are the first steps in patient management. Patient Registration brings a patient into EBMS-T, records demographic information and makes the patient visible to all facilities when performing a search.

There are five (5) panes covering various functions including: view all active patients; view, add and manage new orders and specimens; search for patients across the enterprise; register new patients; perform blood/derivative (Drv) product fulfillment functions such as selecting and issuing; and view products for patients.

The Patient Module acts as a one stop shop for all patient information and patient management functions. These functions include merging patient records, editing demographics, reconciling discrepancies, adding enterprise viewable comments, antibodies, antigens and instructions.

3.2 Objectives

In the Patient module, users will:

Access the Patient Module panes and understand their functionality Search, register, and admit new patients in the enterprise Add and remove instructions, comments, antibodies and antigens from the enterprise Identify a patient active status by reviewing color indicators such as the Electronic

Indicator (ECI) Copy (link) records of patients registered in other enterprise sites Add, edit, and cancel orders and specimen Utilize the Patient Management Functionality

3.3 Accessing the Module

To access the Patient Module, select the Patient Module icon from the HCLL™ Transfusion toolbar.

Figure 16: Patient Module icon

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3.3.1 Panes

The Patient Module includes the pane and input forms listed below. A selected patient information bar populates the patient in all panes in the Patient Module. Informational searches can be performed directly in the pane or from the Detail or Work View buttons. These buttons can also be opened full screen for additional functions. The following five panes support the Patient Module:

Active Patient Pane Patient Registry Pane Patient Order Input Pane Patient Specimen Input Pane Drv/Blood Product Fulfillment Search Pane

Demonstrate what context means as well as the various data entry and access points.

3.3.1.1 Color Indicators Table 3: ABORH Field

Color Description

Blank No current ABORH verified or no historical ABORH

Yellow Only ONE ABORH verified: current or historical.

White with Blood Type Multiple ABORH performed with identical interpretation: current or historical

Red with No Blood Type NO previous ABORH and a Truth Table Failure with Override for the first ABORH.

Red with Blood Type

ABORH discrepancy has been flagged from Previous ABORH. Interpretation does NOT match ABORH.

Table 4: ABSC of Record Field

Color Description

Blank No ABSC verified: current or historical

White Negative ABSC verified: current or historical

Yellow Positive ABSC verified: current or historical

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Once the ABSC of Record is positive, it will remain positive / yellow until a Modify ABSC is performed by a Tech 1 user to assign the type of record as negative, if subsequent ABSCs are negative and the facility wants the ABSC of Record to reflect that result.

Table 5: Antibodies, Antigens, Instructions and Comments

Color Description

Blank None on record: current or historical

Yellow One or more on record: current or historical

Red Antibody has a mismatch with Antigen or discrepancy is noted.

Table 6: Testing Status

Color Description

Blank No test bars were created

Yellow Testing has work in progress, but not completed (N, O, P)

Green All tests for the patient have reached a final status (V, Z, A)

Red Test interpretation failed the truth table and was accepted with override

Table 7: Previously Transfused (TX’D)

Color Description

N Blank N No record of the patient being transfused

Yellow Y Transfusion(s) on record

The Display Transfusion Ready Status checkbox must be selected to display color indicators for this field.

Table 8: Transfusion Ready Status (TxRdy)

Color Description

Yellow Some products are ready to be issued (transfused) to the patient

Green All products are ready to be issued (transfused) to the patient

Red No products are ready to be issued (transfused) to the patient.

Table 9: Transfusion Reaction Status (TxRx)

Color Description

Blank No transfusion reaction on record

Yellow Y Patient has had a transfusion reaction on record

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Electronic Crossmatch is optional and patient eligibility is facility defined beyond the minimum requirements set by the DOD.

Table 10: Electronic Crossmatch Eligibility Indicators

Color Description

Green Patient is eligible for an electronic crossmatch.

Red Patient is ineligible for an electronic crossmatch.

Users can access the Electronic Crossmatch Display by double clicking on the indicator.

3.3.1.2 Functional Buttons

When accessing the Patient Module, several buttons are available to access the different panes, input forms, and to perform patient functions. Table 11: Patient Module Functional Buttons provides a brief description of each button.

Table 11: Patient Module Functional Buttons

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Button Description

The Search button allows users to input required parameters and search within the pane or form.

The Registry button is used to open a blank Patient Registration Input Form.

The Admission button provides immediate access to the Patient Admission Input Form.

The Orders button provides immediate access to the Patient Order Input Form.

The Specimen button provides immediate access to the Patient Specimen Input Form.

The Antibodies button provides immediate access to the Patient Antibodies Input Form.

The Antigens button provides immediate access to the Patient Antigens Input Form.

The Instructions button provides immediate access to the Patient Instructions Input Form.

The Comments button provides immediate access to the Patient Comments Input Form.

The Search MRN button allows users to search for record by the patient’s Medical Record Number (MR#). The entire MR# is required to locate a record.


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3.4 Patient Registry Pane

3.4.1 Search for a Patient

Prior to entering a patient in the system, perform a search to determine if the patient was previously registered in the enterprise.

To search for a patient:

1. Access the Patient Registry Pane and select the Search button to open the Active Patient Search Screen.

2. The Facility list defaults to All Facilities. Enter the patient search criteria and select the OK button.

3. The Patient Results Screen displays patient information bars from across the enterprise that match the search criteria or a blank Patient Results Screen displays indicating the patient is not in the enterprise.

Do not use the Soundex for searches.

There are three scenarios for patient registration:

If a patient’s record does not exist, continue to section Register a New Patient. If a patient’s record is located and the patient is registered in another facility (or multiple

facilities), continue to Copy (Link) a Patient’s Registration. If the patient record is located and was registered at the current facility continue to Admit a

Registered Patient.

3.4.2 Register a New Patient

If the patient is not registered in HCLL™, after performing a search, or is not listed in the Patient Results Screen, the patient will require registration.

Make sure to search for the patient first! This prevents duplicate patients from being entered in the system.

When searching for a patient, do not change the Facility drop-down menu selection. The search must be done across the enterprise.

When looking at search results, make sure to check your patient’s DOB and ABO/Rh to reduce the chance of confusing your patient with someone else with the same name.

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3.4.3 Patient Registration Input Form

A blank Patient Registration form can be accessed from the Registry button located on the pane or by selecting the Registry button from the Patient Results Screen after a search.

In the Patient Registration Input Form required fields (also known as critical data fields) are marked with a red * and must have data entered to save the form. The critical data fields are listed below:

Medical Record Number (MRN) – typically the patient’s DOD ID number. If that number is not available follow site specific SOP’s.

o Note: DOD ID number is mandated by the JCWG. MRNs must be unique to the enterprise.

Patient Last Name Patient First Name Date of Birth (DOB) Sex

Figure 17: Patient Registration Input Form - Blank

Changes to critical data fields will result in a status change to any current specimen and will place them in an Exhausted (H) status. They can still be used with an override.

S+Tab can be used to system generate a unique MRN.

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3.4.3.1 To Register a New Patient:

1. Select the Registry button to open the Patient Registration Input Form2. Enter the required demographic information for the patient. 3. Enter additional information, as needed. 4. Select the Save button. The patient is now registered and can be searched by all

enterprise sites.5. Once the Patient Registration Input Form is saved, the Patient Admission Input Form

opens. Continue to Patient Admission Input Form for the next steps (3.5 Patient Admission Input Form).

3.4.4 Copy (Link) a Patient’s Registration

If a patient is listed in the search results, but is registered at another facility, the patient’s records must be copied from the previous facility. This allows the patient to be admitted and have orders and specimen applied. A link is created between the records so that changes made to locally will also be reflected in the records of other enterprise sites.

To copy (link) a patient’s registration from another facility:

1. Select or highlight the patient’s information bar.2. Select the Registry button to open Patient Registration Input Form.3. Enter or Update the demographic information.4. Select the Save button. 5. Once the Patient Registry Input Form saves, the Patient Admission Input Form opens.

Continue to Patient Admission Input Form for the next steps (3.5 Patient Admission Input Form).

When performing this procedure, notice the facility change. Also, pay attention to the blue fields, these are editable. Greyed out fields are not available.

3.4.5 Admit a Registered Patient

If the patient’s registration is for the logged in user’s facility, admit the patient

To admit a patient:

1. In the Patient Results Screen, select or highlight the patient’s record/information bar to activate the functional buttons.

2. Select the Admission button to open the Patient Admission Input Form.3. Continue to Patient Admission Input Form for the next steps (3.5 Patient Admission

Input Form).

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If there are multiple information bars for a patient, select any bar. All the records are tied to one internal patient number in the tables of the application.

Changes to critical patient demographic information will result in a status change to any current specimen and will place them into an Exhausted (H) status but can still be used with an override.

3.5 Patient Admission Input Form

Admitting a patient into the facility is the next step after searching and registering a patient.

The Patient Admission Input Form can be accessed in multiple ways:

Access the Active Patient Screen: o Select the Detail View button in the Active Patient pane.o Select or highlight the patient’s information bar to activate the functional

buttons.o Select the Admission button.

Within the Patient Registry Pane:o Perform a search (3.4.1 Search for a Patient).o From the Patient’s Results Screen, select or highlight the patient’s information

bar to activate the functional buttons. o Select the Admission button to open the Patient Admission Input Form.

Within the Patient Registry pane:o Highlight the patient’s information bar in the Active Patient pane to populate

the patient’s information in the Patient Registry pane. o Select the Admission button.

The Patient Admission Input form automatically populates after saving the Patient Registration Input Form.

To complete the Patient Admission Input Form (Table 12: Patient Admission Input Form):

1. Enter the required information in the following fields to admit the patient into the system. a. Admission D/T - defaults to the current date and time. Edit, if needed.b. Select the Admission Type from the drop-down menu.c. Account # - mandatory and needs an entry. The Account # can be specified by

site SOPs. d. Enter additional information in other fields, if required.

2. Select the Save button to close and open the Patient Order Input Form.

Automatic discharges are based on admission type. Sites may define Account Number use in their SOPs.

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Table 12: Patient Admission Input Form

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3.5.1 Mother-Baby Link

The Mother-Baby link allows a mother’s specimen to be used for neonatal crossmatch testing and provides information for reporting a mother’s Rh Immune candidacy. This process is performed on the baby’s Patient Admission Input Form.

To link mother to baby, during the admission process:

1. Select the Mother Baby Link button to open the Patient Link Form.2. Enter the mother’s MRN.3. Press Tab to move out of the field and populate the patient’s name and ABO/Rh fields.4. Select the Link button to populate the mother’s MRN in the Mother-Baby Link field on

the Patient Admission Input Form 5. Select the Save button to complete the process.

Mother is always linked (added) to baby’s Patient Admission Input Form. Mother’s MRN will display in the Mother Link field in baby’s Registration and Admission forms.

3.6 Patient Order Input Form

The Patient Order Input Form automatically populates when the Registration and Admission process is complete. Use this form to add orders to an admitted patient’s record or manage orders. This form displays all patient orders for the past 90 days for all admissions. Full use of functional buttons is dependent upon entered data.

Note that the quantity of single test orders cannot exceed 99.

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Table 13: Add New Order Screen fields

Field Name Description

Can be facility defined or users can use the S+Tab function to have the system auto assign an order number.

Four (4) drop down options: Group, Test, Product or Electronic.

Test options available are based on Type and can be facility specific.

Indicates the number of orders.

Pre-Op, Stat, Routine, ASAP

Generic site physician.

The system will default to current Update as needed.

The system will default to current. Update as needed.



A check mark in this box places orders in an A-Accepted status with a green status color once the form is saved. If orders are not marked as A-Accepted they will remain in an R-Received status with a red status color.

The Ord # does not have to be unique across the enterprise. Ordering a non-cellular product generates XM test bars for the patient. Test bars are not generated until orders are in an A-Accepted status.

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3.6.1 Cancel Order Button

Patient Orders with an Accepted (A) status can be cancelled using the Cancel Order button. Only one order can be cancelled at a time.

To cancel an order:

1. From the Patient Order Input form, under the Order section, highlight the order to cancel.2. Select the Cancel Order button. The order status is updated to C – Cancel3. Select the Save button. The message: “Testing and/or Product Fulfillment bars have been

cancelled” displays confirming the completion of the transaction.4. Select the OK button.

3.6.2 Remove Button

A patient order can only be removed using the Patient Order Input form, if it is in a Received (R) status. To enable the Remove button, highlight an order information bar with an R status. Once an order has been accepted and saved the Remove button is disabled.

To remove an order:

1. From the Patient Order Input form, under the Order Section, select or highlight the patient order information bar that is in a Received (R) status. The Remove button is enabled.

2. Select the Remove buttona. The selected patient order is removed from the form

3. Select the Save button to save the changes to the form.

3.6.3 Edit Button

Use the Edit button to update patient information for the selected order information bar using the Edit Order form.

Fields that are unable to be edited are disabled.

To edit a patient order:

1. From the Patient Order Input form, under the Order section, select or highlight a patient order information bar.

2. Select the Edit button to open the Edit Order Screen. Previously entered order information will be displayed.

3. In the Order Detail section, edit the appropriate fields.4. Select the OK button to return to the Patient Order Input Form and to view the updated

information.5. Select the Save button to save all changes to the patient order record.

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3.6.4 Add Button

Use this button to add an order to the Patient Order Input form using the Add New Order form.

To add an order:

1. From the Patient Order Input form, select the Add button. The Add New Order Screen opens.

2. Enter the required fields in the Order Detail Information for the patient. Review Table 13: Add New Order Screen fields for further guidance.

3. Select the Accept checkbox to accept the orders.

4. Select OK.

5. The entered order displays in the Order section. Add additional orders if needed by repeating steps 1-4.a. If the Accept checkbox is not selected use the Accept All button to place orders in A -

Accepted status. Test information bars are generated. Continue to step 6 to keep the orders in R - Received status. Test information bars are not generated.

6. Select the Save button and the Patient Specimen Input Form populates.

3.6.5 Add/Replicate Button

Use this button to add an order to the patient record using the same information entered for another selected order information bar in the Patient Order Input form.

To add/replicate an order:

1. From the Patient Order Input form, under the Order section, select the order information bar to be replicated.

2. Select the Add/Replicate button. The Replicate Order Screen opens.3. Under the Order Detail section, all fields except Type and Code are completed. Select

the appropriate test type and then the test code from the drop-downs.

4. Select the Accept checkbox to accept the orders, if needed.

5. Select the OK button.

6. The entered order displays in the Order Detail section. Add additional orders if needed by repeating steps 1-5.a. If the Accept button is not checked use the Accept All button to place orders in A -

Accepted status. Test information bars are generated. Continue to step 5 to keep the orders in R - Received status. Test information bars are not generated.

7. Select the Save button and the Patient Specimen Input Form populates.

3.6.6 Accept All Button

Select this button to accept all orders on the Patient Order Input form that are in “R” status. The system will place a check mark in the Accept checkbox. Once the form is saved the status updates to “A”.

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3.6.7 Comments Button

Use the Comment button to access the Order Comments Form to enter a comment for a patient order as well as inactivate comments.

A record of inactivated patient comments is maintained in Order History.

The following functions are completed from the Patient Order Input Form.

3.6.7.1 Add Order Comments

Use the Comments button to add comments to an order.

1. From the Patient Order Input Form, select the Comments button to open the Order Comments Screen.

2. Select the Add button.3. Under the Order Comment Add/Update section, use the Comment Code drop-down menu

to select a standardized system comment code or use the Free Text option. 4. The comment appears in the Order Comment section.5. Select the Save button. The Comment Input form closes.

3.6.7.2 Remove Order Comments

If a comment was entered in error, it can be removed PRIOR to saving the form and it will not display in the patient’s historical record.

While in an unsaved Order Comments form:

1. Under the Order Comments section, select the comment to remove.2. Select the Remove button. 3. The comment is removed. Select Cancel to exit the screen or follow the guidance to add

comments.

3.6.7.3 Inactivate Order Comments

Once a comment is saved, it can no longer be removed. The comment will need to be inactivated. Inactivating comments removes the comment from the Order Comments Form but the comment will remain viewable (with inactivation date and user) in the patient’s historical record.

To Inactivate a comment:

1. From the Patient Order Input form, select the Comments button. The Order Comments Input Form opens.

2. Select the comment from the Order Comments section of the form. 3. Select the Inactivate button. The Reason dialog box displays.4. Select a reason from the drop-down menu.5. Select the OK button. The Reason screen closes.6. Select the Save button to save the inactivation and close the screen.

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3.7 Patient Specimen Input Form

The Patient Specimen Input Form automatically populates during the registration and admission process. Use this form to add a new specimen to the patient’s record and manage existing specimen(s). Specimen information bars only display on this form for the past 90 days unless the specimen status is I-Indated.

Indated specimen remain on this form until they are discarded from the system.

Table 14: Patient Specimen Input Form Chart

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3.7.1 Add Button

Use this button to add a specimen information bar to the Patient Specimen Input form using the Add New Specimen form.

To add a specimen:

1. From the Patient Specimen Input form, select the Add button. The Add New Specimen Form opens.

2. Enter the required specimen information fields. (Review detailed chart for the Add New Order Screen for further guidance.)

3. Select the OK button. The entered specimen displays in the Specimen Detail section.4. Verify the information and select Save.

a. The Patient Antibodies Input Form opens.

3.7.2 Edit Button

Use this button to update information for a saved, selected specimen information bar using the Edit Specimen form.

To edit a specimen:

1. From the Patient Specimen Input form, under the Specimen section, select the specimen information bar.

2. Select the Edit button.3. Edit the available fields, noting that editing some fields may require a reason.4. Select the OK button to exit the Edit Specimen dialog box. 5. Select Save to close the Patient Specimen Input Form.

3.7.3 Remove Button

If a specimen was entered in error, it can be removed PRIOR to saving the form and it will not display in the patient’s historical record. The Remove button is only enabled in the Patient Specimen Input form when a selected specimen information bar has not been saved.

To remove a specimen:

1. From the Patient Specimen Input form, under the Specimen section, select the specimen information bar

2. Select the Remove button. The specimen information bar is removed from the form. 3. Select the Save button to complete the form.

3.7.4 Print Label Button

EBMS-T is not configured to support specimen label printers or printers that can print Barcode 39. This functionality should not be used.

This information can be found in the Known Behaviours guide.

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Use the Comment button to access the Specimen Comments Form to enter a comment for a patient order as well as inactivate comments.

3.7.5.1 Add Specimen Comments

Use the Comments button to add comments to an order.

1. From the Patient Specimen Input form select the Comments button. The Specimen Comments form opens.

2. Select the Add button.3. Under the Specimen Comment Add/Update section, use the Comment Code drop-down

menu to select a standardized system comment code or use the Free Text option. 4. The comment displays in the Specimen Comments section.5. Select the Save button to exit the screen.

3.7.5.2 Remove Order Comments


While in an unsaved specimen comment form:

1. Under the Order Comments section, select the comment to remove.2. Select the Remove button. 3. Select the Cancel button to exit the form or follow the guidance to add comments.

3.7.5.3 Inactivate Specimen Comments

Once a comment is saved, it can no longer be removed. The comment will need to be inactivated. Inactivating comments removes the comment from the Specimen Comments Form but the comment will remain viewable (with inactivation date and user) in the patient’s historical record.


1. From the Patient Specimen Input form, select the Comments button. The Specimen Comments Input Form opens.

2. Select the comment. 3. Select the Inactivate button. The Reason Screen opens.4. Select a reason from the drop-down menu. 5. Select the OK button. The Reason Screen closes. 6. Select the Save button to save the inactivation and close the screen.

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3.7.6 History Button

3.7.7 View Specimen History

To view a specimen history:

1. From the Patient Specimen Input form, under the Specimen section, highlight the specimen information bar.

2. Select the History button. The Specimen Status History Screen opens.a. This screen displays historical status information for the selected specimen.

3. When finished reviewing, click the Close button to return to the Patient Specimen Input Form.

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3.8 Patient Antibodies Input Form

The Patient Antibodies Input Form automatically populates while completing the registration and admission process. Use this form to add or remove antibodies to the patient’s record. When an antibody is added to a patient’s record, the antibody field of the patient information bar is highlighted in yellow with a “Y”. The same form can be used to add Antigens and Patient Instructions.

A ‘Y’ with a yellow background displays in the patient’s information bar Antibody/Antigen/PI column indicating the patient has one of those items attached. Users may need to refresh the screen.

If there are no other Antibodies/Antigens/PIs an ‘N’ displays in the information bar in the respective column. Removed Antibodies/Antigens/PIs can still be viewed in a patient’s historical record.

Table 15: Patient Antibodies Input Form chart

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3.8.1 Add an Antibody

1. Select the Antibodies radio button. (Antibodies is the default value.)2. Select or enter an Antibody from the Antibody drop-down menu. 3. Enter the Source in the Source field.4. Select the Add button. 5. Repeat Steps 1-4 to add additional Antibodies. 6. Select the Close button to exit the form.

3.8.2 Remove an Antibody: (Only Accessible to Tech 1 Role)

1. Within the Patient Antibodies Input Form, select the antibody information bar to be removed.

2. Select the Remove button. The Reason Screen opens.3. Select a reason from the drop-down menu or enter a reason using free text.4. Select the OK button to remove the Antibody from the patient’s active record.

Only Tech 1 users can perform this function for Antibodies, Antigens & Patient Instructions. The Remove button is greyed out for Bench Tech users.

Removed Antibodies, Antigens and Patient Instruction are still part of the patient’s historical record.

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3.9 Patient Antigen Input Form

The Patient Antigen populates while completing the registration and admission process. The Patient Antigen Input Form is used to add and remove Antigens on a patient’s record without performing testing. When an antigen interpretation is added to a patient’s record the antigen field of the patient information bar will highlight yellow with a Y. The same form can be used to add Antibodies and Patient Instructions.

Table 16: Patient Antigens Input Form Chart

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3.9.1 Add an Antigen:

1. Select the Antigen radio button. 2. Select an Antigen from the Antigen drop-down menu. 3. Select an Interpretation from the Interpretation drop-down menu.4. Enter the Source in the Source field.5. Select the Add button.6. Repeat Steps 1-5 to add additional Antigens.7. Select the Close button to exit the form.

3.9.2 Remove an Antigen: (Only Accessible to Tech 1 Role)

1. Within the Patient Antigens Input Form, highlight the Antigen information bar to be removed.

2. Highlight the Antigen and select the Remove button.3. The Reason dialog box displays. Select a reason from the drop-down menu or enter a

reason using free text.4. Select OK. The Antigen Interpretation is now removed from the patient’s active record.

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3.10 Patient Instructions Input Form

The Patient Instruction Input form populates while completing the registration and admission process. This form is used to add or remove instructions on a patient’s records. When a patient instruction is added to a patient’s record the PI field of the patient information bar highlights yellow with a Y. These instructions include special requirements. If the instruction is linked to a unit attribute that does not meet the patient’s instruction, a warning message displays during product selection. The same form can be used to add Antibodies and Patient Antigens.

Table 17: Patient Instructions Input Form Chart

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3.10.1 Add Patient Instructions:

1. Select the Patient Instructions radio button. 2. Select an Instructions call number from the Instructions drop-down menu. 3. Enter the Source in the Source field.4. Select the Add button.5. Once done, select the Close button.

3.10.2 Remove Patient Instructions: (Only Accessible to Tech 1 Role)

1. In the Patient Instruction Input Form, highlight the instruction to be removed. 2. Select the Remove button.3. The Reason dialog box displays. Select a reason from the drop-down menu or enter a

reason using free text.4. Select the OK button. The instruction is now removed from the patient’s active record.

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3.11 Patient Comments Input Form

The Patient Comments Input Form populates when completing the registration and admission process. Use this form to add, view, and inactivate patient specific comments within the patient’s record. When a comment is added to a patient’s record, the comment field of the patient information bar highlights yellow with a Y. Inactivated comments are still visible in a patient’s historical record. Standardized system comments or Free Text comments can be added to all Comment Input Forms in EBMS-T.

Table 18: Patient Comments Input Form Chart

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3.11.1 Add button

To add a Comment:

1. Select the Add button to add a comment line to the Patient Comments section.2. In the Patient Comment Add/Update section, select the appropriate comment code from

Comment Code drop-down menu to add it to the form or select FT for Free Text. a. FT- Free Text, when selected an Edit Comment dialog box displays allowing the

user to enter a free text comment. b. Select the OK button to add the comment to the form.

3. To add additional comments, repeat steps 1 and 2.4. Once done, select the Save button.

Patient Comments are viewable enterprise wide. There is a character limit of 255 for free text comments. If the comment is greater than 145 characters it will not all display in the comment section and the description will be yellow indicating that more details are available. To view the full description, roll over the description with the cursor.

3.11.2 Remove Button


To remove a comment:

1. From an unsaved Patient Comment Input form, select the comment to be removed from the form. The Remove button is now enabled.

2. Select the Remove button and the comment is removed from the Patient comments section of the form.

3. Select the Cancel button to exit the form.

3.11.3 Inactivate Button (Only Accessible to Tech 1 Role)

Once a comment is saved, it can no longer be removed, it will need to be inactivated. Inactivating comments removes the comment from the Patient Comments Input Form but the comment will remain viewable (with inactivation date and user) in the patient’s historical record.


1. From the Patient Comments Input form, under the Patient Comments section, select the comment information bar to be inactivated.

2. Select the Inactivate button which will generate the Reason dialog box.3. Select a reason from the drop-down menu or enter a reason using Free Text. 4. Select the OK button to close the Reason dialog box. The comment bar displays an

Inactivate Tech 1 and D/T. 5. Select the Save button to save the inactivation and close the screen.

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3.12 Active Patient Pane

The Active Patient pane displays Active Patient record information bars for the current facility. Displayed patient information includes name, DOB and MRN. Patients that are not active are located by completing a Patient Search through the Patient Registry pane. Highlighting a patient information bar in the Active Pane populates the four other panes with the selected patient’s information. Use either the Work View or Detail View button to access the Active Patient Screen for additional information and functionalities.

The Work View is an expanded view of the Active Patient Pane. The Right-click menu and search are available for use but the patient form buttons do not display.

3.12.1 Active Patient Screen

For the patient to display as an Active Patient they must be admitted to the facility and/or meet one of the following:

The patient has unaccepted orders The patient has tests which are not in a final status (ex N, O, P) The patient has products that are not in a final status

The Active Patient Screen consists of patient information bars in a grid format. Users can view and edit patient information, display historical data, add orders and specimens to patients, as well as enterprise viewable information. In the name field of the patient information bar, every patient will have an Electronic Crossmatch Indicator (ECI). The ECI is only visible when the information bar is selected. Electronic Crossmatch is optional and patient eligibility is facility defined beyond the minimums set by the DOD. Patient management functions such as duplicate patient searches, manual patient discharge, and handling discrepant ABO/Rh and/or ABSCs are all possible in the Active Patient Screen. There are seven function buttons that are enabled once a patient information bar is selected.

The EC handout for JCWG set the minimums and the option to turn on this capability in the 2016 upgrade.

Users can access the Electronic Crossmatch Display by double-clicking the indicator.

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Reference the associated sections for the steps to utilize the Active Patient Screen functional buttons.

Admission Button: Patient Admission Input Form Orders Button: Patient Order Input Form Specimens Button: Patient Specimen Input Form Antibodies Button: Patient Antibodies Input Form Antigens Button: Patient Antigen Input Form Instructions Button: Patient Instructions Input Form Comments Button: Patient Comments Input Form

3.12.2 Color Indicators in the Active Patient Screen Table 19: Electronic Crossmatch Eligibility Indicator

Color Description

Green Eligible patients

Red Ineligible patients

Table 20: Column Indicator

Color Description

Blank White - indicates multiple ABO/Rh types, ABSC is negative and no additional details.

Yellow Yellow - indicates initial ABO/Rh or ABSC is positive, that a process is in progress or additional information is available.

Green Green - Accepted orders, Indate specimen, tests are in a final status and/or products ready for issuing or transfusing.

Red Red - indicates a discrepancy, truth table failure, unaccepted orders or no specimen/specimen status of exhausted, rejected or expired

Users have the option to check the Display Transfusion Ready Status option which will add the field TxRdy (Transfusion Ready) to the Active Patient Screen. A column displays with a color indicator for the transfusion ready flag.

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Table 21: Transfusion Ready Indicator

Color Description

Yellow Some products are ready for issuing and/or transfusing

Green All products are ready for issuing and/or transfusing

Red No products are ready for issuing and/or transfusing

3.13 Right-Click Menu Options: Active Patient and Patient Results Screens

An additional menu of options is available when performing a right-click on fields in the patient information bar. The Active Patient and Patient Result Screens contain the same right-click menu options with the exception that patient merges can only be performed from the Patient Results Screen. The available menu depends on the selected field. The following options can be accessed:

3.13.1 View

The View sub-menu allows users to view and/or edit the following input forms: Registration, Admission, and Orphan Units.

3.13.1.1 View/Edit Patient Registration

To view or make changes to a Patient Registration Input Form the user must use the Right-click menu.

1. Right-click the information bar.2. Select View. 3. Select Registration. The Patient Registration Input displays.4. If changes are needed, select the Edit form button. Fields that can be edited or have

additional information added are blue, un-editable fields are grey. a. Edits made to critical fields generate an exception for review in the Quality

module. 5. Select the Save button.

a. This may generate another Reason dialog box depending upon the form edits. Complete and select OK.

Specimen are exhausted and the products released.

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For records that are copied (linked) from other enterprise sites, demographic edits to the Patient Name and MRN will apply to the logged in user’s facility ONLY and will not update the records in other facilities. Edits to the DOB or Sex will change those fields in all linked records.

When edits are made to the Name or MRN in the Patient Registration Input form the user will be asked if they want to create an alias. Creating an alias allows the patient to be searched by either name or MRN.

Always perform demographic edits PRIOR to creating orders or specimen or wait until after all patient testing is complete and products have been fulfilled.

3.13.1.2 View/Edit Patient Admission Record

This is where users view an admission, manually discharge patients and admit patients that have been brought in via the Emergency Issue module.

Keep in mind that system performance is affected by the volume of active patient admissions in EBMS-T.

There is an automatic batch job to discharge patients. Users will need to go to the admission form and add an Admission D/T & a value in the Account# field so that the patient can be discharged manually or automatically.

3.13.1.2.1 To View a Patient Record:

1. Right-click the information bar.2. Select View.3. Select Admission.

a. If the patient has multiple admissions, the Admission dialog box displays, listing all admissions with the most recent at the top.

b. Select the desired admission record and select the OK button to continue to the Patient Admission Input Form.

4. When viewing is complete, select the Cancel button to exit the form.

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3.13.1.3 To Manually Discharge a Patient Record:

1. Right-click the information bar2. Select View. 3. Select Admission.

a. If the patient has multiple admissions, the Admission dialog box displays, listing all admissions with the most recent at the top.


4. Select the Edit button.5. Enter the Discharge Date/Time in the appropriate field.6. Press Tab to move out of the field.7. Select the Save button.

Patient Instructions 1030 (No Pregnancies or transfusions in the last 90 days) is removed upon discharge. All other Patient Instructions remain.

3.13.1.4 Admitting Emergency Issue Patients:

1. Right-click the information bar.2. Select View. 3. Select Admission.

a. If the patient has multiple admissions, the Admission dialog box displays, listing all admissions with the most recent at the top


4. Select the Edit button.5. Enter the patient’s Admission D/T in the appropriate field6. A Reason dialog box displays. Enter a Reason from the drop-down menu. 7. Select the OK button.8. Use the Tab key to move to the Account # field and enter facility defined information. 9. Press Tab to move out of the field. A Reason dialog box displays. Enter a Reason from

the drop-down menu and select the OK button.10. Select the Save button.

Refer to the Information Bulletin on KnowledgeTrak for additional information.

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Patients brought in via Emergency Issue Module are registered but the admission form will not have an admission date/time or an Account#. These are both required fields and the patient admission will remain active until this information is entered in the form.

3.13.1.5 Orphan Units

If there are orphan ADR units available for a patient that are not linked to the patient during the registration process, a user can use this function to link the product to the patient.

1. Right-click the information bar.2. Select View.3. The Orphan Unit form opens with the available orphan unit.4. Highlight the unit information bar and select the OK button.5. The product is now linked to the patient and the appropriate Patient Instruction are

applied to the patient (e.g. Directed, Reserved or Autologous Products Assigned).

3.13.2 Display

The Display menu allows users to view more detailed information related to a specific field in the information bar as well as historical data.

To access the Display sub-menu:

1. Right-click one of the following fields in the patient information bar: Antibody PI - Patient Instruction Antigen Tx’d - Previous Transfusions TxRx - Transfusion Reactions TxR, TxP, TxF, TxC and Total - Transfused red cells, platelets, plasma, cryo and

the total of all products transfused during the previous 90 days. C - Comments

3.13.3 Go To

Use the Go To menu option to modify a patient’s ABO/Rh or ABSC in their record. This function is used to record or modify a registered patient’s ABO/Rh or Antibody Screen record or to correct discrepancies. Please note, the system will not automatically create a new test bar for repeat confirmation testing. Any investigation and confirmation testing must be performed before editing. This function can only be performed by Tech 1 users.

3.13.3.1 Modifying ABO/Rh Record

1. Right-click the information bar.2. Select Go To.3. Select Modify ABO/Rh.4. Enter the User ID and CAC pin number in the dialog box.

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5. Select the OK button. The Patient Registration Input Form displays.6. Only the ABO and Rh fields can be accessed for editing7. Enter the ABO and press Tab to move out of the field and open the Reason dialog box

a. Select a Reason or the Free Text option from the drop-down menu.b. This will be captured in the Quality Modulec. Select the OK button to confirm selection and close the dialog box.

8. Enter the Rh and press Tab to move out of the field and open the Reason dialog box0 a. Select a reason from the drop-down menu.b. This will be captured in the Quality Module.c. Select the OK button to confirm selection and close the dialog box.

9. Select the Save button. An Exception dialog box displays. 10. Select a reason or Free Text from the drop-down menu and select OK. The modified

ABO/Rh result displays in the patient’s information bar.

3.13.3.2 Modifying ABSC Record

1. Right-click the information bar.2. Select Go To. 3. Select Modify ABSC Record.4. Enter the User ID and CAC pin number in the populated dialog box. 5. Select the OK button. The Patient Registration Input Form opens.

a. Only the ABSC field can be accessed for editing6. Enter the ABSC and press Tab to move out the field and open the Reason dialog box.

a. Select a Reason or the Free Text option from the drop-down menu.b. This will be captured in the Quality Modulec. Select the OK button to confirm selection and close the dialog box.

7. Select the Save button. An Exception dialog box displays. 8. Select a Reason or Free Text from the drop-down menu and select OK. 9. The modified ABSC result displays in the patient information bar.

3.13.4 Detail

The Detail sub-menu is only available when one of the following fields are selected: Specimen (S), Order (O), Testing (T), and TxRdy column (if Display Transfusion Ready Status is enabled).

To access the Detail sub-menu:

1. Right-click the O, S, T, or TxRdy field in the patient information bar. 2. Select Detail. Depending on which field is selected the following options display:

a. Specimen b. Order c. Testing d. Product Fulfillment

3.13.4.1 Reset

Use the Reset sub-menu to clear all interface exceptions, available within the Active Patient Screen. This functionality is not currently used in EBMS-T.

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To reset the interface exceptions:

1. Right-click the specimen to access the sub-menu.2. Select the Reset sub menu to manually clear the Interface Exception column.

3.13.4.2 Duplicate Patient Record Search

This function performs a search for potential duplicate records across the enterprise against patient records in the logged in user’s facility. This search can be performed manually by date range, or as a batch job at set intervals for review. Information that matches exactly in the information bars is displayed in bold. Users have the option to merge the records directly from the Duplicate Patient form as well as print the potential duplicate patient(s).

JCWG approved the batch job to run every seven days for the enterprise. In the meantime, additional manual searches may be performed.

3.13.5 Manual Duplicate Patient Search

1. In the Active Patient Pane, select any patient information bar.2. Right-click and select Duplicate Patient Record Search3. Select Run Search. The Date Range dialog box displays.4. Enter a date range to search. 5. Select the OK button.6. The message “Batch job finished successfully” displays.

a. Select the OK button.7. The message “Do you wish to view the queue file?” displays.

a. Select the Yes button.b. The results of the search display in the Duplicate Patient Form.c. If No is selected, the output remains available for viewing.

8. Users can merge, print and review all potential duplicate records.

3.13.6 Automatic batch Duplicate Patient Search

1. In the Active Patient Pane, select any patient information bar.2. Right-click and select Duplicate Patient Record Search.3. Select Search Output.4. Depending on the interval set to generate the batch, the queue displays all records in the

range. 5. Users can merge, print and review all potential duplicate records.

3.13.7 Merge Patients (Tech 1 Users only)

Use this function to merge duplicate patient records. Note: users are only able to merge records that are in their facility. Records from other enterprise facilities must first be copied (linked) into the user’s facility. This can only be performed in the Patient Results Screen.

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1. Once the records are located ensure both records are in the logged in user’s facility. 1. If not, the record will need to be copied (Linked), refer to Copy (Link) a Patient’s

Registration for additional guidance. 2. Right-click the first record. 3. Select Patient Merge4. Select Mark Record One.5. Right-click the second record. 6. Select Patient Merge.7. Select Mark Record Two.

a. If the patient selected is also registered in other facilities the message displays: “Patient also exists in other facility, do you wish to continue with merge?”.1. Select Yes to continue.2. Select No to end the process.

b. The system will request approval to disregard field(s) that may have different information before moving on. 1. Select Yes to continue. 2. Select No to end the process.

c. The Patient Merge form displays in three sections:1. Patient One 2. Patient Two 3. Merged Patient

d. The user has 2 options:1. Select 1 of the records to be the primary data for the merged record.

i. Select All Patient 1 or All Patient 2 to copy the appropriate information into the Merged Patient form. Type in any additional information in the Merged Patient form if required.

2. Enter data directly in the Merged Patient Form.i. Enter data directly into the Merged Patient Form or copy information from either

record and paste it in the desired fields.8. Select the Save button and the Reason dialog box displays.9. Select an exception from the Reason drop-down menu or enter a reason using Free Text.10. Select the OK button to merge the records into one.

a. An alias MRN is created whenever patient records are merged. If there is a different patient name in the merged records, the system will ask whether an alias name should be created.

There is a new patient exception reason code for patient merges.

It does not matter which record is marked 1 or 2. This is for informational purposes as the system will generate an exception (P MRG) in all facilities that contain the merged patients record to alert them of the update.

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All Antibodies, Antigens or Patient Instructions from BOTH patient records will be in the Merged Patient Form and can only be removed after the merge is complete. If the ABO/Rh and/or ABSC of record fields in each selected record do not match those fields display in red (for discrepant) in the final merged record. The discrepant fields need to be Modified and given a final blood type and/or antibody screen.

Any exceptions are captured in the Quality Module for the logged in facility as well as any sites that contain the patient record.

CAUTION: Merges must be done with extreme care as they are unable to reversed and a ticket will have to be submitted to unmerge the records.

3.14 Patient Order Input Pane

3.14.1 Patient Order Input Form

The Patient Order Input Form has its own pane in the Patient Module and is used to add orders to a patient record and manage those orders. This form displays all orders from the past 90 days and is accessible from the Home Page, as well as the Patient and Specimen Modules.

3.14.2 Accessing Patient Order Input Form Screen

From the Patient Module use the Detail or Work View buttons or the Advanced form button to open the form.

When accessing the Patient Order Input form, if the patient has only one admission it will open directly. If the patient has multiple admissions the Admission dialog box displays. Select the admission record the entered orders will be associated with and select OK to open the Patient Order Input Form.

Refer to the Patient Order Input Form section for additional functionality for the Patient Order Input Screen.

Remove Button Edit Button Add Button Add/Replicate Button Accept All Button Comments Button

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3.15 Patient Specimen Input Pane

3.15.1 Patient Specimen Input Form

The Patient Specimen Input Form has its own pane in the Patient Module, used to add specimens to a patient record and manage those specimens. This form displays specimen from the past 90 days, unless the specimen status is Indated (I). This form is accessible from the Home Page, as well as the Patient and Specimen Modules.

3.15.2 Accessing the Patient Specimen Input Form

From the Patient Module use the Detail or Work View buttons or the Advanced form button to open the form.

Refer to the Patient Specimen Input Form for additional functionality for the Patient Order Input Screen.

Add Button Edit Button Remove Button Print Label Button Comments Button

3.15.3 Drv/Blood Product Fulfillment Search Pane

The Drv/Blood Product Fulfillment pane allows users to search for active blood product fulfillment bars as well as historical product fulfillment bars. When performing the advanced search, users have the option to search for Active records (14 days) or All Records (all historical product fulfillment information). The search for patient product fulfillment information can be done multiple ways:

Highlight a patient in the Active Patient pane, this places the selected patient information in the Drv/Blood Product Fulfillment Search pane. Select the Search button.

Enter patient information directly into the search fields on the Drv/Blood Product Fulfillment Search pane and select the Search button.

Select the Advanced button or the Detail View or Work View button, to expand the Drv/Blood Product Fulfillment Search form providing more search criteria. Enter desired search parameters and select the Search button.

The number of records that can be pulled from history into memory at any time is defined by each individual facility.

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Drv/BPF- If you apply a date range as part of a search, you must fill in both dates.

In EBMS-T Active Blood Product Fulfillment records are within 14 days.

3.15.3.1 Drv/Blood Product Fulfillment Search Screen

Once the search is performed the product fulfillment bars that meet the search criteria entered display in the Drv/Blood Product Fulfillment Screen. Once a product fulfillment bar is selected, the function buttons at the bottom of the form are enabled. The available function buttons depend on the status of the bar. Users can add or cancel product fulfillment bars, select non-cellular products and derivatives for patients, issue and return products, print transfusion slips, add comments to the product fulfillment bars, and perform electronic crossmatches. There are also right-click menu options that provide additional functionality in the Drv/Blood Product Fulfillment Screen. Functional buttons and Right-click menu options are further explained in the Blood Product Fulfillment section of the Testing Module.

Product fulfillment bars display with patient names sorted in alphabetical order.

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Table 22: Drv/Blood Product Fulfillment Search

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Once the ABSC of Record is positive, it will remain positive / yellow until a Modify ABSC is performed by a Tech 1 user to assign the type of record as negative, if subsequent ABSCs are negative and the facility wants the ABSC of Record to reflect that result.

Users can access the Electronic Crossmatch Display by double clicking on the indicator.

Do not use the Soundex for searches.

Changes to critical data fields will result in a status change to any current specimen and will place them in an Exhausted (H) status. They can still be used with an override.

S+Tab can be used to system generate a unique MRN.

If there are multiple information bars for a patient, select any bar. All the records are tied to one internal patient number in the tables of the application.

Automatic discharges are based on admission type. Sites may define Account Number use in their SOPs.

Mother is always linked (added) to baby’s Patient Admission Input Form. Mother’s MRN will display in the Mother Link field in baby’s Registration and Admission forms.

Fields that are unable to be edited are disabled.

A record of inactivated patient comments is maintained in Order History.

A ‘Y’ with a yellow background displays in the patient’s information bar Antibody/Antigen/PI column indicating the patient has one of those items attached. Users may need to refresh the screen.If there are no other Antibodies/Antigens/PIs an ‘N’ displays in the information bar in the respective column. Removed Antibodies/Antigens/PIs can still be viewed in a patient’s historical record.

Only Tech 1 users can perform this function for Antibodies, Antigens & Patient Instructions. The Remove button is greyed out for Bench Tech users. Removed Antibodies, Antigens and Patient Instruction are still part of the patient’s historical record.

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Inventory Module EBMS-T Instructor Guide


Patient Comments are viewable enterprise wide. There is a character limit of 255 for free text comments. If the comment is greater than 145 characters, it will not all display in the comment section and the description will be yellow indicating that more details are available. To view the full description, roll over the description with the cursor.

For records that are copied (linked) from other enterprise sites, demographic edits to the Patient Name and MRN will apply to the logged in user’s facility ONLY and will not update the records in other facilities. Edits to the DOB or Sex will change those fields in all linked records. When edits are made to the Name or MRN in the Patient Registration Input form the user will be asked if they want to create an alias. Creating an alias allows the patient to be searched by either name or MRN.Always perform demographic edits PRIOR to creating orders or specimen or wait until after all patient testing is complete and products have been fulfilled.

There is an automatic batch job to discharge patients. Users will need to go to the admission form and add an Admission D/T & a value in the Account# field so that the patient can be discharged manually or automatically.

Patient Instructions 1030 (No Pregnancies or transfusions in the last 90 days) is removed upon discharge. All other Patient Instructions remain.

The Ord # does not have to be unique across the enterprise. Ordering a non-cellular product generates XM test bars for the patient. Test bars are not generated until orders are in an A-Accepted status.

Patients brought in via Emergency Issue Module are registered but the admission form will not have an admission date/time or an Account#. These are both required fields and the patient admission will remain active until this information is entered in the form.

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It does not matter which record is marked 1 or 2. This is for informational purposes as the system will generate an exception (P_MRG) in all facilities that contain the merged patients record to alert them of the update.All Antibodies, Antigens or Patient Instructions from BOTH patient records will be in the Merged Patient Form and can only be removed after the merge is complete. If the ABO/Rh and/or ABSC of record fields in each selected record do not match those fields display in red (for discrepant) in the final merged record. The discrepant fields need to be Modified and given a final blood type and/or antibody screen.Any exceptions are captured in the Quality Module for the logged in facility as well as any sites that contain the patient record.

When accessing the Patient Order Input form, if the patient has only one admission it will open directly. If the patient has multiple admissions the Admission dialog box displays. Select the admission record the entered orders will be associated with and select OK to open the Patient Order Input Form.

Drv/BPF- If you apply a date range as part of a search, you must fill in both dates.In EBMS-T Active Blood Product Fulfillment records are within 14 days.

Product fulfillment bars display with patient names sorted in alphabetical order.

3.17 Exercise – Register a Patient

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3.18 Knowledge Check

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4 Specimen Module 4.1 Overview

The Specimen Module allows the user to manage patient specimen, including adding, editing, discarding, transferring/shipping, storing, receiving, and searching specimen. Patient order functions are also included in this module. The management of orders including viewing, adding, editing, cancelling, and searching can all be accomplished in this module as well. Access to specimen and order management is available from the Home Screen, Patient module and Specimen module.

4.2 Objectives

In the Specimen module, users will:

Add, edit, cancel, search, and view specimen Transfer, receive and view specimen batches Discard Specimen Add, edit, cancel, search, and view orders Record Comments Utilize the Right-click menu function


To access the Specimen Module, select the Specimen icon, indicated by a single test tube, from the HCLL™ Transfusion toolbar. To access the Active Specimen Screen, or Active Patient Orders Screen, select the Detail or Work view buttons.

Figure 18: Specimen Icon

4.3.1 Panes

The Specimen Module includes the following panes that provide additional options and support when opened into full screens or a search is performed:

Active Specimen Pane Specimen Search Pane Discard Specimen Pane Active Patient Orders Pane Patient Order Search

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4.3.2 Color Indicators & Specimen Status Table 23: Specimen Status and Color Indicators

Specimen Status Definition/Color Indicator

I Indated

E Expired

J Rejected

H Exhausted

B Batch

S Shipped

L Shipped Out

D Discarded

T In Transit

4.3.3 Functional Buttons

When accessing the Specimen Module, several buttons are available to access different panes, input forms, and to perform different functions. The following table provides a brief overview of each button.

Table 24: Functional Buttons

Buttons Description

The Add button is used to add an order or specimen to the respective input form.

The Orders button provides immediate access to the Patient Order Input Form.

The Cancel Order button cancels existing orders from the selected record.

The Search button allows users to input selected criteria and perform a search.

The Specimen button provides immediate access to the Patient Specimen Input Form.

The Discard button places specimen(s) in a final disposition.

The Transfer button is used to send specimen(s) to another facility.

The Receive Button is used to receive specimen(s) from another facility.

The View Batch button allows users to see transferred and received specimen(s) for the facility.

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Buttons Description

The Comments button provides immediate access to the Comments Input Form.

The Cancel button is used to cancel orders that are in a Received (R) status

The Remove button can be used to remove an added item, prior to saving a form.

4.4 Active Specimen Pane

The Active Specimen pane displays all specimen information bars in an active status. To access the Active Specimen Screen and additional function buttons, select the Detail or Work View button.

4.4.1 Active Specimen Screen

The user must highlight a specimen information bar to activate the six function buttons located at the bottom portion of the screen.

4.4.1.1 Specimens Button

Select the Specimens button to access the Specimen Input Form. This form is used to add a new specimen to the patient’s record and manage existing specimen. Specimen information bars only display on this form for the past 90 days unless the specimen status is I (Indated). Refer to the Patient Module, Patient Specimen Input Form section for guidance on this form.

Indated specimen remain on this form until they are discarded from the system.

4.4.1.2 Discard Button

The Discard button is used to discard a specimen. Only specimen with the following statuses are eligible for discard:

I (Indate) H (Exhausted) E (Expired) B (Batch) J (Rejected) S (Shipped In)

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4.4.1.3 Discard Specimen

1. Select a specimen information bar (or multiple specimen bars) to be discarded.2. Select the Discard button. 3. The Specimen Discard form opens with the selected specimen displayed.4. Manually enter or scan the specimen number to confirm the selected specimen

information bar(s).a. The user can select the Add button to scan, or manually enter multiple specimen to

this form.5. A check mark displays in the checkbox for all scanned and manually entered specimens.

a. If a specimen needs to be removed:1. Highlight the specimen bar to enable the Remove button.2. Select Remove. The specimen will no longer be on the list.

b. Select the Clear button to clear all specimen from the form.6. Once all the specimen(s) have been added select Save.7. The message “Do you wish to print a Discard List? Select Yes or No.” displays.

a. If Yes, view and print the list.b. If No, continue to step 8.

8. Specimen will now be removed from the Active Specimen Screen and can only be searched for via the All Specimen Screen.

4.4.2 Transfer Button

4.4.2.1 Transfer a Specimen

Use the Transfer button for single or multiple specimens that need to be transferred to other facilities as well as the documentation of shipping and receiving locations through the Specimen Transfer form.

To transfer specimen:

1. Select the specimen information bar(s).2. Select the Transfer button. The Specimen Transfer form opens.3. Select the shipping location from the Transfer To drop-down menu.

a. The selected location can be within or outside the enterprise.4. Select the OK button. The Specimen Transfer Form is populated with the specimen

information bar(s). 5. Manually enter or scan the Specimen number. The checkbox next to the scanned

specimen will populate.a. Select the Add button to scan or manually input additional specimen.b. Select the Remove button to remove a selected specimen bar from the form.

6. Select the Save button. The message “Do you want to enter a comment for this batch?” displays. a. Select Yes to open the Comment input form. b. Select No to proceed without entering a comment.

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7. The system generates a dialog box listing the Batch number of the shipment and the message “Do you wish to print a Transfer List?”a. Select Yes to view and print. b. Select No to exit the form without printing.

S status is for Shipped In Specimen; L status is for Shipped Out specimen.

4.4.3 Receive Button

Select this button to receive one or more specimens that have been shipped within the enterprise.

To receive specimen:

1. Select any record to enable the function buttons.2. Select the Receive button. The View Batch form opens.3. Enter the Batch Transfer Number.4. Select the OK button. The Specimen Received Screen opens.5. Manually enter or scan the Specimen Number in the Specimen # field to confirm. A

check mark populates in the specimen information bar field. 6. Repeat step 5 to confirm additional specimens, if needed. 7. Select the Comment button to add a comment to the batch, if needed.8. Select the Save button to receive the specimen.

4.4.4 View Batch Button

Select this button to view the specimen within the specified Batch Transfer Number. Alternately, the user may leave the field blank and select OK to view all specimens in all batches.

To view a specimen batch:

1. Select any specimen information bar. 2. Select the View Batch button. The View Batch Screen opens. 3. Enter the Batch Transfer Number (BTN). 4.

a. Leave the field blank to view all specimens in all batches.5. Select the OK button.6. The View Batch results display all specimen. Additional functions such as view

information and add and view comment are available at the bottom of the screen.


Select the Comments button to access the Comment Input Form. Users can view, add, remove, inactivate, and save specimen comments in this form. The Comment Input form functions the same in all modules in EBMS-T, refer to Patient Module, Patient Comments Input Form for additional guidance.

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4.5 Specimen Search Pane

Use the Specimen Search form to search for specimen information bars in any status, based on the search criteria entered. Search results are displayed in the All Specimen Screen. The same search criteria are available regardless of whether the user searches directly from the pane, Advanced button, Work View or Detail View buttons.

To perform a specimen search:

1. Select the Patient radio button. 2. Enter the desired search criteria in the Specimen Search Form. 3. Select the Search button.

a. The specimen information bars display in the All Specimens Screen.

4.5.1 All Specimen Screen

Use the All Specimen Screen to view specimen of any status based on search criteria. User must highlight a specimen information bar to activate the seven function buttons located at the bottom of the screen. Except for the Search button, all other buttons have the exact same functionality as in the Active Specimen Screen. Refer to the Active Specimen Screen for standard button functionality.

4.5.1.1 Search Button

The Search button within the All Specimen Screen allows users to access the Specimen Search form and enter search criteria to perform a new search.

4.5.1.2 View and/or Edit a specimen in a Discard status

If a specimen has been incorrectly discarded within the last 90 days, it can still be retrieved and placed into an active status, if needed.

1. Search for the discarded specimen in the Specimen Search form. 2. Select the specimen information bar to enable the function buttons.3. Select the Specimens button. The Patient Specimen Input Form opens.4. In the Specimen section, highlight the information bar.5. Select the Edit button. The Edit Specimen form opens. 6. Select the appropriate status from the Status drop-down menu.

a. Changes to this field may require an exception reason. 7. Select the OK button to exit the Edit Specimen form.

a. The specimen displays in the Patient Specimen Input form with the updated status. 8. Select Save to save the change to the form.

4.6 Right-Click Menu Options: Active Specimen Pane and All Specimen Screen

A sub menu is available in both the Active and All Specimen Screens when the user performs a right-click in a selected specimen information bar. This sub menu contains functions that are in the primary transfusion screen as well as additional functions that can only be accessed from the right-click menu. Refer to the Active Specimen Screen section for more information about the standard functionality.

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The right click menu options are as follows:

4.6.1 Display

The Display option allows users to view more detailed information related to a specific field in the specimen information bar that will include active and historical data.

4.6.2 Go To

The Go To option allows users to view and edit specified input forms for the selected patient associated with the specimen information bar:

Patient Registration Patient Admission Order Input Form

4.6.3 View Batch

Performing a right click on any specimen information bar will open the View Batch form used to view and receive specimen shipped within the enterprise. Refer to the View Batch Button in the Active Specimen pane.

4.6.4 Specimen Discard

The Specimen Discard option allows users to discard specimen by performing two different functions.

Manual: opens the Specimen Discard form that allows the user to discard the selected specimen information bar(s) and the ability to scan additional specimen to the form. Refer to the Discard Button in the Active Specimen Screen.

Auto Discard: Opens a Date Range form that allows users to discard specimen that expired within the date range entered. 1. Right-click any specimen information bar2. Select Specimen Discard > Auto Discard

a. The Date Range Form opens. The user can enter the Expire From and Expire To dates for the specimen expiration range to be discarded

3. Select OK4. The message “Do you wish to print a Specimen Discard List?” displays.

a. Select Yes to print the discard list. b. Select No to continue without printing.

5. The specimen information bars that expired within the designated date range will automatically be removed from the Active Specimen Screen.

Users can view and access discarded specimen via the All Specimen screen as well as bring specimen discarded in error back to an Indated status if they have expired within the last 90 days.

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4.6.5 Specimen Transfer

The Specimen Transfer option allows users to transfer the selected specimen information bar(s). Refer to the Transfer Button in the Active Specimen Screen for more information.

4.6.6 Specimen Received

The Specimen Received option allows users to right-click anywhere on the screen to open the Specimen Received form and receive specimen shipped within the enterprise. Refer to the Receive Button section in the Active Specimen Screen.

4.7 Discard Specimen Pane

The Discard Specimen form is directly accessible in this pane. Users can scan or manually enter specimen directly into the form without accessing any other screens.

4.7.1 Discard Specimen

1. Select the Add button within the Discard Specimen form to populate a blank information bar.2. Scan or manually enter the specimen number in the Specimen # field. 3. Repeat steps 1-2 to add additional specimen to the list.4. If a specimen information bar needs to be removed from the form, highlight the bar and

select the Remove button.5. Select the Save button. 6. The message “Do you wish to print a Discard List?” displays.

a. Select Yes: Print the Discard list.b. Select No: Completes the discard.

Figure 19: Discard Specimen dialog box

4.8 Active Patient Orders Pane

The user can enter, view, cancel, edit, and add comments to patient orders within this pane. Patient Order Information bars display for the last 90 days. To access the Active Order Screen, select the Detail or Work View button.

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4.8.1 Active Patient Orders Screen

The Active Patient Orders Screen displays all active order information bars for the last 90 days. The user must highlight an order information bar to enable the function buttons at the bottom of the screen. The selected order information bar’s status will determine which function buttons are enabled. The only right-click sub menu option available is Display. The Display sub menu shows active and historical data for a field in the order information bar.

4.8.1.1 Orders Button

This button opens the Patient Order Input form for the patient of the selected order information bar. This form allows users to cancel, edit, add, and comment on orders in a patient record. Refer to the Patient Order Input Form, in the Patient Module for more information.

4.8.1.2 Cancel Button

This button is only enabled when the order information bar is in a status of “R”. Only received orders can be cancelled in the Active Patient Orders Screen.

1. Highlight the order information that is no longer needed and in “R” status.2. Select the Cancel Order button.3. The order information bar is now in a status of “C” (Cancelled).

4.8.1.3 Comments Button

Select the Comments button to access the Comment Input Form. Users can view, add, remove, inactivate, and save order comments in this form. The Comment Input form functions the same in all modules in EBMS-T, refer to Patient Module, Patient Comments Input Form section for more information.

4.8.2 Patient Order Search

Use the Patient Order Search form to search for order information bars in any status, based on the search criteria entered. Search results are displayed in the All Patient Orders Screen, and the same search criteria are available regardless of whether the user searches directly from the pane, or uses the Work View or Detail View buttons.

To perform an Order Search:

1. Enter search criteria in the Patient Order Search Form and select the Search button.2. The order information bars that match the search criteria display in the All Patient Orders

Screen.

4.9 All Patient Orders Screen

Use the All Patient Orders Screen to view patient orders of any status based on search criteria. The user must highlight an order information bar to activate the five function buttons located at the bottom of the screen. Except for the Search and Cancel buttons, all other buttons and right-click menu options have the same functionality as in the Active Patient Order Screen. Refer to the Active Patient Orders Screen for standard button functionality.

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4.9.1 Search Button

The Search button within the All Patient Orders Screen allows users to access the Patient Order Search form and enter search criteria to perform a new search.

4.9.2 Cancel Button

The Cancel button allows users to close out of the All Patient Orders Screen.



Specimen data cannot be received within a batch. An individual patient record must first be selected to manually receive a specimen via the Specimen Input Form.

The system will not cancel Order Information bars if:

o The Testing and/or Product Information Bars (PF) have been used.

o The Testing information bar cannot be canceled.

o The PF bar has been used.

Specimen Information Bars only display for 90 days in the Active Specimen Screen and Specimen Input Form unless the specimen status is “I” (Indated).

The system automatically cancels Testing information bars in “N” (Not Tested) status if the Order information bar(s) are cancelled.

A specimen number can be recycled if it was originally assigned to a specimen that is now expired and discarded and if it is going to be used for a different patient.

The system automatically cancels all Transfusion Ready PF bars (not issued/presumed transfused) and they are updated to a status of “C” (Cancel).

A Date of Birth (DOB) edit rendered from a neonate DOB to an adult DOB will result in a specimen expiration of three days.

Users are only able to cancel batch orders containing the same status in both the Active and All Patient Order Screens, but these order information bars need to be in a Received (R) status not an Accepted (A) status.

EBMS-T is not configured to support specimen label printers or printers that can print Barcode 39. Users should not use this functionality.

Users can view and access discarded specimen via the All Specimen screen as well as bring specimen discarded in error back to an Indated status if they have expired within the last 90 days.

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4.11 Exercise – Registration, Admission, and Receive Specimen

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5 Inventory Module 5.1 Overview

The Inventory Module provides inventory management of blood products for each site in the enterprise. Receiving, shipping and tracking of all blood products are a few of the functionalities covered in this module.

Users can quickly view, search and sort all active products, as well as products in a final disposition. There are visual indicators on the overview screen for reviewing inventory by type, group, and age of products, as well as color indicators to identify if threshold levels are met. Product modifications are performed through function buttons, right-click menu options, and the inventory action pane. Updates to a products status, such as discard, quarantine and transfused can all be made within the Inventory Module. Users can also view a blood product history, from receipt to final disposition, and perform searches on products in any status throughout the entire enterprise.

5.2 Objectives

In the Inventory module, users will:

View Active Blood Products and the Inventory Overview Receive Blood and Blood Products View Product History Search the Inventory Ship Blood Products within and Outside of the Enterprise Update Product Status Upload Blood Product Invoice Product Modification


To access the Inventory Module, select the Inventory icon, from the HCLL™ Transfusion toolbar.

Figure 20: Inventory Icon

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5.3.1 Panes

The Inventory Module includes the following panes that provide additional options and support when opened into full screens or a search is performed:

Active Inventory Pane Blood Inventory Search Pane Inventory Overview Pane Error: Reference source not found Update Status Pane Receive Blood Products Pane


When accessing the module, standard function buttons display at the bottom of specified screens. These buttons connect the user to the corresponding form or screen for the selected information bar. Review Table 25: Inventory Module Functional Buttons to determine the appropriate use.

Table 25: Inventory Module Functional Buttons

Button Description

The Receive button provides access to the Receive Blood Products form.

The Ship button provides access to the Ship Products form.

The Update Status button provides access to the Update Status form.

The Pool button provides access to the Pool (Blood Products) form.

The Division button provides access to the Product Division form.

The Product Modify button provides access to the Product Modification form.

The AAA button provides access to the Add/Remove Antibodies, Antigens, Attributes form.

The Comments button provides access to the Comment Input Form.

The Move Stock button provides access to the Update Location (Products) screen.

The History button provides access to the Blood Product History of a selected product.

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Button Description

The Edit button modifies product information and is only enabled on completed forms.

The Save button saves the product information on the corresponding form or screen.

The Multi link connects the selected blood product to multiple patients. This option is only available on products previously linked to a patient, through the A/D/R field.

The Invoice button uploads PDF formatted documents for received shipment previously scanned to the local computer. The Maximum file size for an invoice is 800 kB.

The Undivide button returns blood products to its original state by accessing the Product Division (View) Form.

5.4 Inventory Overview Pane

The Inventory Overview Pane provides a visual of available blood product and derivative inventory. It is accessible from the Inventory Module and the Home Page. Site’s set their own threshold levels that display a predefined color depending on whether the level is met, below, or critical. The expiration range for each product group is color coded and correlates to the pie chart. Reference Table 26: Statuses of Blood Products and Derivatives (Inventory Overview Pane) for blood product statuses included in this pane.

Directed and Reserved blood products are included in the Inventory Overview Screen. Autologous products are not included.

Table 26: Statuses of Blood Products and Derivatives (Inventory Overview Pane)

Status Description

NT Not Tested

IN In Stock

W Work in Progress

XM Crossmatched

XX Crossmatched to Multiple Patients

S Derivatives and/or Reagents that have been shipped within the enterprise

SI Blood Products that have been shipped within the enterprise

5.4.1 Accessing the Inventory Overview Screen

The Inventory Overview may be viewed directly within the pane or by accessing the Work View or Detail View buttons. Refer to Table 26: Statuses of Blood Products and Derivatives (Inventory Overview Pane) for in pane field descriptions.

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Figure 21: Inventory Overview Screen

Optimal values are set by each site and have to be broken down by ABO/RH for each product group.

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5.5 Active Inventory Pane

The Active Inventory Pane provides an abbreviated view of product information bars in an active status. Refer to Table 27: Active Inventory Statuses for a list of Active Inventory statuses. In-pane functionality includes search and sort, as well as the right-click menu.

Table 27: Active Inventory Statuses

Status Description

Q Quarantine

IN In Stock

W Work in Progress

XM Crossmatched


IS Issued

E Expired

SI Shipped within the enterprise

NT Not Tested

EI Emergency Issue

PI Post Issue Crossmatch

5.5.1 Active Inventory Screen

The Active Inventory Screen displays active blood product fulfillment information bars and allows for product tracking from receipt to final disposition. Function buttons and right-click menu options allow for additional inventory management. The right-click menu options are covered in detail in the Right-Click Menu Options in Active and All Blood Inventory section.

Access the Active Inventory Screen from any of the following options:

Select the Detail View or Work View buttons1. The Facility Selection dialog box displays. The logged in user’s facility is the default

selection.2. Select the OK button to open the Active Inventory Screen.

From the Inventory Overview screen select any of the color-coded product’s expiration range on the pie charts to open the Active Inventory Screen. Only units that meet the criteria selected are displayed.

Users have view-only access to enterprise sites’ inventory.

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The Function buttons and their functionality are explained in the following sections.

5.5.2 Receive Button

Select the Receive Button to open a new Receive Blood Products Form. Access this form to receive blood products from locations outside of the enterprise. Refer to Figure 22: Receive Blood Products form.

The Receive Blood Products form is divided into three sections: Batch Detail, Product Detail, and Selected Product. Each section allows multiple products to be received on one form, but all products must have the same temperature requirements. Receipt temperature, special attributes, antigens, antibodies, and CMV negative status can all be captured for products on this form.

Figure 22: Receive Blood Products form

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The following functions are completed through the Receive Blood Products form.

5.5.2.1 Receive Blood Products

1. In the Batch Detail section, enter information related to the shipment. a. Use the Tab key to move through each field.

2. In the Selected Product section, enter the following required fields:a. Insp: the field defaults to S - Satisfactory

i. Select U - Unsatisfactory, to quarantine the unit b. Unit Number: (scan or manual entry)

i. Scan - Use barcode ISBT 128 to populate the Unit Number and Source fields. Note: Do not manually add the source code for ISBT 128 barcoded products. The system assigns the source code based upon the unit number scan.

ii. Manual Entry1. Enter the unit number.2. Press Tab to open the Confirm Unit No dialog box.3. Re-enter the unit number.4. Press Tab.5. Select the OK button to save the entry.

c. Fac UID: defaults to the entered ISBT 128-unit ID. d. ABO/Rh: (scan or manually enter)e. PC: (scan or manually enter)f. Exp D/T: (scan or manually enter)g. Volume (Vol) field

i. Some RBCs populate with a default volume. ii. Non-cellular products default to 0 and can be manually added upon receipt

or edited later.3. Select the Save button to save the product.

If a product has been previously received in the enterprise it will be treated as a duplicate and the system automatically assigns a system generated Fac UID to make it unique and available to be received back into EBMS-T.

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Table 28: Receive Blood Products Chart

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5.5.3 Ship Button

The Ship button provides access to a new Ship Product Form (Figure 23: Ship Product Form). Ship blood products within the enterprise as well as locations outside of the enterprise. The system recognizes the “Ship To” location so products shipped within the enterprise are assigned a status of Shipped (SI) and products shipped outside the enterprise are assigned a status of Shipped Out (SO). Users are unable to ship blood products with a final status. Refer to Table 29:Blood Product Final Statuses.

Table 29: Blood Product Final Statuses

Status Description

IS Issued

PT Presumed Transfused

TR Transfused

RX Transfused with Reaction

SO Shipped Out

D Discarded

The following functions are completed through the Ship Button form.

5.5.3.1 Ship Blood Products

1. Access the Shipment Details section 2. Select the appropriate shipping information from the available input fields:

a. Ship To Facility b. Container c. Transporter d. Modee. Reason Code f. The Ship D/T defaults to the current, adjust as needed

3. Access the Product Details section 4. Select the appropriate shipping information from the available input fields:

a. Unit #: Scan or manually enter b. Prod/Div: If the product has a Fac UID, that number will need to be entered as the

unit # without the check digit/character.c. Exp DT

5. Press Tab to populate the information bar. 6. Select or highlight the added information bar in the Product Details section to enable the

Selected Product section 7. Select an inspection status (Insp) for each product information bar. 8. The default selection is S - Satisfactory. Update to U – Unsatisfactory, if required.

a. Use the Previous and Next buttons if multiple products are listed 9. Select the Save button to complete the form.

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Auxiliary (Aux) Inventory Module EBMS-T Instructor Guide

a. A dialog box displays confirming shipment success.b. Confirm whether a packing slip should be printed.

i. Select the Yes button to print the packing slip. ii. Select the No button to skip printing.

Figure 23: Ship Product Form

5.5.4 Update Status Button

Use the Update Status button to open a new Update Product Status Form. From the Update Product Status form, users can change the status of a unit for any of a variety of reasons such as discarding, quarantining and returning issued products. The purpose of entering status information in the Update Status Form is to change a product’s current status and document the following information:

Date Time User ID Reason Location Associated patient information

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The following functions are completed through the Update Status form.

5.5.4.1 Update Products by Batch

1. In the Update Status Form Batch Detail section, select Yes from the Batch drop-down menu.

2. Use the Tab key to navigate through and enter the appropriate information in the following fields:

a. New Status: There are only 3 status options when performing as a batch: D-Discard, E- Expire, and TR- Transfused.

b. Reasonc. Location d. Unit # field (scan or manually enter the unit number) e. Prod/Div field (enter or scan the product code)

3. Press Tab after the last field to populate the information bar in the Product Detail section.a. If a product has a Fac UID that is the number that must be entered here without

the check digit/character.4. Add additional products, if needed.5. Select the Save button to update the status of the product(s).6. A dialog box displays confirming: Update Successful. Select the OK button.

5.5.4.2 Updating Products Individually

1. In the Update Status Form, Batch Detail section, select No from the Batch drop-down menu.

2. In the Unit # field, scan or manually enter the unit number. 3. In the Prod/Div field, enter or scan the product code. 4. Press Tab to populate the product information bar in the Product Detail section and open

the Selected Product portion of the form.a. If a product has a Fac UID that is the number that must be entered here without

the check digit/character.5. Continue scanning products to add to the form, if required.6. Highlight a product information bar in the Product Details Section to place it in the

Selected Product section.7. Required fields are dependent on the New Status selected from the drop-down menu.

a. If the desired status is not available users can manually enter a status which will generate an exception.

8. Select the Save button to complete the update.9. A dialog box displays confirming: Update Successful. Select the OK button.

There are only 3 status options when performing as a batch: D-Discard, E- Expire, and TR- Transfused.

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5.5.5 Pool Button

The Pool button is used to access the Product Pool form. The Product Pool form documents product information and the verification processes used for pooling. Pooling multiple units into a single unit and tracking all the individual units in the pool are completed on the Product Pool form.

The following functions are completed through the Product Pool form.

5.5.5.1 Pool Products

1. Select available inventory to pool by ABORH, Antigens, Attributes, and Product Group.a. Product Group is the only required field.

2. Select the Select Products button to populate available product information bars in the Original Products section of the form.

3. Input data in the following fields to select the products to be pooled:a. Unit# field (scan or manually enter the unit number)b. Prod/Div field (scan or manually enter the product code)

4. Review the Select column, indicated by a check mark, for the selected products.5. Enter the following required information for the new product:

a. Quantity, b. System Typec. Supplyd. Supply Lot#e. Supply Manufacture

6. Adjust the following fields: a. Supply Expb. Pool Start c. Pool End Date/Time

7. Select the Pool button.8. In the Pooled Product section, Tab through the required fields and enter the required

information:a. Select an inspection status (Insp) for each product information bar.

i. The default selection is S – Satisfactory. Update to U – Unsatisfactory if required.

b. PC - Select a product code from the drop-downc. Fac UID - Sites with Donor Centers opted to assign their own unit numbers and

must enter as per their site-specific SOPs. Other sites have elected to have EBMS-T autogenerate a unique unit pool number.

d. Vole. Storage Devicef. Tab through Shelf field

9. A dialog box displays, requesting to print the bar-code label.a. Select the Yes button to print the bar-code label.b. Select the No button to return to the Product Pool form.

10. Verify the new product information for the following fields:

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a. Unit # (scan or manually enter the unit number)b. Product/Divc. ABO/Rh d. Exp D/T

11. Select the Verify button.12. Select the Save button.13. A dialog box displays confirming: Products Pooled Successfully. 14. Select the OK button to save the form.

For the System Type field, Closed system D/T is not configurable and will reflect the original exp D/T or the product with the shortest outdate in the pool.

When a blood product is added to a pooled product and has a shorter expiration date/time than the pooled product. The system will automatically assigns the shorter expiration date/time to the edited pool.

Shelf is a required field. If your site does not use shelves, press Tab through the field to generate the next step in the process.

5.5.6 Division Button

The Division button opens a new Product Division form, allowing users to divide a product into two or more aliquots.

If the user has modified any splits from a divided product than the product can no longer be undivided.

The following functions are completed through the Product Division form:

5.5.6.1 Divide Products

1. Enter the appropriate information in the following fields: a. Unit # (scan or manually enter)b. Prod/Div (scan the product code) c. Press Tab through the fields to generate the Original Product block

2. Enter the product division information fieldsa. Div# - The amount of divisions neededb. Label Attributes – Press Tab through this fieldc. System Type - Open or Closedd. SCD - Sterile Connecting Device for the site

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e. Wafer Lot#f. Weld – OK or Not OKg. Container - Optionalh. Lot # - Optionali. Process D/T

3. Select the Divide button to populate the product bars in the Division section.a. The available number of divisions are based on the requested division numbers.

4. In the Selected Product section, enter the required unit information for each new product information bar.

a. Enter Volume – If the Volume entered does not match the total volume of the whole unit, extra aliquots will be created to account for additional volume.

b. Use the Tab key or the Previous/Next buttons to move to the next information bar.

5. Select the Verify button. 6. A dialog box displays prompting the user to print the bar-code labels.

a. Select Yes to print.b. Select No to return to the form.

7. Verify the new division labels by entering the following information:a. Unit# - Scan or manually enterb. Prod/Div - Scan or manually enterc. ABO/Rhd. Exp D/T

8. Select the Save button. 9. A dialog box displays, confirming the division was successful.10. Select the OK button to close the form.

If the Volume entered does not match the total volume of the whole unit, extra aliquots will be created to account for additional volume. The total volume cannot be greater than the volume of the original product. The volume of an aliquot can be edited to be zero.

5.5.7 Product Modification Button

Select the Product Modification button to access the Product Modification form. This form is used to document the modification of blood products. These modifications can be done on single products or in a batch. The following modifications are performed on this form. The same process must be performed on all products added to the form.

Volume Reduced with or without saline added Freeze - Glycerolizing

o Freeze_Closed is for Glycerolization system type. It is the only one that can be selected so it was renamed Freeze_Close but the process is closed (exp date/time).

Deglycerolization Irradiation

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Wash Thaw and 5 Day Thaw Extend Platelet Extension & Bac Test

QC Indicator Field and Temperature fields in the cGMP process detail section are for record keeping/informational purposes only and no system checks/truth tables checks are performed. Users cannot verify or print special message labels from this form.

The Find Button allows users to open previously used product modification worksheets. Leaving the search parameters blank opens all worksheets.

Refer to Table 30: Modifiable Product Status for product statuses that can be modified.Table 30: Modifiable Product Statuses

Status Description

IN In Stock

XM Crossmatched

XX Crossmatched to multiple patients

NT Not Tested

E Expired

W Work in Progress

The following functions are completed through the Product Modification form.

5.5.7.1 Modify a Product

1. Scan or manually enter the unit number and product code in the appropriate fields.2. Press Tab to navigate through the fields to populate the Original Product section.3. If additional products require modification, scan or manually enter the unit number into

the form.4. Select the product information bar to populate the Selected Product, including the

Original Product Information.5. In the Selected Product section complete the following fields:

a. Process D/T - Defaults to the current.b. Select a modification Process from the drop-down menu.c. System Type

6. Add cGMP, if needed. a. The Add cGMP Process Details opens. These fields are optional and not tied to

truth tables7. Select the Apply button to activate the New Product section.

a. Highlight the information bar to ensure the information is correct.8. Select the Verify button.

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a. A dialog box displays the message: “Do you wish to print bar-code labels?”. b. Select Yes or No.

9. Verify the modified product label in the Verify Product section. Scan or manually enter the following information in the appropriate fields:

a. Unit#b. New Prod Code/Divc. ABORhd. New Exp D/T

10. Select the Save button 11. A dialog box displays confirming: “Operation Successful”.12. Select the OK button to confirm and exit the form.

5.5.7.2 AAA Button

The AAA button opens the Antibodies, Antigens, and Attributes form. This form is used to add or remove antibody, antigen, and attribute information to a blood product.

The following functions are completed through the Antibodies, Antigens, and Attributes form.

5.5.7.2.1 Add Antibodies, Antigens, or Attributes

1. Highlight a product information bar and select the AAA button to open the Add/Remove Antibodies, Antigens, and Attributes form.

a. Only one product can be selected at a time.2. Select the appropriate radio button (Antibodies, Antigens, or Attributes).

a. The form defaults to the Antibodies radio button.3. Make a selection from the respective drop-down menu.

a. For Antigens: add the interpretation and determine if a test is required.b. Select the Test Required checkbox to generate an Antigen Confirmation Test bar

in the testing module.4. Select the Add button.5. Select the Close button to exit the form.

a. The AAA field on the product information bar displays yellow with a “Y” indicating that an Antibody, Antigen, and/or Attribute applies to the product.

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5.5.7.2.2 Remove Antibodies, Antigens, and Attributes

1. Highlight a product information bar.2. Select the AAA button to open the Add/Remove Antibodies, Antigens, and Attributes

form.3. Select the appropriate radio button (Antibodies, Antigens, or Attributes).

a. The form defaults to the Antibodies radio button.4. Under the Selection Details section, highlight the Antibody, Antigen, or Attribute to

remove.5. Select the Remove button.6. The Reason dialog box displays. Select a reason from the drop-down menu. 7. Select the OK button to exit the dialog box and return to the Antibodies, Antigens, and

Attributes form.8. Select the Close button to exit the form.


The Comments button opens the Inventory Comment Input form. Utilize system generated comments or the Free Text option. Once a comment is added, the Comment field indicated by a C, will change from N - No to Y – Yes, highlighted in yellow. Users can view, add, remove, inactivate, and save blood product comments in this form. The Comment Input form functions the same in all modules in EBMS-T, refer to Patient Module, Patient Comments Input Form section for additional guidance.

If the Free Text comment is greater than 145 characters the comment bar changes from white to yellow to indicate that additional information exists related to the comment. To review the full comment place the cursor over the comment description field.

5.5.7.4 Move Stock Button

Use the Move Stock button to open a new Update Location (Products) form. Use this form to move selected blood products to a different storage location.

Stock can only be moved to acceptable storage locations that are set by site-specific configuration. The system is unable to move products to locations that were not configured.

Blood products must be in an IN status and a satisfactory inspection to be moved. Autologous, Directed, and Reserved blood products cannot be moved.

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The following functions are completed through the Update Location (Products).

5.5.7.4.1 Move Stock

1. In the Batch Detail section of the form, complete the following fields: a. Location: select the new storage locationb. Inspection: select Satisfactory or Unsatisfactory c. Unit#: Scan or enter in the unit number d. Prod/Div: Scan or enter in the unit number

2. Available units display in Product Detail section of the form.3. Select the Save button to display the updated product storage location.

Figure 24: Update Location (Products)

5.5.7.5 History Button

Access the History button to view the chronological order by events for a selected blood product. If an event information bar has an associated form, place the cursor in the Event field and access the right-click menu to view additional details and forms.

5.5.7.5.1 Viewing a Blood Product History

1. Highlight a blood product information bar.2. Select the History button.

5.6 Right-Click Menu Options in Active and All Blood Inventory

When executing the right-click menu functionality in the Active Inventory pane, the Active Inventory screen, or the All Blood screen, additional options are available based on the specific

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fields. While most of the right-click menu options are the same in Active Inventory and All Blood Inventory, the Manage Inventory option is only available in Active Inventory pane/screen.

5.6.1 View

This menu option allows users to view completed input forms related to the following topics.

5.6.1.1 Product Status

The Product Status option opens a completed Update Product Status (VIEW). Edit the Update Product Status Form using the Edit button.

1. Right-click the product information bar to access the menu.2. Select the View menu.3. Select Product Status to open the Update Product Status (VIEW) screen.4. Select the Edit button to activate the form.5. Edit information as needed.

a. Edits to Safety Critical fields will generate a Reason dialog box.b. Select a reason from the drop-down menu.

6. Select the Save button.

5.6.1.2 Product Division

The Product Division (VIEW) form allows the user to view the completed form as well as make edits.

Table 31: Product Division Buttons

Button Description

Edit Use this button to make edits to the division form.

Undivide Use this button to Undivide the product.

Print labels Use this button to reprint labels.

Save The Save button saves any edits made to the form.

If the volume was not correctly entered when performing the division and an extra aliquot was system generated to account for the extra volume the product can not be undivided.

To undivide a product:

1. In the Divisions section select the product bar to Undivide.2. Select the Undivide button.

a. The Reason dialog box displays.3. Select a reason from the drop-down menu. 4. Select OK. 5. A dialog box displays confirming: “Unit undivided successfully”. 6. Select OK.

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5.6.1.3 Product Shipment

Opens the View Product Shipment Form so the user can make edits as well as view the completed form. Refer to Table 32: Product Shipment Buttons for more information.

Table 32: Product Shipment Buttons

Button Description

Edit Use this button to make edits to a shipment form.

Save Use this button to save changes made.

Cancel Close the form without making changes.

5.6.1.4 Modify Products

Opens the Product Modification (View) Form. Allows users to use the form buttons listed in Table 33: Modify Products Form Buttons.

Table 33: Modify Products Form Buttons

Button Description

Edit Use this button to edit the form and/or unmodify a blood product.

Print Labels Use this button to reprint labels.

Continue Use this button to continue unmodifying processes to the product.

Save Use this button to save changes/updates made to the form.

Cancel Close the form without making changes.

To Unmodify a blood product

1. In the Original Product section, select the product bar to unmodify.2. Select the Edit button. The following message displays: “Events may have occurred

since modification. Use caution when editing. Do you wish to continue?” 3. Select Yes to proceed. 4. The Edit Product Modification form displays. In the Process Information section

highlight the process to be removed.a. If the unit has multiple modifications, they must be removed in the reverse order of

which they were added.5. Select the Remove button.6. The Reason dialog box displays. Select a reason code from the drop-down menu. 7. Select OK. The system updates the new product information bar in the New Product

section of the form.8. Select the Verify button. A dialog box displays the following message “Do you wish to

print bar-code labels?”.9. Select Yes to print or No to skip this step.10. Enter or scan or all information in the Verify Product section. 11. Select the Save button. A dialog box displays confirming: “Operation Successful”.12. Select OK to confirm message.

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5.6.1.5 Received Products

Use this option to make edits to the Receive Blood Product Form. Blood Products must be in NT- Not Tested, IN- In-Date, or Q-Quarantine status to edit. Note: Only one product displays at a time regardless of the number of products received on the form.

1. Select the Receive Products option to open the Receive Product View Form.2. Select the Edit button. All editable fields display in blue.

a. When an edit is made, the Temperature field will need to be re-entered. This generates the Reason dialog box. Enter a reason from the drop-down menu and select OK.

b. Any edits made to safety critical fields require exception overrides and reasons. 3. When all edits are made, select the Save button to save the form. 4. Select the Invoice button to upload an Invoice.5. Use the Cancel button to close the form without saving any changes.

When performing edits, the system completes all the same safety checks initially performed when receiving blood products.

When editing ABO/Rh - the system will NOT automatically create a new test bar for repeat confirmation testing. Any investigation and confirmation testing must be performed prior to editing.

If editing from Cellular to Noncellular the product status updates from NT to IN and vice versa. However, when updating from Non-Cellular to Cellular a test bar is created for confirmation testing.

When editing the A/D/R field, if the field had a previous entry a blank entry is not valid. If Autologous is selected the system checks the ABO/Rh record for the patient.

5.6.1.6 Link

Use this option to view the Link Product to Patient form. Users can Edit, Unlink and switch the link to a different patient.

5.6.1.7 Orphan

Use this option to view the Send Product to Orphan File form. Users can remove units from the orphan file.

5.6.1.8 Pool

Opens the Product Pool (View) form. Users can perform various functions including add or remove from a pool, unpool products, and print labels, lists, or tags.

5.6.1.8.1 Add to a Pool

To add a product to a pool:

1. In the Product Pool (View) form, select the Add button.

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2. A dialog box displays the following message: “Events may have occurred since modification. Use caution when editing. Do you wish to continue?”.

3. Select Yes to continue.4. The Reason dialog box displays. Select a Reason Code from the drop-down menu and

select OK.5. Scan or manually enter the Unit # & Product Code in the appropriate fields.

a. The system will insert a newly added product information bar in the selected Original Products section.

6. Repeat step 5 to add additional products to the pool. 7. Make any desired changes to the Pooled Product section. 8. Press Tab through all fields. A dialog box displays the following message: “Do you wish

to print bar-code labels?”.9. Select Yes to print or No to skip printing.10. Verify the pooled product by scanning/manually entering the Unit#, product code,

ABORh, and expiration date/time.11. Select the Verify button. The system will place a check mark in the Verify checkbox.12. Select Save.13. A dialog box displays the following message: “Products added successfully”. 14. Select OK to confirm.15. Select Yes to print the product list or No to skip printing.

5.6.1.8.2 Removing from a Pool

To remove a product from a pool:

1. In the Product Pool (View) form, select the Remove button.2. A dialog box displays the following message: “Events may have occurred since

modification. Use caution when editing. Do you wish to continue?”.3. Select Yes to continue. The Reason dialog box displays.4. Select a Reason Code from the drop-down menu and select OK.5. Scan or manually enter the Unit # & Product Code in the appropriate fields.

a. The system will clear the Select checkbox for the removed product in the selected Original Products section.

6. Repeat step 5 until all desired units are removed.7. Select the Pool button. The system will update the pooled product information bar. 8. Complete the following information in the Pooled Product section:

a. Select INSP - Satisfactory or Unsatisfactoryb. Pooled Product Code - scan or manually enterc. Product storage location d. Press Tab through the Shelf field.

9. Select Yes to print bar-code labels, or No to skip printing.10. Select the Save button. A dialog box displays confirming: “Products removed

successfully”. 11. Select OK to confirm.12. Select Yes to print the product list, or No to skip printing.

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5.6.1.8.3 Unpooling a Product

To unpool a product, do the following:

1. In the Product Pool (View) form, select the Unpool button. A dialog box displays the following message: “Events may have occurred since modification. Use caution when editing. Do you wish to continue?”.

2. Select Yes to continue. The Reason dialog box displays.3. Select a Reason Code from the drop-down menu and select OK.4. Select the Save button. A dialog box displays confirming: “Products Unpooled

Successfully”. 5. Select OK to confirm.

5.6.1.9 Remove from Shipment

This option allows users to remove products Shipped Out (SO) of the enterprise and products Shipped In (SI) to the enterprise from a shipment.

5.6.1.9.1 Removing a Shipped In (SI) Product from Shipment

1. Locate the SI product(s) in either the Active Inventory or All Blood Inventory screens 2. Right-click the product information bar(s).3. Select View.4. Select Remove from Shipment.5. The View Product Shipment form displays. Select the Remove button.6. The Reason dialog box displays. Select a reason from the drop-down menu and select

OK.7. A dialog box displays confirming: “Record modified successfully”.8. Select OK. 9. Select Cancel to close out of the form.

5.6.1.9.2 Removing a Shipped Out (SO) Product from Shipment

1. SO is a final disposition. The user will need to search for the product in the Blood Inventory Search form.

2. Locate the SO product in the All Blood Inventory Screen and right-click the product information bar.

3. Select View.4. Select Remove from Shipment.5. The View Product Shipment form displays. Select the Remove button.6. The Reason dialog box displays. Select a reason from the drop-down menu and select

OK.7. A dialog displays confirming: “Record modified successfully”. 8. Select OK. 9. Select Cancel to close out of the form.

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5.6.1.10 Invoice

This option allows the user to view the scanned PDF Product Invoice attached to the received product. If there is not an uploaded invoice a dialog box displays: “Document not available/not scanned.”.

5.6.1.11 Unit History

Use this option to view the history of a selected blood product. The history is displayed in chronological order by Events. Users can search and filter each event information bar. This is the same functionality as the History Button in the Active Inventory screen.

5.6.2 Display

Use this menu option to view information related to a specific field in the product information bar. It is only enabled in certain fields.

5.6.3 Go To

When blood products are shipped, the system recognize the “Ship To”, whether inside (SI) or outside (SO) of the enterprise. Product shipped within the enterprise (SI), can only be received by using the right-click menu option or by accessing the Receive from Transfer icon in the Inventory Action Pane. The user can review shipped blood product batches, print and reprint packing slips, view comments, and receive shipped blood products from other enterprise sites through this menu option and the Inventory Action pane.

5.6.3.1 View Batch

1. Right-click an information bar in the Active Inventory or All Blood Inventory Screens. 2. Select Go-To.3. Select View Batch to open the View Batch window.4. Enter the Batch Transfer Number (BTN) to view a specific batch.

a. Leave this field blank to see all transferred batches.5. Select the OK button to populate the View Batch Results form.6. Select the Print button to print the Packing Slip.7. Select the Comment button to access the Comments Input Form.

a. Refer to the Comments Button section for additional guidance.8. Select the Cancel button to close the View Batch Results form.

Leaving the BTN field blank, a user can review all batches and retrieve the number if they no longer have it. The only options are to view comments and cancel to close the View Batch Form.

5.6.3.2 Product Received

1. Right-click on an information bar. 2. Select Go-To.

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3. Select Product Receive.4. Enter the Batch Transfer Number (BTN).

a. Leave blank to receive all batches that have been sent to the logged in facility.5. Select the OK button to open the Product Received Form.6. Enter or scan the Unit #.7. Enter or scan the product code in the Prod/Div field.

a. In the Select Products sections, the system places a checkmark in the Select column.8. In the Exp D/T field, enter the Temperature for the shipment. 9. In the Selected Product section of the form enter the Inspections results: S-Satisfactory or

U-Unsatisfactory10. Select the appropriate storage device under the Storage Dvc drop-down menu, if needed.11. Tab through the Shelf field.12. Select the Comment button to add or view comments on the Comment Input Field.

a. Refer to the Comments Button section for additional guidance.13. Select the Save button to complete the form. 14. A dialog box displays prompting the user to enter a comment.

Select the Yes button to complete the Comment Input Form. Select the No button to return the Product Received form.

15. A dialog box displays confirming: “Record has now been saved”.16. Select the OK button.

Figure 25: Product Received

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5.6.4 View All Comments

Selecting the View All Comments option opens the Comment Input form. The Comment Input form displays all comments associated with the selected information bar. This functionality is read-only.

1. Right-click an information bar. 2. Select View All Comments to access the Comments Input Form.

a. If no comments are available a message displays stating: “No comments are attached to this product.”

3. View all associated comments.4. Select the Cancel button to close the form.

5.6.5 Manage Inventory

Use the Manage Inventory option to perform inventory management, such as updating a status, product division, product modification, shipment, and updating a storage location. Although all listed functions are available in the Active Inventory screen, the right-click menu places the selected product(s) information in the forms, while the Active Inventory screen functional buttons open a blank form. This menu option is not available in the All Blood Inventory Screen.

5.6.5.1 Update Product Status

This option opens the Update Status form with the selected product(s) in the Product Detail portion of the form. Access the Update Status Button instructions for guidance on utilizing the Update Product Status form.

5.6.5.2 Product Division

This option opens the Product Division form with the selected product in the Original Product section of the form. Access the Division Button instructions for guidance on the Product Division form.

5.6.5.2.1 Product Shipment

This option opens the Ship Product form with the selected product(s) in the Product Detail portion of the form. Access the Ship Button instructions for guidance on the Ship Products form.

5.6.5.2.2 Modify Products

Use this option to open the Product Modification form with the selected product(s) in the Original Product section of the form. Access the Product Modification Button instructions for guidance on the Product Modification form.

5.6.5.2.3 Update Location

Use the Update Location option to open the Update Location (Products) form. This form displays the selected product(s) in the Product Detail section. Access the Move Stock Button instructions for guidance on the Update Location form.

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5.7 Blood Inventory Search Pane

Use the Blood Inventory Search Pane to search for specific inventory, products in a final status that are no longer in the Active Inventory, or products located in other enterprise facilities. Enter search parameters directly into the pane or open the Blood Inventory Search form by selecting the Work or Detail View buttons, or the Advanced form button.

5.7.1 Blood Inventory Search Form

The Blood Inventory Search form contains a wide range of parameters. After entering specific parameters, select the Search button to display the results on the All Blood Inventory screen.

The facility defaults to the current logged in user’s facility.

Figure 26: Blood Inventory Search Form

5.7.2 All Blood Inventory Screen

The All Blood Inventory Screen displays all inventory for blood products that meet the search criteria, including active and inactive product information bars. The right-click menu and the function buttons operate the same as in the Active Inventory and right-click menu sections. Refer to the Right-Click Menu Options in Active and All Blood Inventory for additional guidance.

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5.7.2.1 Active StatusesTable 34: Active Statuses

Status Description

Q Quarantine

IN In Stock

NT Not Tested

W Work in Progress

XM Crossmatched

XX Multiple Crossmatch

IS Issued

E Expired

EI Emergency Issued

PI Post Issued Crossmatch

SI Shipped within the Enterprise

Units updated to a final status of TR, PT, or RX from a status of XX will release the crossmatch on the patient who did not receive the product.

5.7.2.2 Final StatusesTable 35: Final Statuses

Status Description

PT Presumed Transfused

TR Transfused

RX Transfused with Reaction

D Discarded

SO Shipped Out

PO Pooled

RP Reverse Pooled

DV Divided

NA Not Applicable

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5.8 Inventory Action Pane

The Inventory Action pane acts as a quick menu, providing instant access to specific functionalities. These functions include blood product modifications, pooling, divisions, shipping, receiving shipped in (SI) products, and moving stock. The listed actions may also be performed by accessing the form buttons in Active Inventory or the right-click menu options. Functions may be performed directly in the pane or by utilizing the Work or Detail View buttons to open a new a window.

Figure 27: Inventory Action Pane

5.8.1 Modify Product

1. Select Modify Product to access a blank Product Modification form.2. Refer to the guidance in the Active Inventory, Product Modification Button section.

5.8.2 Pool Product

1. Select Pool Product to access a blank Product Pool form.2. Refer to the guidance in the Active Inventory, Pool Button section.

5.8.3 Divide Product

1. Select Divide Product to access a blank Product Division form.2. Refer to the guidance in the Active Inventory, Division Button section.

5.8.4 Ship/Transfer

1. Select Ship/Transfer to access a blank Ship Product form.2. Refer to the guidance in the Active Inventory, Ship Button section.

5.8.5 Receive from Transfer

1. Select Receive from Transfer to access the Product Receive form.2. Refer to the guidance in the Right-click menu Options in Active and All Blood Inventory,

Go To, Product Received section.

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5.8.6 Move Stock

1. Select Move Stock to access a blank Update Location (Products) form.2. Refer to the guidance in the Active Inventory, Move Stock section.

5.9 Update Status Pane

The Update Status pane provides quick access to the Update Status (Product) Form. Add information directly in the pane or utilize the Work View, Detail View, or Advanced buttons to open the form.

Refer to the guidance in Active Inventory, Update Status Button section.

Figure 28: Update Status

5.10 Receive Blood Products Pane

This pane provides quick access to the Receive Blood Products form to receive blood products shipped from facilities outside the enterprise. Access the Receive Blood Products form by selecting the Detail View, Work View, or Advanced buttons. Refer to the guidance in the Active Inventory, Receive Button section.



Do not manually add the source code for ISBT 128 barcoded products. The system assigns the source code based upon the unit number scan.

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When manually entering ISBT units a check digit is required. Enter the check digit by using a dash (-) and then enter the check digit. (for example, W021617001234-X).

Directed and Reserved blood products are included in the Inventory Overview Screen. Autologous products are not included.

Users have view-only access to enterprise sites’ inventory.

If a product has been previously received in the enterprise it will be treated as a duplicate and the system automatically assigns a system generated Fac UID to make it unique and available to be received back into EBMS-T.

There are only 3 status options when performing as a batch: D-Discard, E- Expire, and TR- Transfused.

When a blood product is added to a pooled product and has a shorter expiration date/time than the pooled product. The system will automatically assign the shorter expiration date/time to the edited pool.

Shelf is a required field. If your site does not use shelves, press Tab through the field to generate the next step in the process.

If the user has modified any splits from a divided product than the product can no longer be undivided.

If the Volume entered does not match the total volume of the whole unit, extra aliquots will be created to account for additional volume. The total volume cannot be greater than the volume of the original product. The volume of an aliquot can be edited to be zero.

QC Indicator Field and Temperature fields in the cGMP process detail section are for record keeping/informational purposes only and no system checks/truth tables checks are performed. Users cannot verify or print special message labels from this form.The Find Button allows users to open previously used product modification worksheets. Leaving the search parameters blank opens all worksheets.

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If the Free Text comment is greater than 145 characters, the comment bar changes from white to yellow to indicate that additional information exists related to the comment. To review the full comment, place the cursor over the comment description field.

Blood products must be in an IN status and a satisfactory inspection to be moved. Autologous, Directed, and Reserved blood products cannot be moved.

If the volume was not correctly entered when performing the division and an extra aliquot was system generated to account for the extra volume the product cannot be undivided.

When performing edits, the system completes all the same safety checks initially performed when receiving blood products. When editing ABO/Rh - the system will NOT automatically create a new test bar for repeat confirmation testing. Any investigation and confirmation testing must be performed prior to editing.If editing from Cellular to Noncellular the product status updates from NT to IN and vice versa. However, when updating from Non-Cellular to Cellular a test bar is created for confirmation testing.When editing the A/D/R field, if the field had a previous entry a blank entry is not valid. If Autologous is selected the system checks the ABO/Rh record for the patient.

Based upon the entered product information the system will assign specific test requirements to a unit test (i.e. cellular products received through this form will require a retype test (RTY).


The facility defaults to the current logged in user’s facility.

Units updated to a final status of TR, PT, or RX from a status of XX will release the crossmatch on the patient who did not receive the product.

Sites with Donor Centers opted to assign their own unit numbers. Other sites have elected to have the system autogenerate a unique unit pool number.

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5.12 Exercise – Receive Derivatives and Reagents

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5.13 Exercise – Receive Products

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6 Auxiliary (Aux) Inventory Module 6.1 Overview

The Auxiliary (Aux) Inventory module provides a means of tracking and managing derivatives and reagents in EBMS-T. Six panes support receiving, and shipping of derivatives and reagents, as well as editing, tracking, discarding, updating statuses and expiration dates/times, as needed.

6.2 Objectives

In the Auxiliary Inventory module, users will:

Receive Reagents and Derivatives Ship Out and Ship-In Reagents and Derivatives Search Inventory Update Reagent and Derivative Status Upload an Invoice Edit Reagents and Derivatives Understand Color Indicators and Right-click Functions


To access the Auxiliary Inventory Module, select the Aux Inventory icon from the HCLL™ Transfusion toolbar.

Figure 29: Aux Inventory Icon

6.3.1 Panes

Active Derivatives Pane Derivative Search Pane Search Reagents Pane

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When accessing the module, standard function buttons appear at the bottom of specified screens. These buttons connect the user to the corresponding form, function, or screen for the selected information bar. Review Table 36: Auxiliary Inventory Module Functional Buttons to determine the appropriate use.

Table 36: Auxiliary Inventory Module Functional Buttons

Button Description

The Receive Button is used to open the Derivatives or Reagent Receive form.

The Ship button is used to open the Derivatives or Reagent Ship form.

The Update Status button provides access to the Update Derivative or Update Reagent Status form.

The Comments button provides immediate access to the Comment Input Form.

Use this button to upload a scanned invoice (in PDF format only) for all records listed on the Derivative or Reagent Receive form. The Maximum file size for an invoice is 800 kB.

Use this button to modify an existing Derivative or Reagent in the system.

Select this button to save information.

Select this button to clear information bars prior to saving the form.

Use this button to link multiple patients to one Derivative.

Use this button to print the Derivative Detail portion of the form.

This is not configured in EBMS-T.

Use this button to close out of the form without performing the task.

Select this button to remove a Derivative or Reagent from the form prior to saving.

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6.4 Active Derivatives Pane

The Active Derivative pane provides users with a quick view of active derivatives available for patient use. Derivative information bars display product information but only for those in an active status. The Active Derivative statuses are described in Table 37: Active Derivative Statuses.

Table 37: Active Derivative Statuses

Status Description

Q Quarantine

IN In Stock

W Work in Progress

XM Crossmatched


IS Issued

E Expired

S Shipped within the enterprise

6.4.1 Active Derivatives Screen

From the Active Derivative Pane select the Work View or Detail View button, to open the Active Derivative Screen. After selecting a view button, the Facility Selection dialog box displays for the user to select which facility’s active derivatives to view. The default selection is the logged in facility. Exit of the dialog box to continue. The Active Derivative Screen provides the tools for the management and tracking of derivatives. There are four function buttons on this screen: Receive, Ship, Update Status and, Comments. Their functionalities are explained below.

6.4.1.1 Receive Button

Select the Receive button to open a new Receive Derivatives Form. The Receive Derivatives form is used to bring derivatives into EBMS-T. The form is divided into two sections: Batch Detail and Individual Derivative Detail. Users can bring in multiple products received in the same batch on one single form.

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6.4.1.1.1 Receive Derivatives

1. In the Batch Detail section, enter all required fields related to the shipment. Use the Tab key to move between fields.

2. The system populates the associated derivative information bars in the Derivative Detail section based on the quantity entered.

3. In the Selected Derivatives section, there are only two fields enabled to receive information:

a. Insp: Inspection is a required field, and is either S-Satisfactory or U- Unsatisfactory. “S” is the default for the received batch. Note: An Unsatisfactory selection will place the batch or selected derivative in a Q-Quarantined status.

b. A/D/R: stands for Autologous/Directed/Reserved and is an optional field.i. Derivatives may only be reserved for a patient, Autologous and Directed

are not an option. 4. Select the Save button.

a. The message “Product(s) saved. Do you wish to print bar-coded labels?” displays.i. Select Yes or No. The derivatives are now added to the active inventory.

5. Select the Clear button to remove the derivative information from the form and receive additional derivatives with the same Batch Detail information or continue to step 6.

6. Select the Cancel button to close the form.

To set Insp for each individual derivative, use the Previous and Next buttons to populate each sub lot in the Selected Derivative section. Then assign the Insp to each derivative.

6.4.1.2 Ship Button

Use the Ship button to open a new Ship Derivatives Form. Users can ship derivatives within the enterprise or to locations outside of the enterprise. When completing the form, use the Tab key to move between the fields. The form is divided into three parts: Shipment Details, Reagent Details, and Selected Reagent.

Derivatives in a final status PT, RX, L & D cannot be shipped. Derivatives in a shipped in (S) status cannot be reshipped while in this status.

6.4.1.2.1 Ship Derivatives

1. In the Shipment Details section, enter data in the following fields: a. Ship To Facility - The Ship To drop-down menu contains all enterprise sites and a

Local Hospital option. Facilities outside of the enterprise can be added as facility specific.

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b. Container c. Transporter d. Mode e. Reason Code f. Ship D/T (or leave it set to the default: the current date and time).

2. The system will automatically recognize a Ship To facility within the enterprise and update the status to Shipped (S). If the Ship To facility is outside the enterprise the system assigns the status of Shipped outside the enterprise (L).

3. In the Derivative Details section, enter data in the following fields:a. Derivative CD b. Lot #c. SubLot #

4. Press Tab to move out of the field and allow the form to populate with the entered derivatives.

5. Highlight any derivative information bar to enable the form buttons in the Selected Derivative portion of the form.

a. Use the Previous and Next buttons when there are multiple derivatives on the form.

6. Input the Inspection selection in the Insp drop-down menu.a. The field defaults to Satisfactory (S). If required, change to the appropriate

selection.7. Select the Save button. 8. The message “Successfully Shipped to XXX. Do you want to print a packing slip?”

displays.a. Select the Yes button to print the slip or No to skip printing.

6.4.1.3 Update Status Button

Use the Update Status Button to access the Update Derivative Status form. Utilize this form to change the status of an individual derivative or a batch of derivatives. The only status options for batch updates are Discard (D), Expired (E), or Transfused (TR). All other status updates must be done individually.

6.4.1.3.1 Update Derivatives by Batch

1. In the Update Derivative Status Form Batch Detail section, enter data in the following fields:

a. Batch?: Select Yes b. Status c. Reason d. Location

2. Press Tab to move out of the last field and enter derivative details in the following fields: a. Derivative CDb. Lot# c. SubLot#

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3. Press Tab to move out of the last field and populate the derivative information bar(s) in the Product Detail section. Repeat steps 2-3 to add additional derivatives to the form.

a. To Remove a derivative in the Product Detail section, highlight the derivative bar(s) to activate the form buttons and select the Remove button.

4. Select the Save button to update the derivative’s status.a. The message “Update Successful” displays.b. Select the OK button.

6.4.1.3.2 Update an Individual Derivative form

1. In the Update Derivative Status Form Batch Detail section, enter data in the following fields.

a. Batch?: Select No 2. Enter the derivative details in the following fields:

c. Derivative CDd. Lot# e. SubLot#

3. Press Tab to move out of the last field and populate the derivative information bar(s) in the Product Detail section. Repeat steps 2-3 to add additional derivatives to the form.

5. Highlight the derivative bar(s) to activate the form buttons and populate the data into the Selected Product section.

4. Enter data into the following fields. Use the Previous and Next buttons to update each information bar’s data:

a. Inspection b. New Status - if the desired status is not listed, enter it manually (i.e. IN- for

Indate) and press Tab. A reason dialog box displays.c. Reason d. Storagee. Occurrence/Update – Not required. Update the Date/Time; default is the current

date/time. 6. Select the Save button to update the derivative’s status.

a. The message “Update Successful” displays. b. Select the OK button.

When updating a Quarantine unit back to in, a Reason dialog box displays. Select a reason from the drop-down menu and select OK.


Select the Comments button to open the Comment Input Form. Utilize system generated comments or the Free Text option. Once a comment is added, the Comment field indicated by a C, will change from No (N) to Yes(Y), highlighted in yellow. Users can view, add, remove, inactivate, and save derivative comments in this form. The Comment Input form functions the

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same in all modules in EBMS-T. Refer to the Patient Module, Patient Comments Input Form section for additional guidance.


6.5 Derivative Search Pane

The Derivative Search pane allows in-pane derivative searches for all statuses. Access the Work View, Detail View, or Advanced buttons to enter additional search criteria.

6.5.1 Derivative Search from the Pane

1. Enter search criteria or select options from the available drop-down menus.2. Select the Search button to view search results in the Derivatives Screen.

Figure 30: Derivative Search in the Pane

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6.5.2 Derivative Search Form

1. Expand the Derivative Search form by accessing one of the following buttons: a. Work View buttonb. Detail View buttonc. Advanced button

2. Enter search criteria or select options from the available drop-down menus. 3. Select the Search button to view search results in the Derivatives Screen.

Users have the option to search other enterprise sites inventory, but it is for viewing purposes only.

Figure 31: Derivative Search Form

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6.5.3 Derivatives Screen

The Derivatives Screen mirrors the functionality of the Active Derivatives Screen, but only displays derivative information bars that fit the search criteria in any status. The Right-click functionality is covered in section . The Derivative Screen provides three functional buttons when selecting an information bar: Search, Comments Button, and Cancel.

Figure 32: Derivative Search Results

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6.6 Receive Derivatives Pane

Use the Receive Derivatives pane to access the Receive Derivatives Form. Enter batch detail information directly into the pane to open the Receive Derivatives Form. Use the Work View, Detail View, or Advanced button to open a blank form. Refer to the Active Derivatives Screen, Receive Button to review the form’s functionality.

Figure 33: Receive Derivatives

Figure 34: Receive Derivatives Pane

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6.7 Right-Click Menu Options: Active Derivatives and Derivatives Screen

An additional menu is available when the user right-clicks an information bar or within certain fields of an information bar in the Active Derivatives Pane, Screen and Derivatives Screens. This right-click functionality provides access to various screens and forms for viewing and editing derivatives as well as performing other tasks such as shipping, receiving, and updating the status of derivative products. The following right-click functionalities are available in the Active Derivatives pane, Active Derivatives and Derivative Screens.

6.7.1 View

This menu option allows users to view completed input forms related to the following actions.

6.7.1.1 Receive Derivatives

Use the Receive Derivatives option to view and edit the Receive Derivatives form.

To access the Receive Derivatives form

1. Right-click the selected derivative information bar.2. Select View menu option.3. Select Receive Derivatives to open the Receive Derivatives form for the selected

derivative.

6.7.1.1.1 Edit Received Derivative form

1. Select the Edit button to activate all editable fields.2. Edit the available fields.

a. Edits to Safety Critical fields generate a Reason dialog box.b. Select a reason from the drop-down menu.c. Select the OK button to save and return to the Receive Derivatives form.

3. Select the Save button.4. The system generates a message confirming the products saved and asking if the user

wants to print barcode labels.: (EBMS-T Currently does not support derivative label printing.)

5. Select Cancel to close the form.

6.7.1.1.2 Upload a new Invoice for Received Derivatives Batch

1. Select the Edit button to activate additional function buttons.2. Select the Invoice button to access the local computer’s documents. 3. Locate and select the scanned PDF invoice.

a. Select the Open/Save button to upload the document and return to the Receive Derivatives form

4. The invoice file name displays at the bottom of the form. 5. Select the Save button to complete the upload

a. Note: This new invoice replaces the previous invoice for the entire batch received.

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6.7.1.1.3 Print Derivatives Labels

EBMS-T does not support the printing of derivative labels.

6.7.1.2 Ship Derivatives

The Ship Derivatives menu options provide access to the Ship Derivatives Form. Derivatives in a Shipped (S) status within the enterprise are displayed on the Active Derivatives Pane, Screen and Derivatives Screen. Products Shipped outside the enterprise (L) status are searchable in the Derivatives Search.

To View the Ship Derivatives Form:

1. Right-click a derivative information bar in a Shipped (S) or Shipped Outside of Enterprise (L) status.

2. Select the View menu option.3. Select Ship Derivative to open the Ship Derivatives form.

6.7.1.2.1 Edit Shipped Derivatives Within the Enterprise

1. Right-click an information bar for a Derivative in a Shipped (S) status.2. Select the Edit button to activate editable fields.3. Edit the available fields.

a. A message displays alerting the user that changes will be applied to all shipments in the current batch.

b. Safety Critical fields generate a Reason dialog box.c. Select a reason from the drop-down menu.d. Select the OK button to return to the Ship Derivatives form.

4. Select the Save button.a. A message displays stating the shipment has been successfully shipped and asking

if a packing slip needs to be printed: Select Yes or No.5. Select Cancel to exit the form.

6.7.1.2.2 Edit Shipped Derivatives Outside of the Enterprise

Editing products in a final disposition must be done from the Derivatives Screen after searching for the shipped-out derivative.

1. Right-click an information bar for a Derivative Shipped Outside of Enterprise (L) status.2. Select the Edit button to activate editable fields.3. Edit the available fields.

a. A message displays alerting the user that changes will be applied to all shipments in the current batch.

b. Safety Critical fields generate a Reason dialog box.c. Select a reason from the drop-down menu.d. Select the OK button to return to the Ship Derivatives form.

4. Select the Save button.

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a. A message displays stating the shipment has been successfully shipped and asking if a packing slip needs to be printed. Select Yes or No.

5. Select Cancel to exit the form.


Use the Update Status option to open the Update Status Form. This option allows users to view and make edits to updated derivatives.

To view the Update Product Status form:

1. Right-click a derivative information bar. 2. Select the View menu.3. Select Update Product Status to open the Update Status form.

6.7.1.3.1 Edit the Update Status Form

1. Select the Edit button to make changes to activate editable fields.a. Safety Critical fields generate a Reason dialog box.b. Select a reason from the drop-down menu. c. Select the OK button to save the form and return to the Update Status form.

2. Select the Save button.a. A message displays stating “Update Successful”.

3. Select OKa. Note: Depending on the edited field(s) other fields may require entry. The system will

prompt the user when the form is saved if any additional information is needed.

If the desired New Status is not available in the drop-down menu. Enter the code manually (e.g. TR for Transfused) and press Tab. A Reason dialog box displays requiring an override to update the status.


The Remove from Shipment menu option allows a derivative to be removed from the Ship Derivatives Form. This function is available once a shipped derivative is saved, and is available for derivatives in either Shipped In (S) or Shipped Out (L) of the enterprise status. Note: This can only be performed in the Derivatives Screen for Shipped Out (L) derivatives.

6.7.1.4.1 Remove Derivatives from a Shipment

1. Right-click a derivative information bar. 2. Select the View menu.3. Select Remove from Shipment to open the Ship Derivatives form.

a. Select the Remove button to populate the Reason dialog box. b. Select a reason from the drop-down menu.

4. Select the OK button.

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5. A message displays “Record modified successfully.”.6. Select the OK button to close the dialog box.7. Select Cancel to exit out of the form.

6.7.1.5 Link

The Link option allows users to view the completed Link form that displays the reserved derivative for a patient.

6.7.1.5.1 View Derivatives Link Form

1. Right-click a derivative information bar.2. Select the View menu.3. Select Link to open the Link form.

6.7.1.6 Orphan

The Orphan menu option is used to view derivatives that were brought into EBMS-T and assigned to patients that have not been registered.

6.7.1.6.1 View Derivatives Orphan File Form

1. Right-click a derivative information bar. 2. Select the View menu.3. Select Orphan to open the Orphan File form.

6.7.1.7 Invoice

The Invoice menu option is used to view Invoices that were uploaded during the receipt of derivatives.

6.7.1.7.1 View Uploaded Derivatives Invoices

1. Right-click a derivative information bar. 2. Select the View menu.3. Select Invoice to view the Upload Invoice form.

6.7.2 Display

This menu option allows users to right click on certain derivative information bar fields to display field related information.

6.7.3 Go-To

When derivatives are shipped, the system will recognize whether the shipped to location is within the enterprise or outside and assign the status appropriately. The Go-To menu option allows users to view shipped in derivative batches, print/reprint packing slips, view comments, and receive shipped in derivatives from other enterprise sites through the following options. The following functions can only be performed through the Right-click menu and only apply to derivatives that have been shipped within the enterprise.

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6.7.3.1 View Batch

4. Right-click any derivative information bar. 1. Select the Go-To menu.2. Select View Batch to open the View Batch window.3. Enter the Batch Transfer Number (BTN) to view a specific batch.

a. Leave the BTN blank to see all batches that have been transferred. 4. Select the OK button to view the results.5. Select the Print button to print the Packing Slip. 6. Select the Comment button to view all comments added to the batch.


6.7.3.1.1 Receive from Transfer (Xfr)

1. Right-click any derivative information bar. 2. Select the Go-To menu.3. Select Receive from Xfr to open the Receive Derivatives form.4. Enter the Batch Transfer Number (BTN) to view a specific batch.

a. Leave the BTN blank to see all batches that have been sent to the logged in user’s facility.

5. Select the OK button to access the Receive Derivatives form.6. On the Receive Derivatives Form, enter all mandatory fields:

a. Derivative b. Lot #c. SubLot # d. Temp

7. Select the Comment button to add a comment to the batch using the Patient Comments Input Form, if needed.

8. Select the Save button.a. A message displays asking if the user wants to add comments to the batch. b. Select the Yes button to access the Comments Input Form.c. Select the No button to save the transfer.d. A message displays stating “Record has now been saved will display.”.

9. Select OK.

Leaving the BTN field blank a user can review all batches and retrieve the number if they no longer have it. The only options are to view comments and cancel to close the View Batch Form.

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The View All Comments menu option opens the Comment Input form, which displays all derivative comments associated with the selected information bar. If there are no comments to be displayed a blank Comment Input Form will open and can be used for the selected derivative. Users can view, add, remove, inactivate, and save specimen comments in this form. The Comment Input form functions the same in all modules in EBMS-T, please refer to Patient Module, Patient Comments Input Form section for additional guidance.

6.7.5 Manage Derivatives

Use the Manage Derivatives option to perform inventory management regarding receiving, shipping and updating the status of derivatives. The selected information bars are placed directly in the Ship and Update Status forms. Selecting Receive opens a blank Receive Derivatives form.

6.7.5.1 Receive

Use the Receive menu option to accept incoming derivatives.

1. Right-click a derivative information bar. 2. Select the Manage Derivatives menu.3. Select Receive to access the Receive Derivatives form.4. Reference the Receive Button instruction to process the form.

6.7.5.2 Ship

Use the Ship menu option to ship derivatives within or outside the enterprise.

1. Right-click a derivative or multiple derivative information bars.2. Select the Manage Derivatives menu.3. Select Ship to access the Ship Derivatives form.

a. The selected information bar(s) populate the form.4. Reference the Ship Button instruction to process the form.

6.7.5.3 Update Status

Use the Update Status option to update individual or batched derivatives.

1. Right-click a derivative or multiple derivative information bars.2. Select the Manage Derivatives menu.3. Select Update Status to access the Update Derivative Status form.

a. The selected information bar(s) populate the form4. Reference the Update Status Button instruction to process the form.

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6.8 Active Reagents Pane

The Active Reagents Pane provides users with a quick view of active reagents and their inventory status. Only active reagent information bars and in one of the following statuses display.

Table 38: Active Reagent Statuses

Status Description

Q Quarantine

IN In Stock

E Expired

S Transferred within the Enterprise

6.8.1 Active Reagents Screen

Use the Work or Detail View buttons, located in the Active Reagent Pane, to access the Active Reagent Screen. When the Facility Selection dialog box displays, either select the appropriate facility, the default is the logged in user’s facility, or exit the form. The Active Reagents Screen is used to monitor, track and search for active reagents. Reagents can be received, shipped, or edited as well as updating a reagent’s status and adding comments

There are four function buttons on this screen: Receive, Ship, Update Status and, Comments. Their functionalities are explained in the following sections.

6.8.1.1 Receive Button

Select the Receive button to open a new Receive Reagents Form. This form is used to bring reagents into EBMS-T. The form is divided into two sections, Batch Detail and Reagent Detail. This allows users to receive multiple products on one single form.

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6.8.1.1.1 Receive Reagents

1. In the Batch Detail section, enter the following required information related to the shipment:

a. Receipt#, Ship D/T, Supplier, Rec D/T, Insp, and Temperatureb. Manf ID, Lot#, Reagent CD, Exp D/T, Vol, Storage, and Qtyc. Press the Tab key to move through each field. Refer to Table 39: Receive

Reagents Chart for further guidance. 2. Press the Tab key to navigate to the Reagent Detail section. The system populates the

reagent(s) information bars based on the number entered in the Qty field.3. Press the Tab key to navigate to the Selected Reagent section to enter data into the Insp

field.a. Insp is the only active field and defaults to S – Satisfactory.b. Select U – Unsatisfactory to quarantine the reagent(s) in the batchc. IF the reagents were entered as a kit, enter individual reagent information for each

component of the kit:i. Insp

ii. Reagent codeiii. Manufacture codeiv. Lot #v. Exp Date/Time

vi. Storage for each reagent in the kit 4. Select the Save button to save the reagents.

a. A dialog box displays confirming the product(s) saved and asking if bar-code labels need to be printed. Select Yes, No, or Cancel. Note: EBMS-T does not currently support reagent label printing.

5. Select Cancel to exit the form or Clear to add additional reagents with the same Batch Detail information.

Keep in mind that the Manf ID and Reagent CD drop-down menus are enterprise wide.

Reagent codes that are brought in for QC racks must match the code on the rack.

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Table 39: Receive Reagents Chart

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6.8.1.2 Ship Button

Use the Ship button to open a new Ship Reagents Form to ship reagents within the enterprise and to locations outside of the enterprise. The system automatically recognizes “Ship To” facilities within the enterprise and will update the status to S – Shipped. For locations outside the enterprise the status of L - Shipped outside the enterprise is assigned. When completing the form use the Tab key is used to move from field to field.

Reagents in a final status cannot be shipped. Reagents in a Shipped In (S) status cannot be reshipped while in this status.

6.8.1.2.1 Ship Reagents

1. In the Shipment Details section, enter data in the following fields:a. Ship To Facility - contains all enterprise sites and a Local Hospital option.

Facilities outside of the enterprise can be added and site specific. b. Containerc. Transporterd. Modee. Reason Code f. Enter the Ship D/T or leave it set to the default which is the current date and time

2. In the Reagent Details section, enter information about the reagent(s) to be shipped:a. Reagent Codeb. Lot #c. Vial #

3. Highlight an added information bar to enable the Selected Reagent portion of the form.a. The Previous and Next buttons are enabled when multiple reagents are on the

form.4. Select an Insp - Inspection Status, for each product information bar.

a. The default selection is Satisfactory (S). Update to Unsatisfactory (U) if required.b. Use the Previous and Next buttons if multiple products are listed.

5. Select the Save button to update the shipment.a. A dialog box displays confirming the shipment.b. A message displays asking “Do you want to print Packing Slip?”.

i. Select the Yes button to select a printer and print the packing slip.ii. Select the No button to and exit the form.

6.8.1.3 Update Status Button

Use the Update Status button to access the Update Status (Reagents) form. The Update Status (Reagents) form is used to change the status of an individual reagent or a batch of reagents. The only options for batch updates are D - Discarded or E - Expired status. All other statuses must be

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Testing Module EBMS-T Instructor Guide

updated individually. Reagents stay in the active inventory until they are placed in a final disposition

6.8.1.3.1 Update Batched Reagents

Batch detail drop-downs menus will be enabled.

1. In the Batch Detail section, select Yes in the Batch? field. 2. Enter data in the following fields:

a. Status b. Reason c. Location

3. Press Tab to move out of the last field. Enter the following information:a. Reagent Code b. Lot #c. Vial #

4. Press Tab to populate the Reagent information bar in the Product Detail section.5. In the Product Detail section, highlight a reagent bar to activate the form buttons to

perform additional tasks. 6. Select the Save button to complete the update.

a. A dialog box displays, confirming Update Successful. b. Select the OK button to exit the form.

6.8.1.3.2 Update Individual Reagent(s)

1. In the Batch Detail section, select No in the Batch? field.2. Place cursor in the Reagent Code field and enter data in the following fields:

a. Reagent Code b. Lot #c. Vial #

3. Press Tab to populate the Reagent information bar in the Product Detail and Select Reagent sections. Repeat step 2 to add additional reagents to the form.

4. In the Select Reagent section, enter data in the active fields. Use the Previous and Next buttons to update data for each information bar:

a. Inspb. New Status - if the desired status is not listed, enter it manually (i.e. IN - for

Indate) and press Tab. A reason dialog box displays.c. Status Changed. Prod Storage Device

5. Select the Save button to update the form.a. A dialog box displays, confirming Update Successful. b. Select the OK button to exit the form.

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6.8.1.4 Comment Button

Select the Comment button to open the Reagent Comment Input Form. Utilize system generated comments or the Free Text option. Once a comment is added, the Comment field, indicated by a C, will change from N - No to Y - Yes, highlighted in yellow. Users can view, add, remove, inactivate, and save reagent comments in this form. The Comment Input form functions the same in all modules in EBMS-T, refer to Patient Module, Patient Comments Input Form section for additional guidance.


6.9 Search Reagents Pane

The Search Reagents pane includes an in-pane search for reagents in any status. Access the Work View, Detail View, or Advanced buttons, to enter additional search criteria. All reagent information bars that meet the search criteria display in the Reagent Screen.

6.9.1 Reagent Search from the Pane

1. Enter search criteria or select options from the available drop-down menu.2. Select the Search button to view results on the Reagents Screen.

Figure 35: Search Reagents in the Pane

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6.9.1.1 Search Reagents Form

1. Expand the Derivative Search form by accessing one of the following buttons: a. Work View buttonb. Detail View buttonc. Advanced button

2. Enter search criteria or select from the available drop-down menu. a. There is an option to search another sites reagent inventory, as well. This is for

viewing purposes only.3. Select the Search button to view results on the Reagents Screen.

Figure 36: Search Reagents in the Pane

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6.9.2 Reagents Screen

The Reagents Screen mirrors the functionality of the Active Reagents Screen, but only displays reagent information bars that fit the search criteria in any status. The Right-click menu functionality is covered in section 6.11 Right-click Menu Options: Active Reagents and Reagents Screen. The Reagent Screen provides three functional buttons when selecting an information bar: Search, Comments, and Cancel.

Figure 37: Reagents Pane

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6.10 Receive Reagents Pane

Use the Receive Reagents pane to access the Receive Reagents Form. Enter Batch Detail information directly into the pane to open the Receive Reagents Form. Use the Work View, Detail View, or Advanced button to open a blank form. Refer to the Active Reagents Screen, Receive Button for a full description of the form’s functionality.

Figure 38: Receive Reagents Search

Figure 39: Receive Reagents Pane

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6.11 Right-click Menu Options: Active Reagents and Reagents Screen

An additional menu is available when the user performs a right-click on an information bar or within certain fields of an information bar in the Active Reagents Pane, Screen, and the Reagents Screen. The right-click menu provides access to various screens and forms for viewing, entering, and editing reagents as well as performing tasks such as shipping, receiving, and updating the status of reagents. The Manage Reagents sub-menu is only available in the Active Reagent Pane and Screen. The following right-click functionalities are available in the Active Reagents pane, Active Reagents and Reagents screens.

6.11.1 View

Use this option to View and Edit completed input forms for the following topics.

6.11.1.1 Receive Reagent

Use the Receive Regent menu option to view and make edits to the Receive Reagent form.

To Access the Receive Reagent form:

1. Right-click the selected reagent information bar. 2. Select View.3. Select Receive Reagent to open and view the Receive Reagents form for the selected

reagent.

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6.11.1.1.1 Edit Received Reagent:

1. Select the Edit button to activate all editable fields. 2. Edit the available fields.

a. Safety Critical fields generate a Reason dialog box.b. Select a reason from the drop-down menu. c. Select the OK button to return to the Received Reagents form.

3. Select the Save button.4. A dialog box displays confirming the products saved, and asking if the user wants to print

bar-code labels: Select Yes or No. Note: EBMS-T Does not currently support reagent label printing.


6.11.1.1.2 Upload a new Invoice for Received Reagents Batch

1. Select the Edit button to activate additional function buttons.2. Select the Invoice button to access the local computer’s documents.3. Locate and select the scanned PDF invoice.4. Select the Open/ Save button to upload the document and return to the Received

Reagents form.a. The invoice file name appears at the bottom of the form.

5. Select the Save button to complete the upload.a. Note: The new invoice will replace the previous invoice for the entire batch received.

6.11.1.1.3 Print Reagent Detail Section of Receive Reagents Form

EBMS-T does not support printing derivative labels.

6.11.1.2 Ship Reagent

The Ship Reagent menu option provides access to the Ship Reagents Form. Use this form to view reagents shipped within and outside of the enterprise. Reagents in the S - Shipped status within the enterprise, display on the Active Reagents Pane, Screen, and Reagents Screen. Products shipped outside of the enterprise, “L” status, can only be searched then displayed in the Reagents Screen. L – Shipped outside of the enterprise is a final disposition.

To view the Ship Reagent form:

1. Right-click a reagent information bar in a S - Shipped or L - Shipped Outside of Enterprise status.

2. Select the View menu option. 3. Select Ship Reagent to open the Ship Reagents form.

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6.11.1.2.1 Edit Shipped Reagents Within the Enterprise

1. Right-click an information bar for a reagent in a S - Shipped status.2. Select the View menu option.3. Select Ship Reagent to open the Ship Reagents form.4. Select the Edit button to activate editable fields.5. Edit the available fields.

a. Safety Critical fields generate a Reason dialog boxb. Select a reason from the drop-down menu. c. A dialog box displays alerting the user that changes will be applied to all

shipments in current batch.6. Select the OK button to return to the Ship Reagents form.7. Select the Save button.

a. A dialog box displays confirming the shipment has been successfully shipped and asking if a packing slip needs to be printed: Select Yes or No.


6.11.1.2.2 Edit Shipped Reagents Form Outside of the Enterprise

1. Right-click an information bar for a reagent Shipped Outside of Enterprise, “L” status.2. Select the View menu option.3. Select Ship Reagent to open the Ship Reagents form.4. Select the Edit button to activate editable fields.5. Edit the available fields.

a. A dialog box displays alerting the user that changes will be applied to all shipments in current batch

b. Safety Critical fields generate a Reason dialog box.c. Select a reason from the drop-down menu.

6. Select the OK button to return to the Ship Reagents form.7. Select the Save button.

a. A dialog box displays confirming the shipment has been successfully shipped and asking if a packing slip needs to be printed: Select Yes or No.


Use the Update Status option to open the Update Status form. Use the form to view or make edits to previously updated reagents.

To view the Update Product Status form:

1. Select an information bar from the Active Reagents, Pane, Screen, or Reagent Screen.2. Right-click the reagent information bar to access the right-click menu.3. Select the View menu.4. Select Update Product Status to open the form and view.

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6.11.1.3.1 Edit the Update Status (Reagents) Form

1. Select the Edit button to activate editable fields.a. Safety Critical fields generate a Reason dialog box.b. Select a reason from the drop-down menu.

2. Select the OK button to save the form and return to the Update Reagents Status form.3. Select the Save button. A dialog box displays confirming Update Successful. 4. Select OK.

a. Note: Depending on the edited field(s) other fields may require entry. The system will prompt the user when the form is saved if additional information is needed.


The Remove from Shipment option allows a reagent shipped within the enterprise and outside of the enterprise to be removed from the Ship Reagents Form. This function is available once a shipped reagent is saved, and is available for reagents S - Shipped In or L - Shipped Out of the enterprise. Note: This can only be performed in the Reagents Screen for shipped out reagents.

6.11.1.4.1 Remove Reagents from a Shipment

1. Select an information bar from the Active Reagents Pane, Screen or in the Reagent Screen.

2. Right-click the reagent information bar to access the right-click menu.3. Select the View menu.4. Select Remove from Shipment to open the Ship Reagents form.5. Select the Remove button to populate the Reason dialog box.6. Select a reason from the drop-down menu. 7. Select the OK button to save the entry.8. A dialog box displays, confirming Record Modified Successfully. 9. Select the OK button to close the dialog box. 10. Select Cancel to exit the form.

6.11.1.5 Invoice

The Invoice menu option is used to view Invoices that were uploaded during the receipt of reagents.

6.11.1.5.1 Viewing Uploaded Invoices for Reagents

1. Right-click a reagent information bar.2. Select the View menu.3. Select Invoice to view the Upload Invoice form.

6.11.1.6 Package Insert

The Package Insert option is used to view inserts that were uploaded during the receipt of reagents.

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6.11.1.6.1 Viewing Uploaded Package Inserts for Reagents

1. Right-click a reagent information bar.2. Select the View menu.3. Select Package Insert to view the uploaded insert.

6.11.2 Display

The Display menu option allows users to right-click a reagent information bar field, to display related information.

6.11.3 Go-To

When reagents are shipped, the system will recognize if the Ship To location is within the enterprise or outside of the enterprise, and assign the status appropriately. The Go-To menu option allows users to view shipped-in reagent batches, print/reprint packing slips, view comments, and receive shipped-in reagents from other enterprise sites. The following functions can only be performed through the right-click menu and only apply to reagents that have been shipped within the enterprise.

6.11.3.1 View Batch

1. Right-click an information bar.2. Select Go-To.3. Select View Batch to open the View Batch window.4. Enter the Batch Transfer Number (BTN) to view a specific batch.

a. Leave this field blank to see all batches that have been transferred.5. Select the OK button to access the View Batch results.6. Select the Print button to print the Packing Slip. 7. Select the Comment button to view all comments added to the batch.8. Select Cancel to close the View Batch Form.


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6.11.3.2 Receive from Transfer (Xfr)

1. Right-click an information bar.2. Select Go-To.3. Select Receive from Xfr to open the Reagent Received window.4. Enter the Batch Transfer Number (BTN) to view a specific batch0

a. Leave this field blank to see all batches that have been sent to the logged in facility 5. Select the OK button to access the Reagent Received Form.6. Enter data in the following fields:

a. Reagent b. Lot #c. Vial# d. Temp

7. Select the Save button.8. A dialog box displays asking whether the user would like to add a comment.

a. Select the Yes button to access the Comment Input Form. b. Select the No button to save the transfer.

9. A message stating: “Record has now been saved” displays. Select OK

Leaving the BTN field blank a user can review all batches and retrieve the number if they no longer have it. The only options are to view comments and cancel to close the View Batch Form.

6.11.3.3 View all Comments

The View All Comments menu option opens the Comment Input form, which displays all reagent comments associated with the selected information bar. If there are no comments to display a blank Comment Input Form opens and can be used for the selected reagent. Users can view, add, remove, inactivate, and save specimen comments in this form. The Comment Input form functions the same in all modules in EBMS-T, refer to Patient Module, Patient CommentsInput Form section for additional guidance.

6.11.4 Manage Reagents

Use the Manage Reagents menu option to perform inventory management regarding receiving, shipping and updating the status of reagents. Using the Ship and Update Status sub-menus populates the data associated with the selected information bar(s) directly into the forms. The Receive sub-menu option opens a new form. This option is only available in the Active Reagents Pane and Screen.

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6.11.4.1 Receive Reagents

1. Right-click any reagent information bar.2. Select the Manage Reagents menu.3. Select Receive to access a blank Reagent Receive form.4. Reference the Receive Button instruction to process the form.

6.11.4.2 Ship Reagents

Use the Ship menu option to ship selected reagents within or outside the enterprise.

1. Right-click a reagent or multiple reagent information bar(s).2. Select the Manage Reagents menu.3. Select Ship to access the Ship Reagents form.

a. All selected information bars display in the Reagent Details portion of the Ship Reagents form.

4. Reference the Receive Button instruction to process the form.

6.11.4.3 Update Status (Reagents)

Use this menu option to update a selected reagent information bar(s) and place in the Update Status (Reagents) form.

1. Right-click a reagent or multiple reagent information bars.2. Select the Manage Reagents menu.3. Select Update Status to access the Update Status (Reagents) form.4. Reference the Receive Button instruction to process the form.

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EBMS-T does not support printing derivative labels.

Derivatives in a final status PT, RX, L & D cannot be shipped. Derivatives in a shipped in (S) status cannot be reshipped while in this status.

When updating a Quarantine unit back to in, a Reason dialog box displays. Select a reason from the drop-down menu and select OK.


Users have the option to search other enterprise sites inventory, but it is for viewing purposes only.

If the desired New Status is not available in the drop-down menu. Enter the code manually (e.g. TR for Transfused) and press Tab. A Reason dialog box displays requiring an override to update the status.


Reagent codes that are brought in for QC racks must match the code on the rack.

Reagents in a final status cannot be shipped. Reagents in a Shipped In (S) status cannot be reshipped while in this status.


6.13 Exercise – Auxiliary Inventory

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7 Testing Module7.1 Overview

The Test Module encompasses all functions required to manage and document test processes throughout the system. The module’s functions are described in Table 40: Testing Module System Functions. Tests can be searched for using patient or test information as the search criteria. If a patient has an existing test bar, additional patient tests can be added. Tests can be cancelled when in Ordered or New status. However, cancelling a test in the Testing module will not cancel the order for that test. Once a test reaches the Performed or Verified status, it must be invalidated. Upon invalidation, if corrected results are available, results can be linked to the test to establish a complete audit record. Exceptions are captured when tests are cancelled or invalidated.

Table 40: Testing Module System Functions

System Function Description

Additions Ability to add an existing test bar to an open worksheet or create a new test bar.

Editing Allows the user to amend pending patient testing information in a worksheet.

InvalidationAllows for finalized results to be voided with the ability to link to another test bar, if applicable, linked to the corrected test bar (optional), and includes an audit trail.

Audit Trail Provides a record of events from which a history may be viewed.

Result Entry Validation Compares current results versus truth tables or historical data.

Color Algorithms Color coded fields indicating a particular status.

Crossmatch Validation Ensures ABO/RH and ABSC checks are performed using the same specimen used for a crossmatch.

Overrides Provides system notification messages that the Quality Module captures with detailed information.

Updates Automatically updates patient and blood product records when new data is entered.

Reflex Testing When certain tests are verified, additional tests are automatically ordered by the system based on the test results.

Automatic Assignment of AAA Identifies a specific antigen, antibody, or attribute in a patient or blood product record.

Direct Result Entry Used to access worksheets for barcode scanning of specimens.

Electronic Crossmatch (Optional) Allows a site to incorporate AABB required and optional criteria for qualifying a patient for testing before blood product selection.

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7.2 Objectives

In the Testing module, users will:

Search for active and non-active tests Perform Reagent QC Perform testing using multiple worksheets Review Test Results using the right-click menu options Add a patient test to existing test bars Cancel tests Analyze the effects of adding and cancelling test on patient orders Invalidate a test Link an invalidated test to valid test results Order a unit antigen Review patient test involvement details


To access the Testing Module, select the Testing icon, indicated by three test tubes, from the HCLL™ Transfusion toolbar.

Figure 40: Testing Icon

7.3.1 Panes

Active Patient Tests Pane Active Unit Tests Pane Search All Tests Pane Batch Antigen Testing (General Worksheet Test Code)

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7.3.2 Functional ButtonsTable 41: Testing Module Functional Buttons

Button Description

Select this button to search for records matching specified search criteria.

Select this button to add additional tests to the selected test record.

Select this button to cancel the selected test.

Select this button to invalidate the selected test.

Select this button to add a comment to a test record, as well as view, or inactivate a comment.

Select this button to open the Reagent QC Worksheet.

Select this button to link an invalidated test bar to a corrected test bar.

Select this button to order and perform batch antigen testing on selected units. This button is only enabled for unit test bars.

Exit out of a form or screen.

7.4 Active Patient Tests Pane

The Active Patient Tests pane displays an information bar for each active patient test. To access the Active Patient Tests screen, select the Detail or Work view button to use additional functional buttons.

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7.4.1 Active Patient Tests Screen

For a patient test information bar to display in the Active Patient Tests screen the following criteria must be met:

The patient is admitted into the logged in facility, and The Patient has tests bars that are not in a final status: N, O, P.

Once a patient test has been assigned a final status (C, V, Z) the test information bar can only be found in the All Blood Tests screen.

If a test is ordered on a patient without an active admission or a patient that has been discharged, the patient test information bar must be searched in Search All Tests and will display in the All Blood Tests screen.

Once the Active Patient Test screen opens, all active patient tests for the current date display. The Range drop-down menu allows users to select a different timeframe so that all active patient test bars within the specified/selected range display. Resulting tests, invalidating tests, viewing test histories, adding test comments, adding or cancelling test bars, and performing reagent QC can all be completed from screen using the function buttons and right-click menu options. Highlighting a patient test information bar activates the function buttons that can be used based on the status of the test bar.

The range drop-down menu is only available for active patient tests in Work View or Detail View.

7.4.1.1 Add On Test Button

Use this button to add additional patient tests to the selected patient test information bar.

To add on a test to a patient test information bar:

1. Highlight a patient test information bar.2. Select the Add On Test button, and the Test Menu form opens.3. Select a test from the Test Code drop-down menu. 4. If indicated, select the product type from the Cust Prod Grp drop-down menu.

a. When adding a XM test, the product group must also be selected.5. Select the Priority Code from the drop-down menu. 6. Press Tab. 7. Select the Add button to add the test to the form. 8. To add additional tests, repeat steps 3-6.9. To remove a test from the form, prior to saving, highlight the test bar and select the

Remove button. 10. Select OK to save the form.

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XM must be used to add products. Do not use AHGXM or GELXM.

7.4.1.2 Cancel Test Button

Use this button to cancel the selected patient test(s). The Reason dialog box displays, requiring a reason for the cancellation.

To cancel a patient information test bar:

1. Highlight a patient test information bar or multiple bars. 2. Select the Cancel Test button. The Reason dialog box displays.3. In the Cancellation Reason section, select a reason from the drop-down menu. Free

Text is an option.4. Select OK. A dialog box displays, confirming: “Test has been successfully cancelled”. 5. Select OK.

7.4.1.3 Invalidate Button

Use this button to invalidate the selected test bar. This functionality is explained in the All Blood Tests Screen, Invalidate Button section.


Select this button to add a comment, view previously added comments, and inactivate comments for the selected patient test information bar. The patient test information bar must be in one of the following statuses for the comment button to be enabled: V, P, A, N, O, C, or Z. Refer to the Patient Module, Patient Comments Input Form section for additional guidance.

7.4.1.5 Reagent QC Button

Select this button to open the Reagent QC Worksheet. Refer to the

section for additional guidance.

7.4.1.6 Range - Active Patient Tests

The Range drop-down menu allows the user to select a pre-defined date range to filter the patient tests. Only the patient tests from that timeframe display. The Active Patient Tests screen defaults to the current date and all date ranges in the drop-down menu are calculated from the current date.

The maximum date range is 90 days. If the test was ordered more than 90 days from the current date use the Search All Tests form to locate the patient test information bar(s).

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7.5 Active Unit Tests Pane

The Active Unit Tests pane displays an information bar for each active unit test. To access the Active Unit Tests screen, select the Detail or Work view button to use additional functional buttons.

7.5.1 Active Unit Tests Screen

The Active Unit Tests screen allows users to display unit, reagent, or all test bars that are not in a final status: N, O, or P. Once a test bar has been assigned a final status (C, V, or Z), the test is moved to the All Blood Tests screen. Resulting tests, invalidating tests, viewing test histories, adding test comments, adding or cancelling test bars and performing reagent QC can all be completed from this screen using the function buttons and right-click menu options. Select any test bar to enable the functions buttons. The status of the test bar determines function which buttons are activated.

When the Unit option or unit test information bars are selected, the Order Unit AG button is enabled. This allows the user to order and perform antigen testing on multiple units at once.

7.5.1.1 Radio Buttons

There are three radio button options.

Unit – This is the default selection. All active unit test bars display. Reagent - Select this option to display all active reagent test bars. All - Select this option to display all active test bars.

7.5.1.2 Add On Test

Use this button to add additional tests to the selected test information bar. Refer to the Add On Test Button section of the Active Patient Test screen for additional guidance.


Use this button to cancel the selected unit test(s). The Reason dialog box displays requiring a reason for the cancellation. Refer to the Cancel Test Button section, of the Active Patient Test screen for additional guidance.


Use this button to invalidate the selected test bar. This functionality is explained in the All Blood Tests screen Invalidate Button section.

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7.5.1.5 Comments

Select this button to add a comment, view previously added comments, and inactivate comments for the selected unit test information bar. The unit test information bar must be in one of the following statuses for the comment button to be enabled: V, P, A, N, O, C, or Z. Refer to the Patient Module, Patient Comments Input Form section for additional guidance.

7.5.1.6 Reagent QC

Select this button to open the Reagent QC Worksheet. Refer to the Reagent QC Worksheet Pane section for additional guidance.

7.5.1.7 Order Unit AG

Select this button to order and perform batch antigen testing on selected units. This button is only enabled for unit test bars. Refer to the Batch Antigen Testing (General Worksheet Test Code) Pane for additional guidance.

7.6 Search All Tests Pane

This pane contains the Search All Tests Form which allows users to search for patient, unit, and/or reagent tests that are either in a final or non-final status. Search criteria can be added directly in the pane or by selecting the Advanced, Work View, or Detail View buttons to open the Search All Tests form with additional search parameters. Once the search is complete the test bars meeting the search criteria display in the All Blood Tests screen.

The user must specify at least one search criterion to perform a search unless searching by DOB or Account #. Mediware recommends using the Patient’s last name, first name or MRN. Unit numbers may be scanned or manually entered.

7.6.1 All Blood Tests Screen

The All Blood Tests screen displays the results from the All Tests search, regardless of status. All the functions that are available in the Active Patient and Active Unit Tests screens (including right-click menu options) are available along with a few additional function buttons for searching for tests and linking test results post-invalidation.

7.6.1.1 Search Button

This button open the Search All Tests form to enter search criteria for patient, unit, and reagent test bars regardless of status.

7.6.1.2 Add On Test Button

Use this button to add additional tests to the selected test information bar. Refer to the Add On Test Button section of the Active Patient Tests screen for additional guidance.

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Use this button to cancel selected test bar(s). The Reason dialog box displays, requiring a reason for the cancellation. Refer to the Cancel Test Button section of the Active Patient Tests screen for additional guidance.


Once a test result has been verified, it cannot be cancelled; it must be invalidated. After a test, has been invalidated the test result remains in the database, and the system displays three asterisks (***) in the Test Result field of the test bar on the All Blood Tests screen. The Invalidation function captures the reason for the invalidation, the User ID, Date/Time, and other pertinent data in the Quality Module for exception and auditing purposes. There is an option to link a corrected/revised test bar to the invalidated bar. Test information bars in a status of V -Verified, P - Performed, or A - Amended can be invalidated.

When linking an invalidated test bar to a corrected/reviesed test bar the user can only link to the same test code and must be less than 10 days old.

Multiple test bars cannot be invalidated at the same time. If a crossmatch is invalidated the user must release the unit back into the inventory via Product Fulfillment.

To invalidate a test information bar:

1. Select the test bar to be invalidated on the Active Patient Tests, Active Unit Tests, or the All Blood Tests screen.

2. Select the Invalidate button. A dialog box appears stating “Do you want to invalidate the Test Information Bar? Select Yes to confirm or No to end the process.”.

3. Select Yes. The Reason dialog box displays. 4. Select a reason from the drop-down menu. Free Text is an option5. Select OK. 6. A dialog box displays stating, “Do you want to include this in the Patient Chart Report?”

Select Yes to include this patient in the Patient Chart Report, select No if the patient should not to be included in the Patient chart report.

7. A dialog box displays confirming, “Patient, Name Test Information Bar has been invalidated.”. Select OK to complete the invalidation of the test bar. a. IF the invalidated test is an ABID test, a dialog box displays stating, “User must

manually remove antibody from the patient or blood product record.” 8. Another dialog box displays indicating whether a corrected/revised test bar exists for the

invalidated test bar. a. If any test bars for the same test code that are less than 10 days old are available, they

display in the Link Test Bars Form and can be linked at this time. The user may choose not to link or perform the link at a later time and cancel out of the form. 1. To link, select the corrected/revised test bar from the list. 2. Select the Link button.

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3. A link confirmation displays stating “Are you sure that you want to link this corrected/revised test bar to the invalidated test bar?” select Yes to continue or No to cancel the link process.

4. The link is now made and a dialog box displays confirming “Test Bar has been linked successfully”. Select OK and continue to step 9.

b. If there are no test bars to link a dialog box displays stating, “No corrected/revised test bar exits for this invalidated test bar.” To link a test bar post invalidation please refer to Linking Corrected/Revised Test Results Post Invalidation section for further guidance on linking.

9. Select OK to close the dialog box. 10. After the test is invalidated from the All Blood Tests screen, select the Refresh icon to

update the data on the screen. a. The status of the invalidated test bar update to Z - Invalidated, and the test result

displays as white asterisks on a red background. The Corrected/Revised test bar updates to a status of A - Amended) and the test result field displays with a teal background.

b. The system automatically generates a comment on the invalidated test bar that states: “This test has been invalidated, incorrectly reported as <invalidate result>. Corrected/Revised report is not available.” If linked the comment states “This test has been invalidated, incorrectly reported as <invalidate result>. See test performed MM/DD/YYYY HH:mm for Corrected/Revised report.”

c. The system also automatically generates a comment on the corrected/revised test bar that states “This result is revised from <Invalidated Result>, resulted on MM/DD/YYYY HH:mm”.

d. The user can right click in the following fields:1. Test Result - to display the testing worksheet.2. Exception Report Indicator Flag - to display the exception information bar.3. Comment field - to display the system generated comment.

When asked whether to include the reason in the Patient Chart Report, it is suggested that users select Yes for tracking purposes.

Tech 1 users assign a final patient ABO/RH and/or ABSC of record in the patient module following the guidance for modifying ABO/Rh or ABSC.

The user removes an antibody from a blood product in the Inventory Module following the guidance for the AAA button, removing an antibody.

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Tests invalidated from a P status do not display the invalidated result in the comment because a verified result was not saved.

Invalidation of an ABO/Rh test (Blood Group (BG) test family) will cause the ABO/Rh field in the Active Patient screen to display with a red background. Tech 1 users need to review this in the Patient Module and modify the blood type to assign a final type of record to clear the discrepancy.

After invalidation, the system automatically places a Y in the Exception and Comment fields of the information bar.


Select this button to add a comment, view previously added comments, and inactivate comments to the selected test information bar. The test information bar must be in 1 of the following statuses for the comment button to be enabled: V, P, A, N, O, C, or Z. Refer to the Patient Module, Patient Comments Input Form section for additional guidance.

7.6.1.6 Reagent QC Button

Select this button to open the Reagent QC Worksheet. Refer to the Reagent QC Worksheet Pane section for additional guidance.

7.6.1.7 Linking Corrected/Revised Test Results Post Invalidation

The Link Corrected/Revised Test Results function is used to link invalidated tests results with tests performed during an investigation to correct or revise a previous result. This link provides an audit trail for the documentation of corrective and preventative actions taken for invalidated tests. During the invalidation process the system displays the Link Test Bars form if there are test bars with the same test code and less than 10 days old available. The user may perform the link during invalidation, or at a later time by using the Link button in the All Blood Tests screen.

An exception is not captured for linking test bars but an exception is captured for the corrected test bar for truth table review if the result differs from patient/unit records.

Documentation of invalidated and corrected/revised reports may be viewed in the Patient Chart Report and Corrected/Revised Report.

This function is included in the Report Module for monitoring invalid and revised test results and documentation may also be viewed in Patient Chart Report.

If the patient is discharged or the patient’s name is modified before the corrected/revised test results are linked, the system will not allow the test results to be linked.

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7.6.1.7.1 Link Test Bars Form

Upon the completion of a test invalidation, the Link Test Bars form autogenerates if there are available test bars or it can be accessed through the Link Button in the All Blood Tests screen.

Test bars displayed are for the past 10 days. Test bars in this form are the same code as the invalidated test. Test bars must be in a V, P, or A status to display on this form. Only one corrected/revised test bar may be linked to an invalidated test bar.

7.6.1.8 Link Button

This button is used to link a corrected test bar to an invalidated test bar post invalidation. This button is only enabled if the selected test bar in the All Blood Tests screen is in a Z (Invalidated) status. Note: a test bar is only placed in a status of Amended once it is linked as a corrected result to an invalidated test bar.

To perform a link:

1. Use the Search All Tests form to search for the invalidated test bar. The search results display in the All Blood Tests screen.

2. Select the invalidated test bar to be linked.3. Select the Link button. The Link Test Bars form displays populated with the test bar(s).4. Select the correct test bar. 5. Select the Link button. 6. A dialog box displays stating “Are you sure that you want to link this corrected/revised

test bar to the invalidated test bar?” select Yes to continue or No to cancel the link process.a. The link is made and a dialog box displays confirming “Test Bar has been linked

successfully”. 7. Select OK.8. If the test bars are not updated select Refresh. The bars display as follows:

a. Corrected/revised test bar - have a status of A with a teal background. The Exception Capture field has a Y with a yellow background and a system generated comment stating: “This result is revised from <Invalidated Result>, resulted on MM/DD/YYYY HH:mm”.

b. Invalidated test bar – has a status of Z and the test result displays as white asterisks on a red background. The Exception Capture field has a Y with a yellow background and a system generated comment stating “This test has been invalidated, incorrectly reported as <invalidate result>. See test performed MM/DD/YYYY HH:mm for Corrected/Revised report.”

7.6.1.9 Retransmit Button

This button is used to retransmit a test result via the interface. The DOD is not currently using an interface, the button is not applicable.

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7.6.1.10 Order Unit AG Button

Select this button to order and perform batch antigen testing on selected units. This button is only be enabled for unit test bars. Refer to the Batch Antigen Testing (General Worksheet Test Code) Pane for additional guidance.

7.6.1.11 Close Button

Use this button to close the All Blood Tests screen.

7.7 Right-Click Menu Options in the Testing Module

An additional menu is available when the user performs a right click on an information bar or selected fields in that bar. The right click menu can be accessed in the Active Patient Tests pane/screen, Active Unit Tests pane/screen, or the All Blood Tests screen and provides an alternative method for quickly accessing features that are available elsewhere in the application as well as others that are only accessible through this functionality. All sub-menu options are available in each screen and/or pane except for the Document option which is not displayed in the Active Patient Tests pane or screen. The right-click menu options are described below.

Menu options are only be enabled if they are applicable to the selected information bar. Result entry is only performed through the right-click menu option.

7.7.1 Display

Use this option to view more detailed information related to a field in a test information bar. Not all columns/fields include the display option.

To use this function:

1. Highlight a test information bar and right-click a field in the test bar.2. Select Display. The display screen populates with the specific information for the

selected field.

7.7.2 Go To

Use this option to access the following patient related forms for the selected patient test information.

Patient Registration Input Form Patient Admission Input Form Patient Order Input Form Patient Specimen Input Form Modify ABO/Rh Modify ABSC

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7.7.3 View History

Use this option to view the result history for a single test information bar. The test category must be P - Patient or U - Unit and the test status cannot be N – New. New tests do not have any results to display.

To view test history:

1. Right-click the test bar.2. Select View History.

a. The Test History screen displays, populated with the test information, results and graded reactions if indicated, TechId for performer and verifier, and the testing Date/Time.

7.7.4 View Reagent

Use this option to view the result entry for selected reagent QC information bar. The reagent QC Worksheet displays with read-only access.

To view QC reagent results:

1. Search All Tests screen for Test Category Reagent and set other parameters and select Search

2. From the All Blood Tests screen, select the test information bar and right click3. Select View Reagents, and the Test Result screen will display the selected QC worksheet

Users can only select one reagent test bar at a time.

7.7.5 View Controls

Use this option to view controls, lot numbers, cell numbers, observations, and interpretations associated with a test performed on a General Worksheet with Observations.

To view controls on a General Worksheet with Observations:

1. Right-click a test information bar.2. From the menu select View Controls. The Control information screen displays populated

with the control lot numbers and results.


Use this option to view all active and inactive comments for a selected test bar as well as add additional comments or inactivate them.

To view comments:

1. Right-click a test information bar with a comment.2. Select View All Comments. The Comment Input Form displays populated with all active

and inactivated comments for the selected test bar.

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7.7.7 Test Involvement

This option provides access to the Test Involvement form for the selected test bar and patient.

1. Right-click a test information bar.,2. Select the Test Involvement option. The Test Involvement screen displays the patient

demographics, test, order and specimen information, and product fulfillment associated with the selected test bar.

7.7.8 Document

Use this option to view a test result file that has been uploaded to a test record or to remove a file that has been uploaded.

To view an uploaded test result file:

1. Use Search All Tests to locate the test information bar.2. From the All Blood tests screen, select the test bar with the attached test results file to be

viewed.a. Test information bars that have test result files uploaded are indicated by a yellow

background in the Code field.3. Right-click the selected test bar.4. Select the Document option.5. Select View Document. The PDF file opens for viewing.

To remove an uploaded test result file:

1. Use Search All Tests to locate the test information bar.2. From the All Blood tests screen, select the test bar with the attached test results file to be

removed.3. Right-click the selected test bar.4. Select the Document option.5. Select Clear Document. The uploaded test result file is removed and the yellow

background is removed from the Code field.

Since the test bar is already verified and saved, it is not possible to upload a different test results file.

7.7.9 Enter Test Results

The only way to enter results in EBMS-T is through this right-click menu option. Several Worksheets are available in the Enter Test Results and are described in the following sections.

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7.7.9.1 Single Worksheet with Observations

This worksheet is used to record test observations and interpretations for a single patient with one or more test bars. Up to four test families may be placed on this worksheet per single patient. The worksheet displays the following information: registry information bar with patient demographics, patient information block including patient details, transfusion history, and specimen information. The headers correspond to each test family of the selected test bar.

The Issue and Select Products buttons are only enabled if a crossmatch test bar is on the worksheet.

To access the Single Worksheet with Observations:

1. Select the test bar(s) for a single patient2. Right-click the test bar(s).3. Select Enter Test Results.4. Select the Single Worksheet with Observations option 5. A dialog box displays stating, “Do you wish to include all of your partially completed

tests for this Patient?” Select No6. The Single Worksheet with Observations opens with the selected test bars. Enter the

following information:a. Spec#b. Set# - Tested QC rackc. Observations and interpretations for each test bar

7. When the observations and interpretations are entered, press Tab to navigate between the fields to generate truth table checks. The test bar is placed in a P- Performed status.

8. Select the Verify button.9. Select the Save button to close out of the form.

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Figure 41: Single Worksheet with Observations

Mediware suggests that users select No when the system asks to include all partially completed tests for this Patient. If users select Yes, the system compeltes a table search through all test bars. Due to the large volume of data in the system, this could negatively impact overall system performance.

7.7.9.2 Single Worksheet without Observations

This worksheet is intended for use when observations are not required to be documented. It can be used when tests are performed by another facility and interpretations are received for reporting. The Single Worksheet without observations mirrors the Single Worksheet with Observations with two exceptions: there is a Performing Lab Code drop-down menu that must be selected and the observation fields are masked allowing only an interpretation to be entered.

To access the Single Worksheet without Observations:

1. Highlight the test bar(s) for a single patient.2. Right-click the test bar(s).3. Select Enter Test Results.4. Select the Single Worksheet without Observations option 5. A dialog box displays, stating “Do you wish to include all of your partially completed

tests for this Patient?” Select No.6. The Single Worksheet without Observations opens with the selected test bars. Enter the

following information:a. Performing Lab Code - All enterprise sites are on this list.

7. Enter the Interpretation.

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8. Press Tab to generate truth table checks and place the test bar in a P- Performed status.9. Select the Verify button.10. Select the Save button to close the form.

Table 42: Single Worksheet Test Table

Test Category Family Description

Patient BG Patient Blood Group

Unit CONF Unit Confirmation

Patient CORD Cord Blood Work Up

Patient/Unit DAT Direct Antiglobulin Test

Patient XM Crossmatch

Patient/Unit ABSC Antibody Screen


7.7.9.3 Batch Worksheet with Observations

This worksheet allows users to test multiple patients or blood products, while entering observations and interpretations, but they must all be the same test family. A maximum of 25 test bars are allowed per worksheet and they display in the order they are selected. There is no additional patient demographic or detailed information displayed on the Batch Worksheet, only the selected test bars and result entry fields. When batch testing units there will be fields at the top of the worksheet to scan additional units into the worksheet.

To access the Batch Worksheet with Observations:

1. Highlight the test bar(s).2. Right-click the test bar(s).3. Select Enter Test Results. 4. Select the Batch Worksheet with Observations option.5. A dialog box displays, stating “Do you wish to include all of your partially completed

tests for this Patient?” Select No.6. The Batch Worksheet with Observations opens with the selected test bars. Enter the

following information:a. Spec# - for each patient test barb. Set# - Tested QC rackc. Observations and interpretations for each test bar

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7. When observations and interpretations are entered, press Tab to navigate between the fields to generate truth table checks. The test bar is placed in a P- Performed status.

8. Select the Verify button. 9. Select the Save button to close out of the form.


Users must know the specimen number for each patient.

Figure 42: Batch Worksheet with Observations

7.7.9.4 Batch Worksheet without Observations

The Batch Worksheet without Observations is intended for use when only interpretations are being reported. This worksheet mirrors the Batch Worksheet with Observations but with two exceptions: there is a Performing Lab Code drop-down menu that must be selected and observation fields are masked allowing only an interpretation to be entered.

To access the Batch Worksheet with Observations:

1. Highlight the test bar(s).2. Right-click the test bar(s).3. Select Enter Test Results.4. Select the Batch Worksheet without Observations option.5. A dialog box displays, stating “Do you wish to include all of your partially completed

tests for this Patient?” Select No.6. The Batch Worksheet without Observations opens with the selected test bars. Enter the

following information:a. Performing Lab Code

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7. When observations and interpretations are entered, press Tab to navigate between fields to generate truth table checks. The test bar is placed in a P- Performed status.

8. Select the Verify button.9. Select the Save button to close out of the form.

Figure 43: Batch Worksheet without Observations- Units

Table 43: Batch Worksheet Test Table

Test Category Family Description

Patient BG Patient Blood Group

Unit CONF Unit Confirmation

Patient CORD Cord Blood Work Up

Patient/Unit DAT Direct Antiglobulin Test

Patient XM Crossmatch

Patient/Unit ABSC Antibody Screen

7.7.9.5 General Worksheet with Observations

The General Worksheet with Observations is used for result entry of patient and blood product tests that require positive and negative controls. Documentation of controls and lot numbers used are captured on the worksheet. Batch testing of multiple patients and blood products are allowed on a single worksheet but only one test family with a maximum of four test codes per worksheet. The QC Testing Interval for each test family performed on this worksheet is predefined and additional testing, within the specified interval, does not require retesting but can be performed, if desired. The following tests can be performed on the General Worksheet with Observations:

Antigen Testing CMV Testing Kleinhauer-Betke (KB) Testing Fetal Screen Sickle Screen (HgbS) Elution

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Lewis Naturalization

To access a General Worksheet with Observations:

The reagent kit must be received in Aux Inventory and the QC must be performed before testing a specimen or blood product.

1. Highlight the test bar(s).2. Right-click the test bar(s). 3. Select Enter Test Results. 4. Select the General Worksheet with Observations option.5. In the Test Controls portion of the worksheet, enter the Test Controls Details including

lot numbers and results.6. Select the Cmplt checkbox.7. In the Test Results portion of the worksheet, enter the following information:

a. Spec #b. Set #c. Result d. Interpe. Select the Cmplt checkbox to place the test bar in a P- Performed status.

8. Select the Verify button.9. Select the Save button to exit out of the worksheet.

Figure 44:General Worksheet with Observations

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7.7.9.6 General Worksheet without Observations

This worksheet is used for resulting test bars without entering QC results. Batch testing for patients and units is available on this worksheet and a maximum of six worksheets can be open at a time. Test result files (including antigrams) can be uploaded to the testing worksheet and reviewed. These files must be scanned and saved as a PDF file. The following tests can be performed on the General Worksheet without Observations.

ABID - Antibody Identification Titer - Antibody Titer HgbSREF - Sickle Cell Reference Test KBREF - KB Reference Test ELUTIONREF - Elution Reference Test

The maximum test result file size is 800 kB.

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To access the General Worksheet without Observations:

1. Highlight the test bar(s).2. Right-click the test bar(s).3. Select Enter Test Results.4. Select the General Worksheet without Observations option.5. The worksheet opens. In the Selected Test section, enter the following information:

a. Spec #b. Set #

6. The Result Code drop-down menu is enabled. Select the appropriate result code.7. Select the Add button.

a. The result code and description display and the result code is listed in the Interp field.b. If there are multiple results repeat step 5 to add additional results.

8. Select the Cmplt checkbox in the Selected Test portion of the worksheet to place the test bar in a P- Performed status

9. Select the Verify button. 10. The Upload Document button is enabled. To upload test results, select Upload

Document. The Open dialog box displays. a. If the user does not want to upload results continue to step 13.

11. Locate the test results PDF file and select it.12. Select the Open button. The file is uploaded to the test record. The background of the

Test Code field in the test information bar is yellow, indicating test results are attached.13. Select the Save button to close the worksheet.

Only one file can be uploaded to a test record. If a user attempts to add another file a dialog box displays asking to confirm that you want to overwrite the file already uploaded. If a file is uploaded in error, select the Clear Document button. At this point, another file can be added.

Once the worksheet is saved it is no longer possible to add, remove, or replace an uploaded test result file to the test record.

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Figure 45: General Worksheet with Observations

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7.7.9.7 Single or Batch Electronic Crossmatch Worksheet

The Single Electronic Crossmatch Worksheet allows users to perform multiple electronic crossmatches on a single patient. The Batch Electronic Crossmatch Worksheet performs the same function but allows multiple patients to be placed in the same worksheet. Selected patients must be electronic crossmatch eligible, which is designated by a green Electronic Crossmatch Eligibility Indicator (ECI) box in the Patient Name field of an information bar.

To access either worksheet:

1. Select the test bar(s).2. Right-click the test bar(s). 3. Select Enter Test Results. 4. Select either the Single Electronic Crossmatch Worksheet or the Batch Electronic

Crossmatch Worksheet.5. The selected worksheet displays each patient’s test bars eligibility indicators. Choose the

Select Product button.6. The Product Code Selection form displays. Select the OK button.7. Scan or manually enter the Unit# and Product Code. This marks the product as selected

on the Product Selection form.8. Select the OK button. The product is now selected for the patient.

a. If additional patients are on the worksheet repeat steps 5-8 for each patient.9. Select the Save button. The system performs the product fulfillment safety checks and

generates a transfusion slip. A dialog box displays asking if the user wants to issue the product. Select Yes or No.

Figure 46: Single Electronic Crossmatch Worksheet

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7.7.9.8 Ad Hoc Worksheet

The Ad Hoc Worksheet is used for documenting and reporting Transfusion Reaction Workups. There are no Truth Tables, Product Fulfillment checks, or Issue Safety checks associated with this worksheet. Only one patient test bar may be selected to the Ad Hoc Worksheet at a time. A Transfusion Reaction test bar (TRX) is required to access this worksheet.

There is a standard enterprise transfusion reaction Ad Hoc Worksheet. Sites are able to request site-specific changes by submitting a Remedy ticket.

To access the Ad Hoc Worksheet:

1. Highlight the TRX test bar.2. Right-click the test bar. 3. Select Enter Test Results. 4. Select the Ad Hoc Worksheet option.5. Enter patient information in the Test Header portion of the worksheet, as needed.6. Select the + next to Code to open the transfusion reaction optional fields.7. From the Result Code drop-down menu, select the appropriate transfusion reaction

description.a. This is an enterprise wide list

8. Select the Cmplt checkbox to place the test bar in a P-Performed status.9. Select the Verify button.10. Select the Save button to close the worksheet.

Figure 47: Ad Hoc Worksheet

7.7.9.9 Reagent QC Worksheet

Even though this option is active and available, the Reagent QC Worksheet cannot be accessed through the right-click menu.

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7.7.9.10 Direct Entry

Direct Entry Worksheets are used when selecting specimen numbers instead of searching for and selecting test information bars. The functionality of these worksheets is the same as the worksheets previously discussed. The Batch Worksheet is the only worksheet that opens as a blank worksheet. IT has a maximum of 25 tests per worksheet. The following worksheets may be accessed from Direct Entry.

7.7.9.10.1 Single Worksheet with/without Observations

To access Direct Entry Single Worksheets:

1. Highlight any test bar.2. Right-click the test bar. 3. Select Enter Test Results.4. Select Direct Entry.5. Select either the Single Worksheet with Observations or Single Worksheet without

Observations option. 6. The Test Menu displays. Select the desired test code. The worksheet populates. 7. Select the Cust Prod Grp if a XM is selected.8. Select the Add button.9. Select OK. The Specimen entry form opens. 10. Scan or manually add the specimen number or MRN and press Tab. 11. When finished adding patients select the OK button.

a. The worksheet opens with the entered patient’s test bars.

7.7.9.10.2 Batch Worksheet with/without Observations

To access Direct Entry Batch Worksheets:

1. Highlight any test bar.2. Right-click the test bar. 3. Select Enter Test Results.4. Select Direct Entry.5. Select either the Batch Worksheet with Observations or Batch Worksheet without

Observations option. 6. The Test Menu displays. Select the desired test code. The worksheet populates. 7. Select the Cust Prod Grp if a XM is selected8. Select the Add button.9. Select OK. The Specimen entry form opens. 10. Scan or manually add the specimen number or MRN and press Tab. 11. When finished adding patients select the OK button.

a. Note: If confirmation test code RTY is selected the Batch Worksheets open and allow the user to scan or manually enter blood products directly to the worksheet.

b. The worksheet opens with the entered patient’s test bars.

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7.7.9.10.3 General Worksheet with/without Observations

To access Direct Entry General Worksheets:

1. Highlight any test bar.2. Right-click the test bar. 3. Select Enter Test Results.4. Select Direct Entry.5. Select either the General Worksheet with Observations or General Worksheet

without Observations option. 6. The Test Menu displays. Select the applicable radio button. 7. Select Test from the drop-down menu. 8. Select the Add button. 9. The worksheet opens. Enter the MRN to populate the worksheet.

7.8 Resulting a Crossmatch on Worksheets

Crossmatch testing is performed on the following worksheets: Single with/without observations, Batch with/without observations, and Direct Entry for Single or Batch. Upon completion, crossmatched products can be directly issued from the testing worksheet.

When resulting a crossmatch on worksheets take note of the following:

When using the Single or Batch worksheets without Observations, the user needs to manually change the XM test code to a test-specific XM code, if desired.

o For example: if an Immediate Spin XM is performed, the test code on the worksheet could be changed from XM to IS prior to saving the result.

When using the Single or Batch worksheets with Observations, the test code automatically updates based on the observations entered.

Expired specimens can be used for testing with an override. The crossmatch specimen must have a verified ABO/Rh and ABSC performed to be used

for testing. Once blood products are selected to the worksheet they cannot be deselected. If a crossmatch is resulted as INCOMP (Incompatible) a warning message displays: “Is

this unit acceptable for transfusion? Yes/No”o If Yes:

The blood product is accepted. An exception is captured with the reason, date/time, and Tech ID. The test information bar displays INCOMP as the test result. The Product Fulfillment bar updates to a status of IT-Incompatible safe to

transfuse.o If No:

The blood product is not accepted. INCOM displays in the worksheet result field. The test information bar updates to INCOM and the system adds another

crossmatch test bar.

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7.8.1 Status Updates from Crossmatch TestingTable 44: Product Fulfillment Status and Status Code

Status Code Status

XM Compatible and crossmatched to one patient.

XX Compatible and crossmatched to more than one patient.

IX Incompatible and ready for transfusion and user overrides exception.

RE Incompatible and not ready for transfusion.

RE Release to inventory.

PI Emergency post issue crossmatch

Table 45: Inventory Information Bar Status and Status Code

Status Code Status

XM Compatible and crossmatched to one patient.

XX Compatible and crossmatched to more than one patient.

IN In Inventory.

PI Emergency post issue crossmatch.

7.9 Blood Product Fulfillment

The Drv/Blood Product Fulfillment Search is where users issue/return products, select non-cellular products and derivatives to fulfill orders, print transfusion slips, add/cancel product fulfillment bars, and perform one-step electronic issue. Use the guidance in the Patient Module, Drv/Blood Product Fulfillment Search Pane section to search for product fulfillment bars and access the Drv/Blood Product Fulfillment screen.

7.9.1 Drv/Blood Product Fulfillment Screen

The product information bars from the search display in the Drv/Blood Product fulfillment screen. Once a product information bar is selected the function buttons on the screen are enabled. The function buttons are described in the following sections.

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7.9.1.1 Add PF

Use this button to add a product fulfillment (PF) bar to a selected PF bar.

1. Highlight a PF bar.2. select the Add PF button. The Add Product fulfillment form opens. 3. Enter the following:

a. Typeb. Codec. Qty

4. Select OK. 5. Select the Save button.

7.9.1.2 Cancel PF

Use this button to cancel one or more product fulfillment bar(s). Users can only cancel PF bars with a blank status. To cancel multiple bars, they must be for the same patient.

1. Highlight the PF bar(s) to be cancelled.2. Select the Cancel PF button.3. The Reason dialog box displays. Select a reason from the drop-down menu. 4. Select OK.5. A dialog box displays confirming the Product has been successfully cancelled. Select

OK.

If a PF bar has a product associated with it, the PF bar cannot be cancelled. Release the product from the patient.

If cancelling multiples the same reason code will be applied to all PF bars.

7.9.1.3 Select Products

This button accesses the Product Selection form which presents the user with the best product selection based on the product selected, blood type, and patient need. If the selected product does not match the patient requirement a warning displays. The functionality of the Product selection form is the same regardless of how the user accesses it.

This Product Selection Form can be accessed from:

Testing Module - For cellular products only Drv/Blood Product Fulfillment - For all blood products and derivatives Emergency Issue Form - For all blood products

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To select a product or derivative:

1. Select the PF bar(s).2. Select the Select Products button.3. The Product Code Selection form displays. Select OK.4. The Product Selection form displays with the available products.5. Scan the product Unit# and Product Code. 6. If the product is a derivative, enter the Derivative Lot, Sub Lot and code. Continue to

Step 8.a. Users can scan products not displayed on the form.b. If the scanned product does not meet patient requirements users can still select with

an override. An exception will generate.7. The scanned unit displays in the Product Selection form with a check mark in the Select

column. Select additional products as needed.8. Select the OK button. The product is now assigned to the patient.

The Product Code Selection form defaults to the correct product group and searches the logged-in user’s inventory for all product codes. There is no need to change the default.

If a product has greater than 10 Antigens or Attributes the field is highlighted yellow indicating there are additional items to view. Highlight the information bar and select the AAA button to view them all.

7.9.1.4 Issue Products

Use this button to access the Issue Product form to issue blood products or derivatives.

If issuing multiple products they must be for the same patient and the first PF bar selected is used to populate the patient information section of the Issue Product form.

1. Select the PF Bar(s)2. Select the Issue Products button. The Issue Product form opens.3. Patient demographics are at the top of the form. In the bottom portion of the form select

either the Blood Product or Derivative Product radio button.4. Enter the product information then press Tab.

a. The system will check the TRDY (Transfusion Ready) status for the unit. If it is Red a message displays indicating the issue. Depending on the issue, the user may continue with an exception.

b. If the TRDY is Green, the product has passed the safety check.5. The product populates the Product Information section.6. Enter the Pickup information.7. Select the Save button.

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a. The system performs a series of unit and patient safety checks. If anything fails, a warning message generates. An exception may be required to continue.

b. The product is now in an IS-Issued status.

If a site has arm bands turned on they are required for red cell issue and optional for non-cellular products.

If the product issued to one of the four Controlled locations: Cooler Refrigerated, Room Temperature, OR Refrigerator, or OR Room Temperature and the product is returned more than 30 minutes after issue it will not be quarantined.

7.9.1.5 Returning Products

Use this button to return unused blood products and derivatives from issue.

The 30-minute time frame for a return from issue from an uncontrolled location is hard coded. Products received 30 minutes after issue are automatically quarantined by the system. They can be updated back to the active inventory through the Update Product Status form if they are cleared by site-specific SOP protocol.

1. Select the PF bar to be returned.2. Select the Return Products button.3. The Update Product Status form displays with the issued PF. Select No from the Batch?

drop-down menu. 4. Enter the following fields in the Selected Product section of the form:

a. New Status - Users can place the product back into XM status for the patient, release it by selecting IN, or choose another status

b. Enter reason c. Enter location

5. Select Save.

This Return Products button can be used to open a blank Update Product Status form. Units can be returned and scanned into the form.

1. Ensure a PF bar is not selected, select the Return Products button.2. A blank Update Product Status form opens. Select No from the Batch? drop-down menu.3. Scan the unit number and product code in the appropriate fields.4. Continue with steps 4-5 of the previous procedure.

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7.9.1.6 Print Trfsn Slip

This function allows a user to print transfusion slips for a product issue. Multiple slips may be printed at one time if the selected products are in the same product group.

To print, the crossmatch status of the PF bar must be one of the following: XM, XX, PI, IX, UX, IS, PT, EI, TR, or RX.

1. Select the PF bar(s).2. Select the Print Trfsn Slip button.3. Select the printer icon to print the transfusion slip.

7.9.1.7 Comments

Use this function to add a comment to a product fulfillment bar. Utilize system generated comments or the Free Text option. Once a comment is added, the Comment field indicated by a C, will change from No (N) to Yes(Y), highlighted in yellow. Users can view, add, remove, inactivate, and save product fulfillment comments in this form. The Comment Input form functions the same in all modules in EBMS-T, please refer to the Patient Module, Patient Comments Input Form section for additional guidance.


7.9.1.8 EC Issue

Use this button to access the Electronic Crossmatch Issue form. This function allows users to select and issue cellular and non-cellular products to electronic crossmatch eligible patients on one form.

The EC Button is only enabled if the patient is EC eligible.

1. Select any PF bar for the electronic crossmatch eligible patient.2. Select the EC Issue button. 3. The Electronic Crossmatch Issue form opens. Select the Customer Product Group from

the drop-down menu. 4. Scan and or manually enter the following information into the appropriate fields:

a. Unit Numberb. Product Codec. Division (if applicable)

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d. Armband - If armbands are turned on for a site this number must be entered in the unit information and pickup information sections.

5. Press Tab. The system checks the ABORh compatibility matrix and product selection algorithms for the unit.a. IF the unit is compatible, it populates in the Product Information section.b. IF the unit does not pass the checks, a message displays indicating whether an

override is applicable.6. Repeat steps 3-5 to add additional products to the EC Issue form.7. Enter Pickup Information.8. Select the Save button.

a. The system performs a series of unit and patient safety checks. If anything fails, a warning message generates. An exception may be required to continue.

9. Once the patient and unit safety checks have passed, the product(s) are issued and the status updates to IS in both Product Fulfillment and the Inventory Module.a. The XM test bar populates with unit and patient information and the test bar status

updates to V-Verified.b. The cellular and/or non-cellular transfusion slips print as well.

PF bars can be selected to the Electronic Crossmatch Issue form for one patient at a time. The Customer Product Group drop-down menu is limited to cellular and non-cellular blood products for the patient’s open orders. If available, the drop-down menu defaults to RBC.

Multiple product groups are able to be issued from this form.

Figure 48: Electronic Crossmatch - Issue

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7.9.2 Right-Click Menu Options

There are three sub menu options available in the Drv/Blood Product Fulfillment screen that activate based on the selected PF bar and field.

7.9.2.1 Display

Use this option to display additional information regarding a selected field in a PF information bar

7.9.2.2 Go To

This option allows users to select PF bars that have associated products and perform the following three functions directly from the Drv/Blood Product Fulfillment screen.

1. Product Modification - Opens the Product Modification form. The selected product(s) can be modified as explained in the Product Modification Button section of the Inventory Module.

2. Product Division - Open the Product Division form. The selected product(s) can be divided for the patient as explained in the Division Button section of the Inventory Module

3. Product Pool - Opens the Product Pool form. The selected product(s) can be pooled as explained in the Pool Button section of the Inventory Module.

7.9.2.3 View

Use this option to view the transfusion ready status of a product as well as view and edit issue information.

7.9.2.3.1 Issue History

This option allows the user to view and make edits to a completed Issue Product form.

1. Highlight the I-Issue field of a PF bar.2. Right-click the PF bar. 3. Select View.4. Select the Issue History option.

a. The Issue Product form displays. It can be edited and saved as needed.

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Figure 49: Issue Product

7.9.2.3.2 Issue Safety Check

This option displays the Issue safety check performed by the system upon issue of the selected PF bar. Any issues are highlighted in yellow.

1. Highlight the I-Issue field of a PF bar.2. Right-click the PF bar.3. Select View.4. Select the Issue Safety Check option. The form displays.

Figure 50: Issue Safety Check

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7.9.2.3.3 Trdy Status

If the transfusion ready status is good, the Trdy field displays in green with a Y. If there is an issue or a review is needed, the field displays be red with an N.

To review this field:

1. Highlight the I-Issue field of a PF bar.2. Right-click the PF bar. 3. Select View.4. Select the Trdy Status option.

a. The Transfusion Ready Info form displays listing the patient’s needs, product fulfillment, and status column. Any issues are highlighted in yellow.

Figure 51: Transfusion Ready Info

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7.10 Blood Test Involvement Pane

Blood Test Involvement displays all specific test information regarding a selected patient test bar. Information displayed in Blood Test involvement includes: patient demographics, tests, orders, specimen, and product fulfillment all in one screen. The Blood Test Involvement screen provides read-only information. Additional details, if available, may be reviewed or modified by accessing the ellipsis button in each information block.

Reagent and Unit test involvements are unable to be viewed in the Blood Test Involvement pane.

To view test related information in the Blood Test Involvement screen, perform the following steps.

1. On either the Active Patient Tests screen or the All Blood Tests screen (after performing a search on the Search All Tests Form), select the patient test bar to be viewed.

2. Close the Active Patient Tests or All Blood Tests screen. The information from the selected patient displays in the Blood Test Involvement Pane.

3. Select either the Advanced button, Work View, or Detail View button to open the Blood Test Involvement screen. The screen displays all the patient test information.

4. If enabled, select the ellipsis button in the desired information block to view additional details for the test information bar. a. Depending on which ellipsis button is selected the information displays in the All

Patient Orders screen, All Specimens screen, or the Drv/Blood Product Fulfillment screen.

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Table 46: Blood Test Involvement Screen Chart

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Reports EBMS-T Instructor Guide

7.11 Reagent QC Worksheet Pane

Quality control testing of reagents must be performed prior to patient and unit testing. This QC testing is documented in EBMS-T on the Reagent QC Worksheet. QC Racks can be viewed, edited, and if in a P-Performed status verified directly in the pane. All QC racks are site-specific and any configuration changes require a Help Desk ticket. The Reagent QC Worksheet is accessed through the Reagent QC button on the Active Patient Tests screen, Active Unit Tests screen, and the All Blood Tests screen as well as through the Reagent QC Worksheet pane.

Even though the option to access the Reagent QC worksheet is active it cannot be selected from the right-click menu.

7.11.1 Reagent QC Worksheet

To access the Reagent QC Worksheet, select the Advanced button, or the Work or Detail View button. QC racks are located in the Rack Code drop-down menu of the worksheet. Select a rack from the drop-down menu to populate the worksheet and enable the function buttons. Once the rack is selected if QC has not been previously performed the system displays reagents only. The Set # and Set Status fields will be blank, and the Lot and vial numbers will need to be selected for each reagent on the rack. If QC has been previously performed on the selected rack the system displays the most recent QC testing for the rack including results, reagents with lot information, Set # and Status, as well as the Rack QC Exp Date. The Set # is system assigned once the rack is tested. The Set status is based on testing results of S-Satisfactory or U-Unsatisfactory.

Reagent codes can only have one masking/observations on every rack. The same reagent code cannot be on multiple racks with different graded results.

7.11.1.1 Previous Button

Use this button to view the details for the reagent listed before the selected reagent in the rack.

7.11.1.2 Next Button

Use this button to view the details for the reagent listed after the selected reagent in the rack.

7.11.1.3 Edit Button

Select this button to change the QC Expiration Date/Time of the rack. Only Tech 1 users have this functionality. To perform this function:

1. Select a Rack Code from the drop-down menu.2. Select the Edit button. The Rack QC Exp Date field is enabled and blue.3. Modify the expiration date and/or time as needed. The Reason dialog box displays, select

a reason or use the free text option.

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4. Select OK. 5. If more work is needed in the worksheet click the Apply button to save your changes and

keep the worksheet open. If the user is finished with the worksheet, select the Save button to save the changes and close the form.

7.11.1.4 Verify Button

Select this button to change results from a P-Performed status to V-Verified status.

7.11.1.5 Comment Button

Select this button to open the Comment Input form and add a comment to the Reagent QC Worksheet. Refer to the Patient Module, Patient Comments Input Form section for additional guidance.

7.11.1.6 Test Button

Use this button to test only the selected reagents on the QC rack.

To test individual reagents on a rack:

1. Select a Rack Code from the drop-down menu.2. Select the reagent that requires testing.3. Select the Test button. The Selected Reagent portion of the worksheet lists the reagent

code and the Lot #, Vial #, Exp D/T, and the applicable test observation fields are enabled for entry and/or editing.

4. Enter the Lot#, Vial#, & Exp D/T fields for the reagent, if applicable.5. Enter test observations. 6. Select the Apply button to save the changes but keep the worksheet open for additional

work or select Save to save changes and close the worksheet. a. Regardless of which button is used the rack displays in a P-Performed status and must

be verified by selecting the Verify button so that it can be used.

The new reagent QC expiration date/time cannot exceed the current expiration date/time of the rack. The system assigns a new rack Set # once the record is saved.

7.11.1.7 Test All Button

Select this button to test all reagents on a QC rack.

To perform this process:

1. Select a Rack Code from the drop-down menu.2. Select the Test All button. The system automatically places the first reagent in the rack in

the Selected Reagent portion of the worksheet and the Lot #, Vial #, Exp D/T, and the applicable test observation fields are enabled for entry and/or editing.

3. Enter the Lot#, Vial#, & Exp D/T fields for the reagent, if applicable.

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4. Enter test observations. When the last test observation is entered for a reagent the system automatically displays the next reagent in the list.

5. Repeat steps 3-4 until all reagents are tested. 6. Select the Apply button to save the changes but keep the worksheet open for additional

work or select Save to save changes and close the worksheet. a. Regardless of which button is used the rack displays in a P-Performed status and

must be verified by selecting the Verify button so that it can be used.

7.11.1.8 Apply Button

Use this button to confirm added or modified data and commit the changes to the database without closing the Reagent QC Worksheet. Test results display in a P-Performed status. The worksheet remains open so newly entered test results can be placed in a Verified status as well as the testing of other reagent racks.

7.11.1.9 Save Button

Use this button to save the reagent information. Once the save is completed, the Reagent QC Worksheet closes. To verify the test results or test other reagent racks, the Reagent QC Worksheet must be reopened.

7.11.1.10 Cancel Button

Use this button to close the window without performing the task at hand.

7.12 Batch Antigen Testing (General Worksheet Test Code)

The Order Unit Antigen form is accessed through this pane, allowing users to order antigen test bars for one or more blood products. Only 25 test bars can be populated on one worksheet at a time.

7.12.1 Order Unit Antigen Form

This form is available via the Order Unit Antigen button on the Active Unit Test screen, the All Blood Tests screen, and the Batch Antigen Testing (General Worksheet Test Code) Pane. The functionality is the same regardless of how the form is accessed.

To open the order unit antigen form and perform testing:

1. Select a test (antigen) from the Test drop-down menu.2. Select the Add button to populate the test.3. Add additional test(s) if required.4. Select the Next button to open the Order Unit Antigen form.5. Scan or manually enter the Unit # and Prod/Div into the appropriate fields.

a. The product information bar populates in the Product Details section of the form.6. Repeat step 5 to enter additional products to the form.7. Select the Complete button. A test bar is created for each product. A message displays

stating: “Do you wish to open worksheet?”a. Select Yes to open the General Worksheet with Observations and complete testing.b. Select No to close out of the form and complete testing at a later time.

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A test bar is only placed in a status of Amended once it is linked as a corrected result to an invalidated test bar.

Only active patient tests are found in the Active Patient Tests screen.

Tech 1 users assign a final patient ABO/RH and/or ABSC of record in the patient module following the guidance for modifying ABO/Rh or ABSC. The user removes an antibody from a blood product in the Inventory Module following the guidance for the AAA button, removing an antibody.Tests invalidated from a P status do not display the invalidated result in the comment because a verified result was not saved.Invalidation of an ABO/Rh test (Blood Group (BG) test family) will cause the ABO/Rh field in the Active Patient screen to display with a red background. Tech 1 users need to review this in the Patient Module and modify the blood type to assign a final type of record to clear the discrepancy.After invalidation, the system automatically places a Y in the Exception and Comment fields of the information bar.

For Single Worksheets with/without Observations:1. Only 1 worksheet may be opened per patient with

up to four test families 2. Multiple single worksheets may be opened for

different patients3. Test D/T field cannot be edited after results are

saved and verified but in the event testing must be entered retroactively the date and time field can be modified to an earlier date and time but it cannot be prior to the order date and time

4. Worksheet with Observations area truth table checked and a warning will appear if required fields are missing

5. Worksheet without Observations requires entry in the Performing Lab field.

An exception is not captured for linking test bars but an exception is captured for the corrected test bar for truth table review if the result differs from patient/unit records.Documentation of invalidated and corrected/revised reports may be viewed in the Patient Chart Report and Corrected/Revised Report. This function is included in the Report Module for monitoring invalid and revised test results and documentation may also be viewed in Patient Chart Report.

Batch Worksheet Limitations:1. Maximum of six worksheets may be opened at a

time.2. Two or more worksheets cannot be opened for the

same test family3. Test D/T field cannot be edited after results are

saved and verified but in the event testing must be entered retroactively the date and time field can be modified to an earlier date and time but it cannot be prior to the order date and time

4. Unit testing must be performed before updating units to an expired status. If testing is performed after a unit is in an E status, confirmation testing will update the status to IN without a warning or exception capture. A warning would still display at the time of issue for an expired unit.

Once a patient test has been assigned a final status (C, V, Z) the test information bar can only be found in the All Blood Tests screen.If a test is ordered on a patient without an active admission or a patient that has been discharged, the patient test information bar must be searched in Search All Tests and will display in the All Blood Tests screen.

General Worksheet with Observations Limitations:1. Antigen Worksheet only allows 25 per worksheet2. KB test results must be recorded as POS or NEG

and the actual test results may be entered as a free text external test comment

3. Observations for individual test phases cannot be documented

4. Unable to add a patient or unit to a worksheet after controls are defined.

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The range drop-down menu is only available for active patient tests in Work View or Detail View. The maximum date range is 90 days. If the test was ordered more than 90 days from the current date use the Search All Tests form to locate the patient test information bar(s).

When the Unit option or unit test information bars are selected, the Order Unit AG button is enabled. This allows the user to order and perform antigen testing on multiple units at once.

The user must specify at least one search criterion to perform a search unless searching by DOB or Account #. Mediware recommends using the Patient’s last name, first name or MRN. Unit numbers may be scanned or manually entered.

When linking an invalidated test bar to a corrected/revised test bar the user can only link to the same test code and must be less than 10 days old. Multiple test bars cannot be invalidated at the same time. If a crossmatch is invalidated the user must release the unit back into the inventory via Product Fulfillment.

When adding a XM test, the product group must also be selected.

Not all fields include the Display option.

Menu options are only be enabled if they are applicable to the selected information bar. Result entry is only performed through the right-click menu option.

Users can only select one reagent test bar at a time.

Since the test bar is already verified and saved, it is not possible to upload a different test results file.

The Issue and Select Products buttons are only enabled if a crossmatch test bar is on the worksheet.

When using the Batch Worksheet with Observations, users must know the specimen number for each patient.

The maximum test result file size is 800 kB.

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Only one file can be uploaded to a test record. If a user attempts to add another file a dialog box displays asking to confirm that you want to overwrite the file already uploaded. If a file is uploaded in error, select the Clear Document button. At this point, another file can be added.Once the worksheet is saved it is no longer possible to add, remove, or replace an uploaded test result file to the test record.

There is a standard enterprise transfusion reaction Ad Hoc Worksheet. Sites can request site-specific changes by submitting a Remedy ticket.

If a PF bar has a product associated with it, the PF bar cannot be cancelled. Release the product from the patient. If cancelling multiples, the same reason code will be applied to all PF bars.

The Product Code Selection form defaults to the correct product group and searches the logged-in user’s inventory for all product codes. There is no need to change the default. If a product has greater than 10 Antigens or Attributes the field is highlighted yellow indicating there are additional items to view. Highlight the information bar and select the AAA button to view them all.

If issuing multiple products, they must be for the same patient and the first PF bar selected is used to populate the patient information section of the Issue Product form.

If a site has arm bands turned on they are required for red cell issue and optional for non-cellular products.If the product issued to one of the four Controlled locations: Cooler Refrigerated, Room Temperature, OR Refrigerator, or OR Room Temperature and the product is returned more than 30 minutes after issue it will not be quarantined.

The 30-minute time frame for a return from issue from an uncontrolled location is hard coded. Products received 30 minutes after issue are automatically quarantined by the system. They can be updated back to the active inventory through the Update Product Status form if they are cleared by site-specific SOP protocol.

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To print, the crossmatch status of the PF bar must be one of the following: XM, XX, PI, IX, UX, IS, PT, EI, TR, or RX.


The EC Button is only enabled if the patient is EC eligible.

PF bars can be selected to the Electronic Crossmatch Issue form for one patient at a time. The Customer Product Group drop-down menu is limited to cellular and non-cellular blood products for the patient’s open orders. If available, the drop-down menu defaults to RBC.Multiple product groups can be issued from this form.

Reagent and Unit test involvements are unable to be viewed in the Blood Test Involvement pane.

Even though the option to access the Reagent QC worksheet is active it cannot be selected from the right-click menu.

Reagent codes can only have one masking/observations on every rack. The same reagent code cannot be on multiple racks with different graded results.

The new reagent QC expiration date/time cannot exceed the current expiration date/time of the rack. The system assigns a new rack Set # once the record is saved.

7.14 Exercise – Batch Worksheet with Observations

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7.15 Exercise – Sing Worksheet with Observations

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8 Emergency Issue Module 8.1 Overview

The Emergency Issue module provides users the ability to bypass screens and enter patient information on a single form to issue blood products during emergency situations.

8.2 Objectives

In the Emergency Issue module, users will:

Learn the Emergency Issue functionality and product status Complete an emergency issue for registered and unregistered patients Input the minimum required data to emergency release products Understand the Emergency Issue form limitations and capabilities


To access the Emergency Release module, select the Emergency icon, indicated by a red plus sign from the HCLL™ Transfusion toolbar. A blank Emergency Issue Form opens.

Figure 52: Emergency Icon

8.4 Emergency Issue Screen

When the Emergency icon is selected, the Emergency Issue Screen immediately displays. This is the only screen in the module. The Emergency Issue screen requires limited patient demographic information and allows users to assign a unique system generated MRN for unknown patients. Additionally, users can enter MRNs for previously admitted patients, add a specimen, orders, results, select products, and issue.

8.5 Functional Buttons Table 47: Emergency Issue Module Functional Buttons

Button Description

Use the Enter Results button to access the Emergency Issue Result Entry screen.

Use the Select Products button to access the Product Code Selection screen.

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8.6 Input an Emergency Issue for a Registered Patient

1. Under the Emergency Issue section, enter the patient’s MRN in the MR# field and press Tab.

a. The system searches for an admission record with the entered MRN. If one is found the patient demographic information populates with the details in the record.

2. Press the Tab key to populate the patient’s record. 3. The patient’s information displays under the Result Entry field4. If the patient is not registered at the facility, under the Emergency Issue section, enter

the letter “S” in the MR# field.5. Press the Tab key to allow the system to generate a unique MRN 6. Enter the required patient demographics.

a. Name (Last name, First name) b. Sex

7. Optional Step – to add a specimen and test results to the form: Select the Enter Result button or double-click the green patient information bar to add a specimen and test results.

a. Enter the Spec #, ABO, Rh and any other fields, as needed.b. Select OK.

8. In the Emergency Issue Result Entry Field:a. Add Spec #, results, and ABO/Rh. b. Select the Verify button to save.

9. Enter pickup information in the Enter Pickup Information Below section. Refer to Table 48: Enter Pickup Information Below description for additional guidance.

10. Press Tab to navigate through the form and enter information, as needed. 11. Once the data is entered, the Select Products button will become active. 12. Select the Select Products button to open the Product Code Selection window. 13. Enter the appropriate selections.

a. View Figure 53: Product Code Selection for a description of each field. 14. Select the OK button to access the Product Selection form.15. The Product Selection form collects the patient’s demographics including Details,

Transfusion History, and Order Information in one location. 16. In the Unit # Field, scan or manually enter the desired unit number and product code.

a. The most compatible/best units display first on the Product Section form. b. For patients that are restricted to universal types; Group A Plasma and O

Positive (Pos) red blood cells (RBCs) can be selected with an override. Scan the product information in the appropriate fields and a Reason dialog box will display.

17. Once the data is entered, select the OK button to exit the form. a. The data populates in the Unit Information section of the Emergency Issue

form.

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18. Select the Save button. The Transfusion Slip generates and a dialog box displays confirming the record has been saved.

19. Select OK.20. Emergency Issue is complete and the product is now in a status of EI (Emergency

Issue). If a cellular product was issued, an XM test bar generates in the Testing Module.

When performing this procedure, the blood type compatibility matrix table safety checks are performed. Any errors will halt the Emergency Issue.

Table 48: Enter Pickup Information Below description

Field Description

The ID of the person picking up the product can be entered here or as designated in the site SOPs. This is a required field.

Enter the issuing location by accessing the drop-down menu and selecting the location or entering the first few letters of the location name. This is a required field.

Enter the visual inspection code from the drop-down menu: S-Satisfactory or U- Unsatisfactory. This is a required field.

If a site has this field enabled, Armband numbers will be required to issue cellular products.

Select from the enterprise wide drop-down menu to add to issue form. This is informational only.

The Pre Lab Result field is optional & informational only. Manual entry of pre-lab results must be in the following format - including the semi-colon at the end: TEST CODE=RESULT=DATE; Example: HGB=6.8=05/01/2017;

The Post Lab Result field is optional & informational only. Manual entry of post- lab results must be in the following format - including the semi-colon at the end: TEST CODE=RESULT=DATE; Example: HGB=9.8=05/01/2017;

The Issued/Transfused D/T field defaults to the current date/time and can be updated prior to saving the form.

Displays the Tech ID of the logged in technician performing the emergency issue.

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The Location drop-down menu is enterprise wide and available on the HCLL™ Codes list on KnowledgeTrak.

Entering the first few letters of the location name is discussed in PF Pane.

Reiterate that for controlled locations, users can issue products more than 30 mins and not be quarantined.

A unit that has not passed visual inspection can be quarantined.

Figure 53: Product Code Selection

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A patient with a blood type on record and a current tested specimen may receive type-specific blood.

Emergency issue of blood products is not allowed if XM testing is partially completed.

If the patient blood type is unknown, discrepant or there is not a current tested specimen then product selection is restricted to universal types without generating an override. (O Negative: Cellular, AB: Non-Cellular)

Positive RBCs can be selected with an override. Group A Plasma can be selected with an override.

Date of Birth (DOB) is not a mandatory field. If no DOB is entered in the Emergency Issue Form, the system will assume the patient is an adult and will set the specimen expiration accordingly.

You cannot use the Emergency Issue Form to issue more than 1 product type.

Post Issue (PI) crossmatch cannot be performed on the Electronic Crossmatch Worksheet.

Derivative products cannot be selected or issued using the Emergency Issue Form.

If a product is already assigned to the patient, it cannot go through Emergency Release.

Users need to manually add the Admission Date/Time and Account Number to emergency issue generated admissions.

If these 2 critical fields are left blank the patient record will not be eligible for automatic discharge and the patient will remain in the active patient pane.

Upon issue, products will be in a status of EI - Emergency Issue and RBCs will automatically generate an XM test bar for compatibility testing.

Users have the option to perform compatibility testing on the cellular product which will update the product status as follows:

EI (Emergency Issue) > PI (Post Issue XM) > TR (Transfused)/PT Presumed Transfused

For non-cellular products and when testing is not performed on the cellular product, users can go directly from issued to transfused.

EI > TR The XM test bar created by the Emergency Issue cannot

be completed after the units have been placed in a final disposition such as PT or TR

If a user tries to manually select type-specific products, an error displays stating that the product cannot be selected with override.

Demonstrate how to manually scan products that are not listed on product selection form. Demonstrate where to add Positive RBCs and explain the Emergency Issue adds the registration but not a full admission.

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8.8 Exercise – Issue an Emergency Release

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8.9 Knowledge Check

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9 View Module 9.1 Overview

The View module provides instant access to multiple areas of information related to the patient. This module is read-only and does not allow input. Only patient information at the logged in facility is accessible in this module.

9.2 Objectives

In the View module, users will:

Access View Only Patient information


To access the View Module, select the View icon from the HCLL™ Transfusion toolbar.

Figure 54: View Icon

9.3.1 Panes

The View Module consist of one pane. The View Patient pane provides patient-specific information and is described in the section.

9.4 Viewing Patient Information

To view patient information:

1. Under the Patient section, enter the patient’s MRN. 2. Press Enter or select Tab to generate the search.

a. The View form populates with information specific to the patient.

Use the full MRN. The system will not recognize a partial MRN.

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9.5 Module Function

The View Module displays patient information from the following:Table 49: View Module

Section Displays Patient Description

Patient Information

Most recent demographic details: MRN Full Name Date of birth Sex ABO/Rh & ABSC of Record Most recent active Account # (Admission)

Safety Critical Information

Displays from all facilities: Active patient antibodies & their descriptions Active patient antigens, descriptions & interpretations Active patient instructions (code & description)

Unfilled Product Orders

Open blood product fulfillment orders that were placed within the last 14 days are displayed with the following information:

Product Group of the order Quantity

Specimens

Specimen that have been collected for the patient within the past 90 days display. By default, specimen display in reverse chronological order & only the following 4 statuses are included:

Indated (IN) Expired (E) Exhausted (H) Rejected (J)

Details displayed: Specimen Number Collection Date/Time Expiration Date

Completed Tests

Patient test results verified from the past 90 days display. By default, the tests display in reverse chronological order by verification date & time with the following information:

Test code & description Test result Date & time test was verified

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Section Displays Patient Description

Crossmatch/ Issued Blood Products

Displays the number of blood products that have been crossmatched and/or issued to the patient based on product group within the last 14 days & in a status of XM, XX, or IS. The following information is included:

Product group Quantity of blood products that have a status of XM - Crossmatch for the

specified product group Quantity of blood products that have a status of XX - Double Crossmatch for

the specified product group Quantity of blood products that have a status of IS - Issued for the specified

product group.

Users can select column headers to sort data in some sections.

Explain why the Product Fulfillment active criteria is set to 14 days: due to the amount of information from all sites is too much for the tables to make it 90 days



Use the full MRN. The system will not recognize a partial MRN.

9.7 Exercise – View Module

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9.8 Knowledge Check

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10Quality Module10.1 Overview

The Quality Module manages real time documentation of exception capture points from all functional modules in EBMS-T. Critical exception capture points are generated from unsatisfactory or unexpected data such as truth table failures as well as data overrides. The ability to perform exception review and comments are a Tech 1 functionality within the Quality Module. All other users are allowed view only access. The Quality module also displays audit tables for the following processes:

Patient Demographics Transfusion Review Specimen Transfer Crossmatch Review Form Field Edit Review

10.2 Objectives

In the Quality module, users will:

Review Active Exceptions Search for Audits and Exceptions Review Audit Records


To access the Quality Module, select the Quality icon from the HCLL™ Transfusion toolbar.

Figure 55: Quality Icon

10.4 Panes

The Quality Module consist of four panes.

Active Exception Pane Exception Search Pane Audit Search Pane

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10.4.1 Functional Buttons Table 50: Quality Module Functional Buttons

Button Description

Displays the selected exception in the Exception Review form for the addition of comments and review completion.

Opens the Exception Search form with additional search parameters as well as opening the Audit Search form.

This button is used to select the previous information bar from the Active Exception Screen and display that information on the Exception Review form.

This button is used to select the next information bar from the Active Exception Screen and display that information in the Exception Review form.

Use this button to print the form currently displayed.

Used to add a comment to the exception.

Used to remove a comment from the exception prior to saving the form.

Select this checkbox to finalize the resolution. This places the exception in a Verified (V) status. If the Review Complete box is not checked when a comment is entered and saved the exception information bar remains in a Review in Progress status (O).

Displays selected exception in the Exception Review form in a View Only format.

Performs form searches based upon entered search criteria.

Use this button to place a verified/finalized exception information bar back into an active status of O- (review in progress).

10.5 Active Exception Pane

The Active Exception Pane displays a quick view of the active exceptions captured in EBMS-T. To access the Active Exception Screen, select the Detail or Work view button to see additional information for each exception information bar.

10.5.1 Active Exception Screen

This screen displays exception information bars that have not been reviewed or the review is in progress and not finalized. Users can view and/or review exception information bars from this screen. Each active exception information bar is assigned an exception level and once a bar is selected, the two function buttons on the screen are enabled.

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The following statuses display on the Active Exception Screen:

N – Not reviewed O – Review in progress

There are three levels of exceptions displayed:

Exception Level 1 – the most critical exceptions with a red background. Exception Level 2 – moderately critical exceptions with a yellow background. Exception Level 3 – least critical exceptions without a background color.

10.5.1.1 View an Exception

The View button displays a selected record in the Exception View form. To view an exception:

1. Select an exception information bar.2. Select the View button. The Exception View form opens with read-only access.3. The Cancel button closes the form and returns to the Active Exception Screen.

10.5.1.2 Review a Single Exception

Use the Review button to review and add comments to a single exception on the Exception Review form. To review a single exception:

1. Select an exception information bar.2. Select the Review button. The Exception Review form opens.3. Select an Exception Reason Code Comment from the drop-down menu.4. Select the Add button to add the exception reason code comment to the form. 5. Repeat steps 3-4 to add additional exception reason code comments.6. To remove an exception reason code comment prior to saving the form, highlight the

exception reason code comment information bar and select the Remove button. 7. If the review is complete, select the Review Complete checkbox. If the review is not

complete do not select the checkbox and continue to step 8.8. Select the Save button.

a. If the Review Complete checkbox was selected the exception is placed in a final status, V, and no longer displays in the Active Exception Screen.

b. If the box was not checked the exception information bar is considered still in progress and can be viewed in the Active Exception Screen.

Depending on the type of exception (patient, derivative, unit, or reagent) the system displays pertinent data to assist with the investigation.

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10.5.1.3 Review Exceptions by Batch

Multiple exceptions can be reviewed as a batch if the selected exceptions are all the same exception level. This can only be performed by Tech 1 users, from the Active Exception Screen using the right-click menu option. To review exceptions by batch:

1. On the Active Exception Screen, select all exceptions to be reviewed. 2. Right-click any of the selected exception information bars, and select the Batch Review

option. 3. The Reason Code Notice for Batch Exception Review dialog box displays confirming the

Reason code will be applied to all exceptions selected. Select OK.4. The Batch Review form opens, displaying all selected exception information bars.

a. In the Batch Review form, all selected exception information bars display in read-only format and can be selected so the details display on the form for review.

5. Select an exception reason code comment from the drop-down menu that applies to all the exception information bars.

6. Select the Add button. a. If one of the selected exceptions has an individual comment associated with it, the

comment will not be visible on the Batch Exception Review form. The individual comment can be viewed on the individual Exception Review form (read-only).

7. Repeat steps 5-6 to add additional exception reason code comments. 8. To remove an exception reason code comment prior to saving the form, highlight the

exception reason code comment information bar and select the Remove button. 9. The Review Complete checkbox is already checked. If the review is complete select the

Save button. All selected exception information bars are updated to a final status, V, and no longer display in the Active Exception Screen.

10.6 Exception Search Pane

Use the Exception Search pane to search for, view and activate any exception regardless of status. Enter search criteria directly in the pane or through the Exception Search Form, for additional search parameters. Access the Exception Search form by selecting the Advanced, Work or Detail View buttons. All exception information bars matching the specified criteria display on the All Exceptions Screen.

10.6.1 All Exceptions Screen

The All Exceptions screen displays exception information bars of any status that meet the search criteria from the Exception Search form. All four form buttons are enabled when an exception information bar is selected.

The following statuses display on the All Exceptions Screen:

N – Not reviewed O – Review in progress V – Review complete

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There are three levels of exceptions displayed:

Exception Level 1 – the most critical exceptions with a red background. Exception Level 2 – moderately critical exceptions with a yellow background. Exception Level 3 – least critical exceptions without a background color.

10.6.1.1 Search Exceptions

To access the Search form:

1. From the All Exceptions Screen select the Search button. a. The Quality Exception Search opens.

2. Enter the search criteria and select the Search button. 3. Exception information bars meeting the search criteria display in the All Exceptions

Screen.

10.6.1.2 View Exceptions

The View button displays a selected record in the Exception View form. To view an exception:

1. Select an exception information bar.2. Select the View button. The Exception View form opens with read-only access.3. The Cancel button closes the form and returns to the Active Exception Screen.

10.6.1.3 Activate Exceptions

Use the Activate Exceptions button to review exceptions in a final status, V, and change the exception status to O - Review in progress. The exceptions will display on the Active Exception Screen. An exception review to capture additional comments can also be performed from the Activate Exceptions button.

1. From the All Exceptions Screen select an exception information bar.2. Select the Activate button, the Reason dialog box displays.3. From the drop-down menu select an exception reason for activating the exception

information bar. 4. Select the OK button. 5. The exception information bar is now in an O status and available in the Active

Exceptions Screen.

Reviews and additional comments can only be performed in the Active Exception Screen.

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10.7 Selected Exception Pane

Selected exception information bars from the Active Exception pane display in the Selected Exception pane. These exception information bars can be viewed, reviewed, and printed directly from the pane. Alternately, the Selected Exception Screen can be accessed from the Advanced button or Work or Detail view buttons.

10.7.1 Selected Exception Screen

The Selected Exception screen provides easy access to review and view selected exception information bars from the Active Exception pane. The Previous and Next buttons allow access to additional exceptions from the Active Exception pane as well as the option to print the selected exceptions.

10.7.1.1 View/Review Exceptions

Users have the option to toggle between the read-only View and the Review functions.

Refer to the Active Exception Screen, View an Exception and Review a Single Exception sections for additional guidance.

10.8 Audit Search Pane

The Audit Search form can be accessed from the Home Page or the Quality Module by selecting the Advanced, or Work or Detail view buttons. An audit search can be performed on any of the following options from the drop-down menu:

Transfusion Review Crossmatch Review Patient Demographic Review Specimen Review Form Field Edit Review

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10.8.1 Audit Search Form

To perform an audit search:

1. Select a search type from the Review drop-down menu.2. Enter the desired search criteria in the designated Review section of the form.3. Select the Search button.

a. Information bars that meet the search criteria display for review purposes only.

Table 51: Audit Search Review Options

Review Description

Transfusion Review This review option will display all transfusions based on date range, MRN, and/or Product Group.

Crossmatch Review This review option will display all performed crossmatches based on date range, and/or Unit Number.

Patient Demographic Review

Patient demographic fields can be searched/viewed by date range, MRN, and specific audit fields.

Specimen Review Specimen shipped within the enterprise can be searched by date range, Specimen #, Batch #, and ship to facility.

Form Field Edit Review Edits to form fields based upon date range (mandatory entry required), Tech ID, and module.



Depending on the type of exception (patient, derivative, unit, or reagent) the system displays pertinent data to assist with the investigation.

Reviews and additional comments can only be performed in the Active Exception Screen.

10.10 Exercise – Quality Module

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11Reports 11.1 Overview

EBMS-T contains a Reports Module, that allows facilities to generate reports based on data stored in the system. Users can view reports directly on the screen as well as, print, export, and save generated reports.

11.2 Objectives

In the Reports module, users will:

Generate Reports Manipulate and Search Reports Export and Save Reports Print Reports


To access the Report Module, select the Reports icon from the HCLL™ Transfusion toolbar.

Figure 56: Reports Icon

11.3.1 Accessing Reports

The Reports module allows users to access system generated reports and enter search criteria to modify report parameters.

11.3.2 Generated Reports

HCLL™ generates reports based on the facility’s data. To access a generated report:

1. Select the plus sign (+) to the left of the HCLL™ Reports folder to expand the folder. 2. Sub-folders are categorized. To expand a sub-folder, select the plus sign (+) to the left of the

folder to display the available reports.3. Select the appropriate report. 4. If required, enter your login information to access the reporting server. 5. Enter the designated report parameters.6. Select View Report.7. Once generated, manipulate the report as needed.

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Figure 57: Reports Menu

Figure 58: Report Parameters

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Figure 59: Reports Taskbar Functionality

11.4 Manipulating Reports (Taskbar)

Generated reports display below the taskbar and the parameters field. The Taskbar provides tools to navigate and manipulate the report. Figure 59: Reports Taskbar Functionality provides a detail description of the taskbar functionalities.

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11.5 Report Parameter Fields

The available parameters are based on the report selected. One or more of the following fields will be available for data entry.

Table 52: Report Parameters

Parameters Field Description

From Date If a date range is in use specify the desired start date by either entering it manually or using the calendar icon drop-down. Entry is required in this field.

To Date If a date range is in use specify the desired end date by either entering it manually or using the calendar icon drop-down. Entry is required in this field.

Facility Ability to select 1 or more facilities to from the drop-down as well as an option to Select All. Entry is required in this field.

Product Group Select 1 or more product groups or Select All. Entry is required in this field.

Product Code Select 1 or more product codes or Select All. Entry is required in this field.

Product Type Select 1 or more product types or Select All. Entry is required in this field.

Status Select 1 or more transfusion statuses or Select All. Entry is required in this field.

Unit Status Select 1 or more unit statuses or Select All. Entry is required in this field.

ABO/Rh: Select 1 or more ABO/Rh types to include or Select All types. Entry is required in this field.

MRN Enter the patient MRN to be included, this is an optional parameter.

If a date range is utilized enter the date for the day after the desired end date in the To Date field to ensure all the records are included in the report.

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11.6 Export Report Data

Once the report is generated, use the following steps to save or export the file into one of the formats offered in the Export Icon.

1. Select the Export Icon located on the taskbar. 2. Select the appropriate format from the drop-down.3. A dialog box displays with the options to Open, Save, Save as or Save and Open the

file. a. If Saved, a new prompt offers to open the file.b. If Open is selected, the file will display in the selected format.

Figure 60: Save Options



If a date range is utilized enter the date for the day after the desired end date in the To Date field to ensure all the records are included in the report.

11.8 Exercise – Run a Report

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Resources EBMS-T Instructor Guide

Appendix A. ResourcesA.1 Inventory Status Codes and DescriptionsDirected and reserved blood products are included on the Overview screen, autologous blood products are not.

Table 53: Inventory Status Codes and Descriptions

Status Code Description Product

StatusDerivative

StatusReagent Status

Final Status

Inventory Overview Screen

NT Not Tested Y Y

IN In Stock (Inventory) Y Y Y Y

Q Quarantined Y Y Y

E Expired Y Y Y

W Work in Progress (on worksheet) Y Y

XM Crossmatched Y Y Y

XX Crossmatched to Multiple Pts Y Y Y

PI Post Issue Crossmatch (EMR) Y

IS Issued Y Y

EI Emergency Issued Y

PT Presumed Transfused Y Y Y

TR Transfused Y Y Y

RX Transfused with a Reaction Y Y Y

DV Divided Y Y

PO Pooled Y Y

RP Reversed Pool Y Y

S Shipped In (within multi-facility) Rgts/Derivatives Y Y Y

SI Shipped In (within multi-facility) Products Y Y

L Shipped Out of multi-facility Rgts/Derivatives Y Y Y Y

SO Shipped Out of multi-facility Products Y Y

D Discarded Y Y Y Y

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Status Code Description Product

StatusDerivative

StatusReagent Status

Final Status

Inventory Overview Screen

NANot applicable when unit number is no longer in use due to unpooling or undivining

Y Y

A.2 Color Coding

A.2.1 Patient ModuleTable 54: ABORH Field

Color Description

Blank No current ABORH verified or no historical ABORH

Yellow Only ONE ABORH verified: current or historical.

White with Blood Type Multiple ABORH performed with identical interpretation: current or historical

Red with No Blood Type NO previous ABORH and a Truth Table Failure with Override for the first ABORH.

Red with Blood Type

ABORH discrepancy has been flagged from Previous ABORH. Interpretation does NOT match ABORH.

Table 55: ABSC of Record Field

Color Description

Blank No ABSC verified: current or historical

White Negative ABSC verified: current or historical

Yellow Positive ABSC verified: current or historical

Table 56: Antibodies, Antigens, Instructions and Comments

Color Description

Blank None on record: current or historical

Yellow One or more on record: current or historical

Red Antibody has a mismatch with Antigen or discrepancy is noted.

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Table 57: Testing Status

Color Description

Blank No test bars were created

Yellow Testing has work in progress, but not completed (N, O, P)

Green All tests for the patient have reached a final status (V, Z, A)


Table 58: Previously Transfused (TX’D)

Color Description

N Blank N No record of the patient being transfused

Yellow Y Transfusion(s) on record

Table 59: Transfusion Ready Status (TxRdy)

Color Description

Yellow Some products are ready to be issued (transfused) to the patient

Green All products are ready to be issued (transfused) to the patient

Red No products are ready to be issued (transfused) to the patient.

Table 60: Transfusion Reaction Status (TxRx)

Color Description

Blank No transfusion reaction on record

Yellow Y Patient has had a transfusion reaction on record

Table 61: Electronic Crossmatch Eligibility Indicators

Color Description

Green Patient is eligible for an electronic crossmatch.

Red Patient is ineligible for an electronic crossmatch.

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A.2.2 Active Patient ScreenTable 62: Electronic Crossmatch Eligibility Indicator

Color Description

Green Eligible patients

Red Ineligible patients

Table 63: Column Indicator

Color Description

Blank White - indicates multiple ABO/Rh types, ABSC is negative and no additional details.

Yellow Yellow - indicates initial ABO/Rh or ABSC is positive, that a process is in progress or additional information is available.

Green Green - Accepted orders, Indate specimen, tests are in a final status and/or products ready for issuing or transfusing.

Red Red - indicates a discrepancy, truth table failure, unaccepted orders or no specimen/specimen status of exhausted, rejected or expired

Table 64: Transfusion Ready Indicator

Color Description

Yellow Some products are ready for issuing and/or transfusing

Green All products are ready for issuing and/or transfusing

Red No products are ready for issuing and/or transfusing

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A.2.3 Specimen ModuleTable 65: Specimen Status and Color Indicators

Specimen Status Definition/Color Indicator

I Indated

E Expired

J Rejected

H Exhausted

B Batch

S Shipped

L Shipped Out

D Discarded

T In Transit

A.2.4 Barcode Labels – Page 89 or 109Table 66: Barcode Labels

Color Description

Blank Eligibility displays is not activated through Facility Control Table

D Patient does not match additional, facility-selected criteria, but does meet the AABB minimum requirements for electronic crossmatch

L Patient is eligible for an electronic crossmatch per facility


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A.2.5 Test Statuses and Worksheets

Figure 61: Test Statuses

A.3 Testing

Figure 62: Test Family and Test Related Worksheets

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Figure 63: Test Family and Test Related Worksheets continued

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A.3.1 Crossmatch TestingTable 67: Crossmatch Testing

XM IS 37 AHG CC GEL INTERP

IS 0 COMPIS 2 INCOMPAHGXM 0 0 0 2 COMPAHGXM (e.g. with antibodies)

0 2 2 INCOMP

GELXM 0 COMPGELXM 2 INCOMP

A.3.2 DAT Testing Table 68: DAT Testing

DAT Poly Poly 5 min

Poly CC IgG IgG CC C3d C3d 5 min

C3d CC INTERP

POLY 0 2 NEGPOLY 2 POSIGG 0 2 NEGIGG 2 POSC3d 0 2 POSC3d 2 POSNEG 0 0 2 0 2 0 2 NEGPOS 2 2 2 POS

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A.3.3 Patient Blood Type Testing Table 69: Patient Blood-Type Testing

ABORH for

Patient-A -B -A,B -D -DC -wD -wd Ctl

-wDClt CC

ACell BCell -D ABO Rh

O POS 0 0 2 2 2 O POSO NEG 0 0 0 2 2 O NEGA POS 2 0 2 0 2 A POSSA NEG 2 0 0 0 2 A NEGB POS 0 2 2 2 0 B POSB NEG 0 2 0 2 0 B NEGAB POS 2 2 2 0 0 AB POSAB NEG 2 2 0 0 0 AB NEG

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A.3.4 Antibody Screen TestingTable 70: Antibody Screen Testing

ABSC I-IS II-IS III-IS I-37 II-37 III-37 I-AHG II-AHG

III-AHG I-CC II-CC III-CC I-GEL II-

GELIII-

GELInterp: Pos or

Neg

GEL 0 0 0 NEGGEL 2 2 2 POSABSC 0 0 0 0 0 0 0 0 0 2 2 2 NEGABSC 0 0 0 0 0 2 2 2 2 POSABSC/GEL 0 0 0 0 0 0 0 0 0 2 2 2 0 0 0 NEGABSC/GEL 0 0 0 0 0 0 2 2 2 2 2 2 POS

A.3.5 Unit Confirmation (RTY)Table 71: Unit Confirmation (RTY)

ABO Rh Unit Confirmatio

n (RTY_ -A -B -A,B -D -D c ABO Rh

O POS 0 OO NEG 0 0 0 O NEGA POS 2 0 AA NEG 2 0 0 0 A NEGB POS 0 2 BB NEG 0 2 0 0 B NEGAB POS 2 2 ABAB NEG 2 2 0 0 AB NEG

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A.4 Post Training Survey: Training

Name: _________________________________________________ Date: __________

Trainer’s Name: ________________________________________

Training Type:

Virtual Learning Instructional (Onsite) Computer Based Hybrid

Strongly Agree, Agree, Neutral, Disagree, Strongly Disagree (Please enter comments if you Disagree or Strongly Disagree)

1. The course objectives were clearly stated and achieved 2. The pace of this class was suitable and covered the right amount of material in the time

allowed 3. The topic covered and the time spent on each topic was appropriate 4. The course was arranged logically in a way that will help me apply the information to my

daily duties 5. The balance between lecture and hand-on activities were acceptable 6. The skills and content I learned were applicable, and I feel I can apply them on the job 7. The trainer communicated clearly and the training style enhanced learning 8. The trainer was knowledgeable and well prepared 9. The trainer adapted to different skill levels in the class and was helpful and responsive to

student’s questions and contributing ideas. 10. The training materials were accurate, helpful and easy to use 11. Class activities and training exercises assisted me in learning the material 12. Technical and classroom conditions were conducive to learning

Open ended question:

1. What did you like best about the training 2. Were there any issues that should have been addressed but were not, or ways the training

could be improved3. Additional comments

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Appendix B. Training Schedule Checklist The following functions related to the EBMS-T HCLL™ Transfusion application are covered during training. A copy of this checklist will be given to the trainer upon completion of the training.

Description Initials Completion Date Comments

System Overview

Security Levels

Network Login and Passwords

HCLL™ Transfusion Toolbar

HCLL™ Transfusion Module Icons

Home Screen Panes

Functional Buttons

Record Information Bars

Right-Click Menu

Search Function

Color Indicators

Help Function Overview

Patient Module

Patient Module Dashboard

Patient Registry Pane

Search for a Patient

Patient Registry and Admission

Patient Order Input Form

Patient Comments

Patient Specimen Input Form

Patient Antibodies

Patient Antigens

Patients Instructions

Edit Specimen

Active Patient Pane

Modify ABORH/ABSC of Record

Patient Merge

Manual Discharge Patient

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Drv/Blood Product Fulfillment

Specimen Module

Dashboard View

Active Specimens

Specimen Search

Discard Specimen

Active Orders

Order Search

Inventory Module

Dashboard View

Module Panes

Inventory Overview

Record Information Bars

Inventory Statuses

Active Inventory

Blood Inventory

Antigens, Antibodies, and Attributes (AAA)

Upload Invoice

Receive Inventory

Blood Product History

Auxiliary Inventory Module

Dashboard View

Reagents Panes

Receive Reagents

Upload Reagent Package Insert

Upload Reagent Invoice

Derivatives Panes

Receive Derivatives

Upload Derivatives Invoice

Edit Derivatives Receipt

Testing Module

Dashboard View

Active Patient Tests

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Active Unit Tests

Search All Tests

Blood Test Involvement

Reagent QC

Blood Antigen Testing

Testing Family Overview

Testing Record Information Bars

Test Status

Crossmatch

Cord Blood Family Linking

Emergency Release Functionality

Emergency Issue Screen

Enter Results

Select Products

View Module

Dashboard View

View Patient Information

Quality Module

Dashboard View

Active Exceptions

Except Search

Selected Exceptions

Audit Search

Activate Exceptions

Review Exceptions

Reports Module

Access Reports

Generate Reports

Manipulate Reports

Report Parameters

Export Report Data

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229 July 21, 2017

Documents

EBMS-T Training Instructor Guidelsidcdev.com/ErinTest/ebmsdemo/PSI_EBMS-T_Training... · Web viewEBMS-T Instructor Guide EBMS-T Training Manual and Student Workbook EBMS-T Instructor