User Guide Cabinet and Reprocessing Station Version 1.
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Table of Contents Important Notice........................................................................................vi Type Approvals .................................................................................................................vi General Safety Information.....................................................................vii Safety and Warning Symbols............................................................................................vii Environmental Conditions .........
3.2.1 Cabinet Dimensions/Weight................................................................................21 3.3 Removing Scopes ....................................................................................................22 3.3.1 Removing Scope for Procedure...........................................................................22 3.3.2 Removing Scope for Maintenance.......................................................................25 3.3.3 Removing Scope for Emergency...................
Important Notice This user guide is considered a permanent part of the iRISCOPE™ system, and should remain with the iRISCOPE™ cabinet at all times. The iRISCOPE™ cabinet must be professionally installed by authorized personnel from Mobile Aspects. Changes or modifications not expressly approved by Mobile Aspects could void the user’s authority to operate the iRISCOPE™ cabinet. No user maintenance is required for the cabinet and it contains no user serviceable parts inside.
General Safety Information Safety and Warning Symbols Always refer to this guide for additional detailed information when you see the above safety symbol located on the cabinet. The following Warning Messages will appear in this user guide to warn of potential hazards or to call attention to information that clarifies or simplifies a procedure. The instruction given below should be followed at all times. Prior to installation and maintenance always unplug iRISCOPE™ from the power outlet.
Environmental Conditions Normal environmental conditions This standard applies to equipment designed to be safe at least under the following conditions: 1. Indoor use 2. Altitude up to 2 000 m 3. Temperature 5 °C to 40 °C 4. Maximum relative humidity 80 % for temperatures up to 31 °C decreasing linearly to 50 % 5. Relative humidity at 40 °C; 6. MAINS supply voltage fluctuations up to +/-10 % of the nominal voltage; 7. Transient overvoltages typically present on the MAINS supply.
About this Guide Overview Intended Audience This guide is primarily intended for hospital staff who are responsible for handling scopes. Other users include support personnel in the hospital. Purpose of this Guide This User Guide is designed to provide user-friendly, detailed instructions for performing day-to-day operational tasks associated with iRISCOPETM cabinet and iRISCOPETM reprocessing station.
for receiving scopes, unloading/loading a washer, changing washer fluid, tagging new scopes and sending damaged scopes for repair. Appendix, provides some additional information that you may use as reference. Index, provides an index of terms used in this User Guide. Typographical Conventions Prior to reading this guide or using iRISCOPETM, it is important to understand the typographical conventions used in this guide.
How to Reach Technical Support The following section provides information on how to contact the technical support team. In the U.S.A., you can reach the Mobile Aspects Technical Assistance Center (TAC) in the following ways: Call our Technical Assistance Center on: (888) 221-7571 Email our Technical Assistance Center at: help@mobileaspects.
1 Getting Started This chapter, contains the following sections: Introduction to iRISCOPETM Logging into iRISCOPETM Exiting iRISCOPETM
1.1 Introduction to iRISCOPE™ Scopes are expensive and require proper care; they present certain challenges because they are difficult to handle and reprocess. iRISCOPETM offers an unparalleled comprehensive solution for storing and reprocessing scopes. It is based on RFID (Radio Frequency Identification) technology and integrates other technologies to deliver significant benefits for health care professionals.
Benefits of iRISCOPE™ Automates Inventory Management Automatically records movement of scopes across the cabinet Capable of recording details of scopes entering the reprocessing station Records details of scopes loaded into the washer and unloaded from the washer Identifies uncleaned scopes placed in the cabinet Provides a traceable record of cleaning Scope Movements are Timestamped Records the time and date for scope movement Correlates Scopes with Patients Identifies the patient on w
1.2 Logging into iRISCOPE™ You can login to iRISCOPETM by entering a PIN on a virtual keyboard. A PIN is a set of numeric or alpha-numeric characters used for authenticating and identifying a user. The PIN is case sensitive. To log into the cabinet using PIN 1. View the Splash screen shown in the following illustration. ILLUSTRATION 1: HOME SCREEN 2. Press the iRIScope title. The login keypad is displayed as shown in the following illustration.
ILLUSTRATION 2: LOGIN KEYPAD 3. Using the login keypad, enter the PIN. 4. Press enter. You now have access to iRISCOPETM cabinet. To log into the reprocessing station 1. View the Splash screen on the reprocessing station. ILLUSTRATION 3: HOME SCREEN 2. Press the iRIScope title. The login keypad is displayed as shown in the following illustration.
ILLUSTRATION 4: LOGIN KEYPAD 3. Using the login keypad, enter the PIN. 4. Press enter. You now have access to iRISCOPETM reprocessing station. 1.3 Exiting iRISCOPE™ To logout from cabinet 1. Navigate to the Cabinet Main Screen shown in the following illustration. ILLUSTRATION 5: CABINET MAIN SCREEN 2. 14 Press Logout.
To logout from reprocessing station 1. Navigate to the Reprocessing Station Main Menu screen shown in the following illustration. ILLUSTRATION 6: REPROCESSING STATION 2. Press Logout. Tip: The Logout button always appears at the lower right hand side of the screen.
2 Understanding the User Interface of iRISCOPE™ To navigate successfully in iRISCOPETM, a proper understanding of the interface is essential. This chapter provides a quick visual introduction to the interface and some features of iRISCOPETM.
2.1 Cabinet 2.1.1 Splash Screen ILLUSTRATION 7: SPLASH SCREEN The iRISCOPETM system has the ability to uncleaned/disinfected scope and a cleaned scope.
2.1.2 Main Screen The Cabinet Main Screen contains buttons that you can use for accessing the cabinet. Using this screen you can Remove scopes from the cabinet Exchange scopes Return washed scopes Replace unused scopes This screen is accessible via the touch screen monitor attached to the cabinet.
2.2 Reprocessing Station 2.2.1 Main Menu Screen The reprocessing station main menu screen contains buttons you can use during reprocessing a scope. You can use this screen When you receive scopes at the reprocessing station When you load/unload the washer When you change washer fluid When you send the damaged scope for repair When you Tag/Retag a scope For finding a scope This screen is accessible via the touch screen monitor placed at the reprocessing room.
3 Cabinet This chapter, contains the following sections: Cabinet Overview Cabinet Installation Removing Scopes Removing Scopes for Procedure Removing Scopes for Maintenance Removing Scopes for Emergency Restock Scopes Cabinet Dimensions/Weight Restock Washed Scopes Restock Unused Scopes Exchange Scopes
3.1 Cabinet Overview iRISCOPETM cabinets are engineered to provide a secure enclosure for storing fragile and expensive scopes. Each cabinet is designed to vertically hold 12 scopes. Scopes can be hung on hooks or brackets which hold the control body of the scope; hooks are located near the top of the cabinet. A fan and a vent fitted with a filter near the bottom of the cabinet allow fresh air to pass through the cabinet and aid in the drying of any residual cleansing fluid.
3.2 Cabinet Installation IRISCope cabinets should always be installed by authorized Mobile Aspects personnel. Due to the height of the cabinets and its inherent instability, the following steps should always be followed. 1) Always secure the cabinet to the wall with a bracket or strap. 2) Always lower the leveling legs to the floor to increase the cabinets stability.
3.2.1 Cabinet Dimensions/Weight Height: 83.54” Width: 27.50” Depth: 26.62” (including door) Weight: 310 lbs.
3.3 Removing Scopes 3.3.1 Removing Scope for Procedure You can use this option to remove a scope from the cabinet and use it for a procedure associated with a patient. When scopes are removed for performing a procedure, a correlation is established between the scope removed, the patient for which the scope is removed and date on which the scope is removed. Appropriate alerts are displayed when there is a delay in returning the scope. To remove scope for procedure 1.
ILLUSTRATION 12 : PATIENT LIST Field Description Patient Name Name of the patient. MRN Media Record Number of the patient. This number serves as an identification number for the patient. Account No Account number for the patient. This number serves as an identification number for the patient. Physician's Name Name of the physician providing treatment to the patient. Procedure Name Name of the procedure associated with the patient. Or Procedure the patient is expected to undergo.
ILLUSTRATION 13 : PATIENT SUMMARY 4. Read the patient details and then press Confirm. 5. The Access Cabinet screen is displayed as shown in the following illustration. ILLUSTRATION 14 : ACCESS CABINET The scope can now be removed from the cabinet.
3.3.2 Removing Scope for Maintenance You can use this option to remove a scope for the purpose of maintenance. To remove scope for maintenance 1. Navigate to the Cabinet Main Screen shown in the following illustration. ILLUSTRATION 15 : CABINET MAIN 2. SCREEN Press Remove for Maintenance. The Access Cabinet screen is displayed as shown in the following illustration.
ILLUSTRATION 16 : ACCESS CABINET 3. Open the cabinet and remove the scope. After you remove the scope, close the cabinet.
3.3.3 Removing Scope for Emergency You can use this option to remove a scope in case of an emergency. To remove scopes 1. Navigate to the Cabinet Main Screen shown in the following illustration. ILLUSTRATION 17 : CABINET MAIN 2. SCREEN Press Remove Scopes. The Patient List screen is displayed as shown in the following illustration.
3. Press Patient Unknown. 4. The Access Cabinet screen is displayed as shown in the following illustration. ILLUSTRATION 19 : ACCESS CABINET The scope can now be removed from the cabinet.
3.4 Restock Scopes 3.4.1 Restock Washed Scopes To restock washed scopes 1. Navigate to the Cabinet Main Screen shown in the following illustration. ILLUSTRATION 20 : CABINET MAIN 2. SCREEN Press HLD Washed. The Access Cabinet screen is displayed as shown in the following illustration.
ILLUSTRATION 21 : ACCESS CABINET 3. Open the cabinet and return the washed scope. 4. Close the cabinet.
3.4.2 Restock Unused Scopes To restock unused scopes 1. Navigate to the Cabinet Main Screen shown in the following illustration. ILLUSTRATION 22 : CABINET MAIN 2. SCREEN Press Replace Unused. The Challenge Screen is displayed as shown in the following illustration. ILLUSTRATION 23 : CHALLENGE SCREEN 3. If the answer to the challenge question is Yes, then proceed with step 4. 4. The Access Cabinet screen is displayed as shown in the following illustration.
ILLUSTRATION 24 : ACCESS CABINET 5. Open the cabinet and return the unused scope. 6. Close the cabinet.
3.5 Exchange Scopes To exchange scopes 1. Navigate to the Cabinet Main Screen shown in the following illustration. ILLUSTRATION 25 : CABINET MAIN 2. SCREEN Press Exchange Scope(s). The Challenge Screen is displayed as shown in the following illustration. ILLUSTRATION 26 : CHALLENGE SCREEN 3. If the answer to the challenge question is Yes, then proceed with step 4. 4. The Patient List screen is displayed as shown in the following illustration.
ILLUSTRATION 27 : PATIENT 5. LIST Select the patient for whom you want to exchange the scope. The Patient Summary window is displayed as shown in the following illustration. ILLUSTRATION 28 : PATIENT 6. SUMMARY Read the patient details and press Confirm. The Access Cabinet screen is displayed as shown in the following illustration.
ILLUSTRATION 29 : ACCESS CABINET The scope can now be removed from the cabinet and exchanged with a relevant scope.
4 Reprocessing Station This chapter, contains the following sections: Reprocessing Station Overview Receiving Scopes Loading Washer Unloading Washer Changing Washer Fluid Tagging/Retagging Scopes Tagging New Scope Retagging a Scope Damaged Scopes Sending Scopes for Repair
4.1 Reprocessing Station Overview Scopes are seldom discarded after use with a single patient but are preferably reused on the same patient or with other patients. To prevent infection associated with scopes, cleansing techniques become imperative. The Reprocessing Station is a location where a multi-step cleansing process is used to remove contaminated substances from the scope and render it safe for reuse.
4.2 Receiving Scopes You can use this option when you receive scopes at the reprocessing station. When scopes are brought into the reprocessing station, the iRISCOPETM system has to be notified about the arrival of a scope for reprocessing. This can be accomplished by using an RFID scanner. To receive scopes 1. Navigate to the Reprocessing Station Main Menu screen shown in the following illustration. ILLUSTRATION 30 : REPROCESSING STATION 2. Press Receive Scope (s).
ILLUSTRATION 31 : RECEIVED SCOPES IN REPROCESSING ROOM 1 3. Scan the received scope using the RFID scanner. The Received Scopes in Reprocessing Room screen displays the details of the scanned scope.
Field Description Model No Model number of the scope received for reprocessing. Serial No Serial number of the scope received for reprocessing. Reprocessin g Count Number of times the scope is reprocessed. Repair Count Number of times the scope is repaired. Scope Status Time Received Time at which the scope is received at the reprocessing station. The time displayed here is dependent on the time at which scope was scanned with the RFID scanner. TABLE 2: FIELD DESCRIPTION 4.
4.3 Loading Washer You can use this option when you load a washer with a scope. When you load the washer with the scope, the iRISCOPE TM system has to be notified about the washer/bay and the details of the cleaning solution. To load washer 1. Navigate to the Reprocessing Station Main Menu screen shown in the following illustration. ILLUSTRATION 33 : REPROCESSING STATION 2. Press Load Washer. The Select Scopes for Wash screen is displayed as shown in the following illustration.
ILLUSTRATION 34 : REPROCESSING STATION 3. Select the washer/bay you wish to use for reprocessing. To select the washer/bay, press the washer/bay. The Cleaning Solution Details window is displayed as shown in the following illustration. ILLUSTRATION 35 : CLEANING SOLUTION DETAILS 4. Press solution. to enter the expiration date of the strip used to test the cleaning 5. Dip the strip in the cleaning solution and press Start Test. 6. The following window is displayed.
ILLUSTRATION 36 : CLEANING SOLUTION DETAILS Here, you can enter the result of the test used on the cleaning solution. 7. When the test result is positive press PASS. The color of the Pass button changes to green. ILLUSTRATION 37 : CLEANING 8. SOLUTION DETAILS Press OK. The Select Scopes for Wash screen is displayed as shown in the following illustration.
ILLUSTRATION 38 : SELECT SCOPES FOR WASH In the above screen, first half of the screen displays details of the selected washer and cleaning solution. Lighter shade on the washer A indicates that washer A is selected for reprocessing. 9. Scan the scope before you load the scope into the washer. The above screen is updated with details of the scanned scope.
Field Description Load Washer Solution Solution selected for washing. Expiration Date Date of expiration for the selected solution. Activation Date Date of activation for the selected solution. Strip Exp Date Date of expiration for the test strip. Test Date Date of which the solution was tested. Test Start Time Time at which the strip was tested. Test Solution Result Result of the test performed using the strip. The date is displayed in mm/dd/yy format.
4.4 Unloading Washer You can use this option when you remove a scope from the washer. When you remove the scope from the washer, the iRISCOPETM system has to be notified about the completion of cleansing process. This can be accomplished by using an RFID scanner. To unload washer 1. Navigate to the Reprocessing Station Main Menu screen shown in the following illustration. ILLUSTRATION 40 : REPROCESSING STATION 2. Press Unload Washer.
ILLUSTRATION 41 : UNLOAD WASHER FOR SCOPE (S) 3. Scan the unloaded scope using the RFID scanner. The Unload Washer for Scope (s) screen displays the details of the scanned scope.
Field Description Model No Model number of the scope unloaded from the washer. Serial No Serial number of the scope unloaded from the washer. Reprocessing Count Number of times the scope is reprocessed. Time Unloaded Date and time the scope was unloaded. The time displayed here is dependent on the time at which scope was scanned with the RFID scanner. Scope Status Owning Department Department to which the scope belongs. TABLE 4: FIELD DESCRIPTION 4.
4.5 Changing Washer Fluid You can use this option when you change the washer fluid. When you wish to change the washer fluid, the notified. iRISCOPETM system has to be To change washer fluid 1. Navigate to the Reprocessing Station Main Menu screen shown in the following illustration. ILLUSTRATION 43 : REPROCESSING STATION 2. Press Change Washer Fluid. The Change Washer Fluid screen is displayed as shown in the following illustration.
ILLUSTRATION 44 : CHANGE WASHER FLUID Field Description Solution Type The washer fluid (solution) present in the washer. Press solution. Solution Exp Date Date of expiration for the selected solution. The date is displayed in mm/dd/yy format. Press Solution Activation Date to change the date. Date of activation for the selected solution. The date is displayed in mm/dd/yy format. Press Unactivated Solution Exp Date to change the type of to change the date.
50 IRISCOPETM User Guide
4.6 Tagging/Retagging Scopes You can use this option to tag or retag a scope. Tagging a new scope is a two step process. Add the details of the scope to the iRISCOPETM system and then associate the scope with an RFID tag. Retagging a scope involves selecting the existing scope from the system and associating it with a new RFID tag. 4.6.1 Tagging New Scope You can use this option when you receive a new scope. Follow the sequence of steps given below to update the system with the details of the new scope.
ILLUSTRATION 46 : SELECT SCOPES FOR RETAGGING 3. Press Add New Scope. The New Scope Screen is displayed as shown in the following illustration.
Field Description Model No Model number of the scope. Press Add to add a new model. Or Press to select from the list of available models. Scope Description Brief description of the scope. Serial No Serial number of the scope. Press edit and enter the serial number of the scope. Manufacturing Date Date on which scope was manufactured. Owning Department Department accepting ownership of scope. Press Press Scope Ownership to change the date. to select the department.
ILLUSTRATION 48 : ADD NEW SCOPE MODEL Field Description Model No Model number of the scope. Press edit to enter the new model number. Description Brief description of the scope. Press edit to enter the description. Manufacturer Name of the company manufacturing the scope. Press to select the company. TABLE 7: FIELD DESCRIPTION 5. Enter the appropriate details of the new model that you have received. 6. Press Confirm.
ILLUSTRATION 49 : TAG 7. SCOPE MAIN SCREEN Attach an RFID tag to the scope and scan the scope. Details of the scanned scope are updated and displayed as shown in the following illustration. ILLUSTRATION 50 : TAG 8. SCOPE MAIN SCREEN Press Done.
To tag a new scope belonging to an existing model 1. Navigate to the Reprocessing Station Main Menu screen shown in the following illustration. ILLUSTRATION 51 : REPROCESSING STATION 2. Press Tag/Retag Scopes (s). The Select Scope for Retagging screen is displayed as shown in the following illustration.
ILLUSTRATION 52 : SELECT SCOPES FOR RETAGGING 3. Select the scope model for which you want to add a new scope. 4. Press Add New Scope. The New Scope Screen is displayed as shown in the following illustration. ILLUSTRATION 53 : ADD NEW SCOPE For a description of fields in the above screen, see Table 6 on page 53. 5. Enter the relevant details of the new scope . 6. Press Next. The Tag Scope Main illustration.
ILLUSTRATION 54 : TAGGED SCOPE MAIN 7. SCREEN Attach a new RFID tag to the scope and scan the scope. Details of the scanned scope are updated and displayed as shown in the following illustration. ILLUSTRATION 55 : TAGGED SCOPE MAIN 8. 58 SCREEN Press Done.
4.6.2 Retagging a Scope You can use this option to retag a scope. 1. Navigate to the Reprocessing Station Main Menu screen shown in the following illustration. ILLUSTRATION 56 : REPROCESSING STATION 2. Press Tag/Retag Scopes (s). The Select Scope for Retagging screen is displayed as shown in the following illustration.
ILLUSTRATION 57 : SELECT SCOPES FOR RETAGGING 3. Select the scope that you want to retag. 4. Press Add New Scope. The New Scope Screen is displayed as shown in the following illustration. ILLUSTRATION 58 : ADD NEW SCOPE For a description of fields in the above screen, see Table 6 on page 53. 5. Press Next. The Tag Scope Main illustration.
ILLUSTRATION 59 : TAGGED SCOPE MAIN SCREEN 6. Select a reason for retagging the scope. 7. Attach a new RFID tag to the scope and scan the scope. Details of the scanned scope are updated and displayed as shown in the following illustration. ILLUSTRATION 60 : TAGGED SCOPE MAIN 8. SCREEN Press Done.
4.7 Damaged Scopes 4.7.1 Sending Scopes for Repair You can use this option when you send damaged scopes for repair. To send scopes for repair 1. Navigate to the Reprocessing Station Main Menu screen shown in the following illustration. ILLUSTRATION 61 : REPROCESSING STATION 2. Press Damaged Scope (s). The Damaged Scope Screen is displayed as shown in the following illustration.
ILLUSTRATION 62 : DAMAGED SCOPE SCREEN 3. Using the RFID scanner, scan the damaged scope. The details of the scanned scope are displayed as shown in the following illustration.
Field Description Model No Model number of the scanned scope. Serial No Serial number of the scanned scope. Reprocessing Count Number of times the scope was reprocessed. Repair Count Number of times the scope was repaired. Scope Status Scope Ownership The type of ownership for scope. Owned – The scope is owned by the hospital. Loaner – The scope is procured by availing a loan . Most Recent Repair Date The most recent date on which scope was repaired.
5 Appendix This chapter, contains the following sections: RFID Technology in iRISCOPETM
5.
6 Index This chapter, contains the following sections: Index Index 67
Alphabetical Index E exchange scopes...........................................................................................................33 exit iRISCOPE...............................................................................................................14 L logging into iRISCOPE..................................................................................................12 R receiving scopes...............................................................................................
