User Guide
PREFACE This user guide provides information for the use and operation of the iRISupply™ Cabinet System. This user guide is considered a permanent part of the iRISupply™ Cabinet System, and should remain with the iRISupply™ Cabinet System at all times. The information and specifications included in this publication were in effect at the time of approval for printing.
Revision History Date Version Description Author 05/11/04 1.0 Original Version K. Yu 02/12/05 2.0 Updated for Software Release 3.4 T. Sriharto 02/24/05 2.1 Updated J. Banyas 01/25/06 2.2 Updated J. Banyas 10/17/07 2.3 Updated A. Kearns 07/20/11 2.4 Added Certification Language K.
Technical Support In the U.S.A., customers can reach the Mobile Aspects Technical Assistance Center (TAC) in three different ways. 1. Telephone questions to the TAC at: (888) 221-7571 2. Email questions to the TAC at: help@mobileaspects.com 3.
Table of Contents Technical Support ................................................................................................................................................................ 4 IMPORTANT NOTICE 7 TYPE APPROVALS 7 GENERAL SAFETY INFORMATION 7 Safety and Warning Symbols ................................................................................................................................................ 7 Environmental Conditions ..........................................
Searching the Patient List .................................................................................................................................................... 29 Patient List Search Screen .................................................................................................................................................. 29 Workflow Description .......................................................................................................................................
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Important Notice This user guide is considered a permanent part of the iRISUPPLY™ system, and should remain with the iRISUPPLY ™ cabinet at all times. The iRISUPPLY™ 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 iRISUPPLY™ cabinet.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Prior to installation and maintenance always unplug iRISUPPLY™ from the power outlet. Unplug iRISUPPLY™ from its power source prior to making any wiring changes. 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.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Electrical Rating iRISUPPLY™does not require any electrical or mechanical maintenance. Should any issues occur, the cabinet should only be serviced by authorized personnel from Mobile Aspects. On a regular basis, the cabinet should be cleaned with a warm, damp cloth containing a mild liquid detergent. Avoid using abrasive cleaners and aromatic solvents, especially on the door glass since it may cause scratches.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 iRISupply User Log-In The iRISupply™ Cabinet System offers several secure login methods. These login methods allow the system to uniquely identify the user requesting access to the system, thus improving overall quality and accountability of the supply chain management process. iRISupply™ provides four log-in methods: Magnetic Stripe Card, Proximity Card, Bar Code, and On Screen Keypad.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 3 Insert the Magnetic Stripe ID Card into the reader. Position the Magnetic Stripe ID Card on the right side of the reader. 4 Quickly swipe the Magnetic Stripe ID Card from right to left. Quickly and smoothly, pull the Magnetic Stripe ID Card through the reader.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 7 The Cabinet Access screen will be displayed. When you have successfully selected a patient (if applicable), the Cabinet Access screen will be displayed. You will now have access to the cabinet compartments highlighted in green. 8 Remove an item from iRISupply™. See Section 3 for additional detailed information pertaining to the Cabinet Access screen.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Proximity Card Like the Magnetic Stripe ID Card log-in method, the iRISupply™ system can utilize the information provided by Proximity card (e.g HID card) to uniquely identify users while also providing secure access to critical inventory and supplies. Process Flow Description # Title Description 1 Place your Proximity ID card in close proximity to the Proximity Reader.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 5 The Cabinet Access screen will be displayed. When you have successfully selected a patient (if applicable), the Cabinet Access screen will be displayed. You will now have access to the cabinet compartments highlighted in green. 6 Remove an item from iRISupply. See Section 3 for additional detailed information pertaining to the Cabinet Access screen.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 4 Select a patient from the Patient List screen. See Section 2 for additional detailed information pertaining to the Patient List screen. 5 The Cabinet Access screen will be displayed. When you have successfully selected a patient (if applicable), the Cabinet Access screen will be displayed. You will now have access to the cabinet compartments highlighted in green. 6 Remove an item from iRISupply.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title 2 Type in your PIN code on the keypad by pressing to the numeric button on the screen and then press ‘Enter’ button. 3 PIN verified? 4 Patient List function activated? Description The PIN # will be verified to validate user’s identity and check user’s access level in the iRISupply system. The Patient List function parameter identifies whether a user must select a patient before being granted access to iRISupply™.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Patient List Functionality Selecting a Patient The Patient List screen allows users to associate items they remove from iRISupply™ to a patient. This information allows iRISupply™ to provide for direct patient billing, as well as increases the overall visibility to basic audit and accountability parameters critical to supply chain management in the health care setting.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Section 1 Description Header Information 2 Patient List Functional Buttons Patient List Information 3 4 Patient List Scrolling Buttons Notes Identifies: (1) Name of the screen; (2) user currently logged in; and (3) patient selected. Allows users to search and sort the information provided on the Patient List screen. Displays unique patient records.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Workflow Description # Title 1 Log into iRISupply™. 2 Patient List screen displayed (Last Name Sort) 3 Patient List sorted correctly? 4 Scroll up and down the Patient List screen. Select Patient. Description See Section 1 for more detailed information. The Patient List screen will automatically be sorted by the patient last name.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title 5 Search or Re-sort Patient List? 6 Click on the 'Sort/Filter' button. See Section 2.2 for additional information. 7 Click on the ‘Search’ button. See Section 2.3 for additional information. Description If the Patient List screen is not formatted to your liking, you can either re-sort the information, or search for a patient using specific parameters. To sort, go to Step 6. To search, go to Step 7.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 8 Patient selected. Click the ‘OK’ button. Once you have selected a patient, the ‘Cancel’ button will change to an ‘OK’ button. Click on the ‘OK’ button. 9 Cabinet Access screen displayed. The iRISupply™ will now grant you access to the cabinets. The Cabinet Access screen will be displayed. Please see the Section 4 for additional information regarding the Removing/Adding an item to/from iRISupply™.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Operations Tabs The Operations Tabs, when enabled, are located along the top of the cabinet access screen. These tabs allow the user to access additional information about a patient and items associated with them. 1.1.1. Patient Tab The Patient Tab lists additional information for the specific patient.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 1.1.2. Status Tab The Status Tab is the default tab. It shows the status of the cabinet and which doors are accessible for the specific user. 1.1.3. Usage Tab The Usage Tab shows a summary of all the items removed for the specific patient. This provides an easy to understand review of the used items. 1.1.4. Alert Tab The Alert Tab identifies any items in the cabinet that may have passed their pre-assigned expiration date. 1.1.5.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 To access the Patient List Sort screen, the user must click on the ‘Sort/Filter’ button located on the Patient List screen. The user will then be allowed to select sorting options. When the user has completed selecting their sort options, they will select the ‘Sort’ button on the Patient List Sort screen. The user will then be returned to the Patient List screen, where the re-sorting data will be displayed.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Workflow Description # Title Description 1 Patient List Sort Screen Displayed. The Patient List Sort screen is displayed as shown in Section 3.2.1. The previous sort parameters are automatically highlighted. If this is your first time to the Patient List Sort screen, the default sort listing is by Last Name. 2 Re-sort Patient List? If you wish to re-sort the data in the Patient List, go to Step #3.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 4 Select ascending / descending option from right portion of the page. Once the sort parameter has been identified, select the order in which you would like the data sorted: ascending or descending. 5 Click on the ‘Apply’ button. When you have selected both a sort parameter and a sort option, click on the ‘Apply’ button. 6 Patient List screen displayed with resorted data.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 8 Patient Record Found? Did you find the patient record you were looking for? If so, proceed to Step #9. If the record you were looking for was not found, proceed to Step #13. 9 Select Patient When you have found your patient record, select it. The screen will highlight the record you have selected. 10 Return to 'Selecting A Patient' Workflow. See Section 2.1 for additional information.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 14 Go to Search Workflow. See Section 2.3 for additional information. Click on the ‘Close’ button. This will take you back to the previous Patient List Screen. On the Patient List Screen click on the ‘Search’ button. Proceed onto the Patient List Search Workflow. See Section 2.3 for more detailed information.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Searching the Patient List In addition to providing users with the ability to sort the information provided on the Patient List screen, users will also retain the ability to search for individual records. The Patient List Search function is based on a keyword.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Section 1 2 Description Header Information Keyboard Notes This portion of the screen identifies the name of the screen as well as the user currently logged into the system. This section provides a graphical keyboard which the users can utilize to type in the keyword they wish to search on.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Workflow Description # Title Description 1 Patient List Search screen displayed. The Patient List Search screen is displayed as shown in Section 3.3.1. The keyboard is defaulted to the standard setup found on computers. 2 Search for a Patient Record? If you wish to search for a particular patient, go to Step #3. To return to the previous screen without searching for a patient, go to Step #10. 3 Enter Search Criteria.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 4 Click on the ‘Enter’ button. When you have entered your keyword value, click on the ‘Enter’ button. This will tell the system to search the patient records for your keyword. 5 Patient List screen displayed with search results. The results of the patient record search will be displayed on the Patient List screen. 6 Scroll up and down to locate patient.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 8 Select Patient When you have found your patient record, select it. The screen will highlight the record you have selected. Note that the selected patient name now also appears in the header portion of the screen. 9 Return to 'Selecting A Patient' Workflow. See Section 2.1 for additional information. Once you have selected a patient, return to ‘Selecting A Patient’ Workflow.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 12 Re-sort or Search for Patient? You will have the option to sort or research the patient list records. To sort or research within the original search results, simply proceed onto the search or sort workflow. To search or sort from scratch, click on the ‘refresh’ button to clear the data results. 13 Go to Sort Workflow. See Section 2.2 for additional information.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Section 1 Description Cabinet Access Status Information 2 Compartment Status 3 Patient List and Product Directory Buttons Notes This section identifies the status of each compartment. It will identify if the user has security access to the compartment, as well as whether it is locked or unlocked. This section of the screen identifies the individual compartment status. It will indicate when the compartments are open and closed.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Cabinet Access Symbols and Colors To understand cabinet access, it is necessary to understand the colors displayed on the cabinet access screen. Below is a list of the colors and what they indicate.
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Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Workflow Description # Title 1 Cabinet Access Screen displayed. 2 Have access to compartments? 3 Open compartment door(s). Description Upon logging into iRISupply™ (and if applicable, selected a patient), the Cabinet Access screen will be displayed. Compartments highlighted in green with the ‘unlocked’ symbol indicate areas you have access to.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # 4 Title Add/Remove Item(s) from compartment. Description Add/Remove item(s) from the compartment(s) you have accessed. NOTE 5 Close compartment door(s). 6 iRISupply™ perform iRISense™ checking. If you are adding a new item (i.e. one that has not been in an iRISupply™ Cabinet), please refer to the iRISynergy user manual to learn how to associate items. Item association must be done prior to adding new items to iRISupply™.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title 8 Add/Remove another item? 9 Logout of iRISupply™. 10 Contact iRISupply™ System administrator. Description After you have closed all of the applicable compartment door(s) you will have the ability to continue to add/remove item(s) from the iRISupply™ system. If you wish to add/remove another item, proceed to Step #1. If you have completed all of your transactions, proceed to Step #9.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Completing Your Transaction The Status Change screen is the last screen presented to the user during a normal add/remove item transaction event. The Status Change screen provides a ‘report’ of the items added/removed by the current user logged in.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Section 1 1.1.6. Description Header Information 2 Total Status Change 3 Itemized Status Changes 4 Patient List and Product Directory Buttons Notes This portion of the screen identifies user currently logged into the system as well as the associated patient. This section identifies the total items added and removed during the current user session.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Product Directory Finding/Searching a Product The Product Directory screen allows users to search for products located within iRISupply™. The Product Directory provides an exhaustive list of all products contained within iRISupply™. The Product Directory will indicate the location of the particular product as well as its current quantity on hand (even if it is located in a separate physical cluster).
Document Name: iRISupply™ User Guide Version 2.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Workflow Description # Title Description 1 Click on the Product Directory icon or button. The Product Directory screen can be accessed either through the: Product Directory icon which is normally found in the lower right hand corner of the screen; OR Product Directory Button which is found on the Patient List Screen. (See note in Section 4.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 4 Scroll up and down the Product Directory screen. Select a Product. If the list is sorted correctly, scroll up and down the Product Directory screen by using the scroll buttons located on the right hand side of the screen. When you have found the product you are looking for, select it. The screen will highlight the record you have selected.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 7 Click on 'Search' button. See Section 4.3 for additional information. To search for a particular record on the Product Directory screen, click on the ‘Search’ button. Proceed to Section 4.3 for additional details. 8 Highlight selected product. Once you have selected a product, that record will automatically be highlighted.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Sorting the Product Directory Users will be provided with the ability to sort the information provided on the Product Directory screen by one of the four pieces of product information, including: (1) product description; (2) catalog number; (3) quantity, and (4) location. These parameters can either be sorted in ascending or descending order.
Document Name: iRISupply™ User Guide Version 2.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Section 1 2 Description Header Information Command Functions 3 Sort Parameters 4 Sort Order Notes This portion of the screen identifies the name of the screen. This section allows users to execute the sort based on the parameters highlighted in Section 3 and 4, or cancel their current action. This section lists the four parameters to which the Product Directory data can be sorted upon.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Workflow Description # Title Description 1 Product Directory Sort screen Displayed. The Product Directory Sort screen is displayed as shown in Section 5.2.1. The previous sort parameters are automatically highlighted. If this is your first time to the Product Directory Sort screen, the default sort listing is by Product Description.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 4 Select Ascending / Descending option from right portion of the screen. Once the Sort Parameter has been identified, select the order in which you would like the data sorted: Ascending or Descending. 5 Click on the ‘Sort’ button. When you have selected both a sort parameter and a sort option, click on the ‘Sort’ button. 6 Product Directory screen displayed with re-sorted data.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 8 Product Found? Did you find the product you were looking for? If so, proceed to Step #9. If the record you were looking for was not found, proceed to Step #13. 9 Select Product When you have found your product, select it. The screen will highlight the record you have selected. 10 Return to 'Selecting A Product' Workflow. See Section 4.1 for additional information.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title 14 Click on 'Search' button. See Section 4.3 for additional information. Description Click on the ‘Cancel’ button. This will take you back to the previous Product Directory screen. On the Product Directory screen click on the ‘Search’ button. Proceed to ‘Searching the Product Directory’ Workflow (Section 5.3).
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Product Directory Search Screen Section 1: Header Information Product Directory Section 2: Keyboard Section 1 2 Description Header Information Keyboard Notes This portion of the screen identifies the name of the screen as well as the user currently logged into the system. This section provides a graphical keyboard which the users can utilize to type in the keyword they wish to search on.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Workflow Description # Title Description 1 Product Directory Search Screen displayed. The Product Directory Search screen is displayed as shown in Section 4.3.1. The keyboard is defaulted to the standard setup found on computers. 2 Search for a Product? If you wish to search for a particular product, go to Step #3. To return to the previous screen without searching for a product, go to Step #10. 3 Enter Search Criteria.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 4 Click on the ‘Enter’ button. When you have entered your keyword value, click on the ‘Enter’ button. This will tell the system to search the Product Directory records for your keyword. 5 Product Directory Screen displayed with search results. The results of the search will be displayed on the Product Directory screen. 6 Scroll up and down to locate product.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # Title Description 8 Select Product. When you have found your product, select it. The screen will highlight the record you have selected. 9 Return to ‘Selecting a Product Workflow. See Section 4.1 for additional information. Once you have selected a patient, return to ‘Selecting A Product’ Workflow. For additional information, please see section 4.1. 10 Click on the ‘Close’ button.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 # 13 Title Click on ‘Sort/Filter’ button. See Section 4.2 for additional information. Description On the Product Directory Screen click on the ‘Sort/Filter’ button. Proceed onto the Product Directory Sort Workflow. For additional information, please see section 4.2.
Document Name: iRISupply™ User Guide Version 2.4 Published: 07/20/11 Cleaning and Maintenance 1.2. Cleaning The interior of the Mobile Aspects Cabinets can be cleaned with a dry cloth to remove any debris. The exterior of the Mobile Aspects Cabinets can be cleaned with any standard glass cleaner. 1.3. Maintenance Mobile Aspects must maintain the electrical components of the iRIS Cabinets. If maintenance is required, please contact Mobile Aspects Customer Service at 1-888-2217571.
