Cabinet User Guide A Mobile Aspects Technology
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Table of Contents Important Notice......................................................................................................vii Type Approvals....................................................................................................................................vii General Safety Information...................................................................................viii Safety and Warning Symbols.................................................................................
3.2 Lighting.........................................................................................................................................21 3.3 Product Catalog............................................................................................................................21 3.4 Open/Expired Items......................................................................................................................22 3.5 System Login.......................................................
.3 Dosage Confirmation....................................................................................................................70 6.3.1 Edit/Change Dosage...............................................................................................................71 6.3.2 Label Printing for Opened Bottle.............................................................................................72 6.3.3 Label Printing for Syringe..................................................................
Important Notice This user guide is considered a permanent part of the VistaTrak™ system, and should remain with the VistaTrak™ cabinet at all times. The VistaTrak™ 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 VistaTrak™ 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 VistaTrak™ 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 clinical and administrative staff of the Radiology and Diagnostic Imaging Departments. Other users may include professionals with responsibilities to support the management and administration of contrast media within an organization. Purpose of this Guide This User Guide is designed to provide user-friendly, detailed instructions for performing day-to-day operational tasks associated with VistaTrak™.
Patient Information, explains how patient information is maintained in VistaTrak™. Explained here are the step-by-step instructions for adding patient information, searching patient information and viewing patient information. Also explained are the procedures involved in managing the dosage of contrast media for a patient. Accessing Cabinet, explains how the cabinet can be used for storing and retrieving contrast media. Appendix, provides some additional information that you may use as a reference.
1 Getting Started This chapter contains: Introduction to VistaTrak™ Benefits of VistaTrak™ Getting Started 13
1.1 Introduction to VistaTrak™ A surge in the use of technology has created a tremendous demand for hospitals to migrate from conventional manual techniques for supporting the processes of patient care, to innovative automated techniques. Automated techniques can create more efficient, accurate processes while also yielding insightful information and better visibility into day-to-day practices followed in a hospital or other care venue.
1.
2 Understanding the VistaTrak™ Workflow This chapter contains the following sections: Introduction to Vistatrak™ Workflow Home Screen Workflow Patient Selection Workflow Patient Summary Workflow Cabinet Access Workflow Understanding the VistaTrak™ Workflow 17
2.1 Introduction to VistaTrak™ Workflow A sequence of tasks executed in a predetermined manner constitute a workflow. This chapter provides an orientation to various workflow in VistaTrak™. 2.1.1 Home Screen Workflow . For more information, see Home Screen. 2.1.2 Patient Selection Workflow . For more information, see Patient Selection. 2.1.3 Patient Summary Workflow .
3 Home Screen This chapter contains the following sections: Introduction to Home Screen Lighting Product Catalog Open/Expired Items System Login Home Screen 19
3.1 Introduction to Home Screen Home Screen is the first screen that appears when you access VistaTrak™.
3.2 Lighting Lighting of the cabinet can be controlled by pressing a button on the Home screen. To control cabinet lighting 1. Navigate to the Home screen shown in Illustration 1 on page 20.z 2. Press . The above button acts as a toggle switch to on and off the cabinet lights. 3.3 Product Catalog Product Catalog displays the list of items added to the cabinet. To access the product catalog 1. Navigate to the Home screen shown in Illustration 1 on page 20. 2. Press .
3.4 Open/Expired Items Open/Expired Items List displays the following information List of bottles that are already open and contain contrast media that can be used instead of opening a new bottle List of bottles that are expired and and seek immediate attention To access the Open/Expired bottle list 1. Navigate to the Home screen shown in Illustration 1 on page 20. 2. Press . The Open/Expired List is displayed as shown in the following illustration.
3.5 System Login VistaTrak™ offers secure login methods that uniquely identify the user requesting to access the system. Following are the login methods in VistaTrak™: PIN Magnetic Stripe Card Proximity Card PIN A PIN is a set of numeric or alpha-numeric characters used for authenticating and identifying a user . The PIN is case sensitive. In VistaTrak™ the PIN can be entered by using a virtual keypad. To log into VistaTrak™ using PIN 1. Switch on the application.
ILLUSTRATION 5: NUMERIC LOGIN KEYPAD ILLUSTRATION 6: ALPHA-NUMERIC LOGIN KEYPAD Tip: For logging into VistaTrak™, you can press any part of the Home screen other than the following parts. 3. On the login keypad, enter the PIN and press enter. The Patient Selection screen is displayed as shown in the following illustration.
ILLUSTRATION 7: PATIENT SELECTION SCREEN You now have access to VistaTrak™. Magnetic Stripe Card A typical Magnetic Stripe Card is doubled faced ID card. One face contains basic ID information, usually consisting of the user’s name, title and picture. The opposite face contains a thin black magnetic stripe with the user information digitally encoded. VistaTrak™ utilizes the digitally encoded information to uniquely identify users. To log into VistaTrak™ using the magnetic stripe card 1.
4 Patient Selection This chapter contains the following sections: Introduction to Patient Selection Screen Patient Search Return Item Override More Options Add Patient Stock Items Transfer Items Alerts/Notifications Patient Selection 27
4.1 Introduction to Patient Selection Screen Patient Selection screen displays the list of patients for the day and includes several buttons needed for performing specific tasks. This is the first screen that appears after you login to VistaTrak™. The left hand side of the screen lists patient information and the extreme right hand side of the screen contains buttons for specific tasks. ILLUSTRATION 8: PATIENT SELECTION SCREEN Press to scroll up through the patient list.
Button Description Select a patient and press this button to view the Patient Summary screen. For more information, see Patient Summary Screen. Press this button to search for patient information. For more information, see Patient Search. Press this button to return an item to the cabinet. For more information, see Return Item. Press this button to access contrast media by overriding the patient selection procedure. For more information, see Override. Press this button to list the following options.
4.2 Patient Search You can use this option to search for patient information. The following methods are available for search: Search using the touch screen monitor Search using the bar code scanner For example, before you proceed with a doctor's query you may want to view the patient details but you only have the patient's last name. In such a scenario, you can search for patient information, select the patient and then proceed with the doctor's query.
Press This To Toggle between uppercase and lowercase characters on the virtual keyboard. You can use this key to switch between characters in uppercase or lowercase. For example, the keyboard shown in Illustration 9 shows keys in uppercase. When you press the keys change to lowercase. Change the sequence of keys on the virtual keyboard. You can have the keys arranged in the standard American keyboard format or you can have the keys arranged in an alphabetical order.
ILLUSTRATION 10 : RESULTS MATCHING SEARCH CRITERIA If you wish to view patient details, select the patient and press Confirm Patient. For more information on viewing patient details, see Patient Summary.
To search for patient information using bar code scanner 1. Navigate to the Patient Selection screen shown in Illustration 8 on page 28. 2. Using the bar code scanner, scan the details of the patient whom you want to search. Patient information is displayed as shown in the following illustration. ILLUSTRATION 11 : RESULTS MATCHING SEARCH CRITERIA Note 1: Prior to using the bar code scanner, ensure that the scanner is connected to the application and configured for use.
4.3 Return Item You can use this option to return items to the cabinet. When you return an item VistaTrak™ will automatically scan the item and display a notification on completion of the scanning process. To return items 1. Navigate to the Patient Selection screen, shown in Illustration 8 on page 28. 2. Select the patient for whom you want to return an item. 3. Press Return Item. The Return Item screen is displayed as shown in the following illustration. ILLUSTRATION 12 : RETURN ITEM 4.
ILLUSTRATION 13 : RETURN ITEM – ITEM ADDED Field Description Event Displays whether an item was added to the cabinet or removed from the cabinet. Item ID Identification number of the item. Product Description Name and type of the product. Product Location Displays whether the product is inside or outside the cabinet. TABLE 4.3 .
4.4 Override You can use this option to override the process of selecting a patient before removing an item. An emergency may demand immediate access to an item (contrast media), leaving no time for the conventional process of navigating through touch screen monitor. In such a scenario, you can override the conventional procedure and directly select the item from the cabinet. To override an item 1.
6. Press . A numeric keypad is displayed as shown in the following illustration. ILLUSTRATION 15 : NUMERIC KEYPAD 7. Enter the quantity of dosage you would like to use for the patient. 8. Press enter. The quantity you enter in the numeric keypad appears in the Dosing Confirmation window. 9. If you wish to print a label for the syringe, press Confirm. Or If you wish to print a label for the bottle, press Print Label. The Override screen is displayed as shown in the following illustration.
For description of fields on the screen, see Table 4.3 on page 35. You can now open the cabinet , return the contrast media bottle and close the cabinet.
4.5 More Options 4.5.1 Add Patient You can use this option to add details of a new patient. Once you have the patient details, you can start adding the patient information. The following details are mandatory: Last Name First Name Account number Procedure name Date on which the patient is expected to undergo the procedure Patient ID or MRN The following details are optional. However it is recommended that you enter as much details as possible.
ILLUSTRATION 17 : MORE OPTIONS 3. Press Add Patient, when you are ready to get started entering the patient information, A virtual keyboard is displayed as shown in the following illustration. ILLUSTRATION 18 : VIRTUAL KEYBOARD FOR ADDING PATIENT INFORMATION For description of keys on the virtual keyboard, see Table 4.2 on page 31. 4. Using the virtual keyboard enter the last name of the patient and press enter. The last name can contain a maximum of 15 characters. 5.
10. In the next screen, enter the date on which the patient is expected to be discharged and press enter. The date should be in mm/dd/yyyy format. 11. In the next screen, enter the accession number of the patient and press enter. The accession number can contain a maximum of 9 numeric characters. The number you enter here serves as an identification number for this patient. 12. In the next screen, select a procedure name for the patient. Press to view the list of procedures.
ILLUSTRATION 19 : PATIENT SELECTION SCREEN If you wish to add contrast media details for this patient, press More Options and then press Stock Items. For more information, see Stock Items. 4.5.2 Stock Items You can use this option to add new items to the cabinet. New items can be placed in the cabinet, VistaTrak™ will automatically scan the item and display a notification on completion of the scanning process. To stock items 1.
4. Press Stock Item. The Stock Item screen is displayed as shown in the following illustration. ILLUSTRATION 21 : STOCK ITEM SCREEN 5. Open the cabinet and place the new items. 6. Close the cabinet. The items are scanned and on completion of the scanning process the following screen is displayed.
ILLUSTRATION 22 : STOCK ITEM - ITEM ADDED For description of fields on the screen, see Table 4.3 on page 35. 4.5.
4.6 Alerts/Notifications To educate you about an improper usage of contrast media or inadequate patient information appropriate alerts are displayed . Few alerts are shown below.
5 Patient Summary This chapter contains the following sections: Introduction to Patient Summary Screen Demographic Data Clinical Data Exam Information Dosage Information Last Dosage Additional Functionality Dosage History Dosage History Information Open Bottles Delete Item System Exit Patient Summary 47
5.1 Introduction to Patient Summary Screen Patient Summary Screen provides an overview of patient details. Along with the basic patient information this screen displays the examination information, dosage information and details of the last dosage administered to the patient. To access patient summary screen 1. Navigate to the Patient Selection screen shown in Illustration 8 on page 28. 2. Select the patient for whom you want to view information. 3. Press Confirm Patient.
5.2 Demographic Data The table below provides a brief description of patient demographic data that is displayed on the Patient Summary screen shown in Illustration 25 on page 48. Field Description Name Name of the patient. MRN Media record number of the patient. Acct No Account number of the patient. Gender Gender of the patient. DOB Date of birth of the patient. The date of birth is displayed in mm/dd/yyyy format. 5.
5.4 Exam Information The table below provides a brief description of patient examination information that is displayed on the Patient Summary screen shown in Illustration 25 on page 48. Field Description Procedure Procedure name for the patient. Press Date to change the procedure. The date of examination for the patient. The date is displayed in mm/dd/yyyy format. Location Location where procedure is performed. Press to change the location. 5.
5.7 Additional Functionality 5.7.1 Dosage History To view dosage history 1. Navigate to the Patient Selection screen shown in Illustration 8 on page 28. 2. Select the patient for whom you want to view the dosage history. 3. Press Confirm Patient. The Patient Summary screen is displayed as shown in the following illustration. ILLUSTRATION 26 : PATIENT SUMMARY SCREEN 4. Press Dosage History.
The Dosage History screen is displayed as shown in the following illustration. ILLUSTRATION 27 : D OSAGE HISTORY SCREEN Field Description Dosage Date Date on which dosage was administered. Product Description Name of the contrast media administered to the patient. Procedure Procedure associated with the patient. Qty Quantity of contrast media administered to the patient. TABLE 5.1 .
The following table provides a brief description of fields on the Dosage History screen. Press this To Change the quantity of dosage that was administered to the patient. Select a dosage and then press Change Dosage. For more information, see Record Editing. Treat the dosage as a wasted item. Select a dosage and then press Waste. For more information, see Product Wastage. Delete the dosage information. Select a dosage and then press Delete. For more information see, Delete Items. TABLE 5.2 .
Field Description Date Date on which contrast media was administered. Time Time at which contrast media was administered. Procedure Procedure that was performed on the patient or procedure that the patient is expected to undergo. CPT Code The procedure code Need more info Technologist Name of the person who administered the dosage. Need info Product Name of the contrast media selected for the patient. Presentation The unit used for measuring contrast media.
5.7.3 Open Bottles In addition displaying patient information, the Patient Summary screen also provides access to the list of open bottles. To view the list of open bottles using the patient summary screen 1. Navigate to the Patient Selection screen shown in Illustration 8 on page 28. 2. Select the patient and Press Confirm Patient. The Patient Summary screen is displayed as shown in the following illustration. ILLUSTRATION 30 : PATIENT SUMMARY SCREEN 3. Press .
ILLUSTRATION 31 : OPEN/E XPIRED BOTTLE LIST 5.7.4 Delete Items You can use this option to delete an item/dosage information for the patient. To delete items 1. Navigate to the Patient Selection screen shown in Illustration 8 on page 28. 2. Select the patient for whom you want to delete the item. 3. Press Confirm Patient.
The Patient Summary screen is displayed as shown in the following illustration. ILLUSTRATION 32 : PATIENT SUMMARY SCREEN 4. Press Dosage History. The Dosage History screen is displayed as shown in the following illustration.
5. Select the item that you want to delete. 6. Press Delete. The following warning message is displayed. ILLUSTRATION 34 : D ELETING DOSAGE INFORMATION 7. Press Yes to delete the item. 5.8 System Exit To exit from VistaTrak™ 1. Navigate to the Patient Selection screen, shown in Illustration 8 on page 28. 2. Press Logout. In addition to the Patient Selection screen, the Logout button is also provided on other screens. Such screens are shown below.
ILLUSTRATION 36 : LOGOUT BUTTON ON THE ILLUSTRATION 37 : LOGOUT BUTTON ON THE Patient Summary STOCK ITEM SCREEN OVERRIDE SCREEN 59
Tip: The Logout button is distinctively colored green and always appears at the lower right hand side of the screen.
6 Cabinet Access This chapter contains the following sections: Introduction to VistaTrak™ Cabinet Item Usage/Removal Edit/Change Dosage Label Printing for Opened Bottle Label Printing for Syringe Item Return Expired Item Removal Use Items Located Outside Cabinet Dosage Confirmation Remove Items Located Inside Cabinet Item Expired Inside the Cabinet Item Expired Outside the Cabinet Special Functionality Cabinet Access Product Wastage Record Editing eGFR Calculat
6.1 Introduction to VistaTrak™ Cabinet In the Radiology Department, routine procedures stocking contrast media for future use, removing contrast media for administering it to the patient seek utmost attention because of specific need of each patient and a demand for higher quality of care. The cabinet in VistaTrak™ basically provides a secure solution for storing the contrast media.
ILLUSTRATION 39 : PATIENT SUMMARY SCREEN 4. Press Next. The following window is displayed. ILLUSTRATION 40 : SELECTING THE LOCATION OF ITEM Note: The above window is only displayed when an open bottle is placed outside the cabinet. In absence of the above window skip to step 6. 5. Press Inside Cabinet. 6. The following screen is displayed.
ILLUSTRATION 41 : PLANNED D OSAGE SCREEN 7. Open the cabinet and remove the appropriate contrast media. 8. Close the cabinet. The Dosing Confirmation window is displayed as shown in the following illustration.
For a detailed description of the above Dosing Confirmation window ,see Dosage Confirmation. 9. Press to enter the quantity of dosage. A numeric keypad is displayed as shown in the following illustration. ILLUSTRATION 43 : NUMERIC KEYPAD 10. Enter the quantity of dosage that you would like to use for the patient. 11. Press enter. The quantity you enter in the numeric keypad appears in the Dosing Confirmation window. 12. If you wish to print a label for the syringe, press Confirm.
6.2.2 Use Items Located Outside Cabinet To use items located outside the cabinet 1. Navigate to the Patient Selection screen, shown in Illustration 8 on page 28. 2. Select the patient for whom you want to use the item from a bottle located outside the cabinet. 3. Press Confirm Patient. The Patient Summary screen is displayed as shown in the following illustration. ILLUSTRATION 44 : PATIENT SUMMARY SCREEN 4. Press Next. The following window is displayed.
Note: The above window is only displayed when an open bottle is placed outside the cabinet. Absence of the above window confirms the unavailability of an open bottle outside the cabinet. 5. Press Outside Cabinet. The following screen is displayed. ILLUSTRATION 46 : PLANNED DOSAGE SCREEN 6. Press Select Item. The Dosing Conformation window is displayed as shown in the following illustration.
ILLUSTRATION 47 : D OSING CONFIRMATION For a detailed description of the above Dosing Confirmation window ,see Dosage Confirmation. 7. Press . A numeric keypad is displayed as shown in the following illustration. ILLUSTRATION 48 : NUMERIC KEYPAD 8. Enter the quantity of dosage you would like to remove from the bottle placed outside the cabinet. 9. Press enter. The quantity you enter in the numeric keypad appears in the Dosing Confirmation window.
10. If you wish to print a label for the syringe, press Confirm. Or If you wish to print a label for the bottle, press Print Label. The following screen is displayed. ILLUSTRATION 49 : PLANNED DOSAGE SCREEN You can now use the contrast media from the bottle placed outside the cabinet. Ensure that you only remove the quantity that was specified in the Dosing Confirmation window.
6.
6.3.1 Edit/Change Dosage You can use this option to edit or change the dosage of a patient. To edit/change the dosage 1. Navigate to the Dosing Confirmation window, shown in Illustration 50 on page 70. 2. Press . The numeric keypad is displayed as shown in the following illustration. The table below provides a description of some keys on the numeric keypad. Press This To Delete the number you have entered and re-enter the number.
6.3.2 Label Printing for Opened Bottle You can use this option to print label for an open bottle. To print a label for open bottle 1. Navigate to the Dosing Confirmation window, shown in Illustration 50 on page 70. 2. Press . The printed label can be attached to an open bottle. The label contains the following information. Date of opening Expiry date Time of opening Time of expiry Last name of the login user and First name of the login user 6.3.
6.5 Expired Item Removal Items may be expired under the following circumstances Bottles are removed from the cabinet and have exceeded the 24 hour expiry period Bottles are expired based on the expiry date set by the manufacturer VistaTrak™ will automatically display the list of expired bottles and prompt you to waste such items. 6.5.
ILLUSTRATION 52 : CONFIRM WASTAGE 6. Press Yes to confirm the wastage. However, if you remove an item and press No to ignore the warning message, a notification is displayed as shown in the following illustration. ILLUSTRATION 53 : EXPIRED ITEMS NOTIFICATION -ITEM EXPIRED OUTSIDE THE CABINET Since the item is now outside the cabinet the above notification again prompts you to waste an item. For more information on the above notification, see Items Expired Outside the Cabinet.
6.5.2 Item Expired Outside the Cabinet The following illustration shows notification that is displayed when items outside the cabinet are expired – such notifications are displayed after you login into VistaTrak™. ILLUSTRATION 54 : EXPIRED ITEM NOTIFICATION - ITEM EXPIRED OUTSIDE THE CABINET The following table provides a brief description of buttons on the Expired Items Notification screen. Press this To Navigate to the Home screen. Waste an item. Select the item and then press Waste.
To Waste Expired Items (items expired outside the cabinet) 1. In the Expired Items Notification screen, shown in Illustration 54 on page 75, select an item. 2. Press Waste. The following window is displayed. ILLUSTRATION 55 : CONFIRM WASTAGE WINDOW 3. 76 Press Yes to confirm the wastage of the item.
6.6 Special Functionality 6.6.1 Product Wastage You can use this feature to enter the quantity of item that was not used or wasted due to some reason.
4. Press Dosage History. The Dosage History screen is displayed as shown in the following illustration. ILLUSTRATION 57 : D OSAGE HISTORY SCREEN 5. Select the item that you want to waste for the patient. 6. Press Waste. The Confirm Wastage warning is displayed. ILLUSTRATION 58 : CONFIRM WASTAGE 7. Press 8. Press Yes. and select an appropriate reason for wasting the item. The selected item can now be considered as a waste.
Following are the scenarios under which you will automatically receive notifications to waste the item Item has expired based on the manufacturers expiry period Bottle is removed from the cabinet and has exceeded the 24 hour expiry period For more information, see Expired Item Removal. 6.6.2 Record Editing You can use this option to edit/change the quantity of contrast media that was administered to the patient. To edit a record 1.
ILLUSTRATION 60 : D OSAGE HISTORY SCREEN 5. Select the record/dosage that you want to change. 6. Press Change Dosage. The following numeric keypad is displayed. ILLUSTRATION 61 : CHANGING DOSAGE 7. Enter the new dosage value and press enter. The new value is updated and the dosage is changed.
6.6.3 eGFR Calculator This eGFR calculator is is a quick tool for calculating an estimated GFR (Glomerular Filtration Rate) score for a patient. To access the eGFR calculator for a new patient 1. Navigate to the Patient Selection screen shown in Illustration 8 on page 28. 2. Select the new patient for whom you want to access the eGFR calculator. 3. Press Confirm Patient. The following alert is displayed. ILLUSTRATION 62 : ALERT FOR A 4. LOW GFR SCORE Press Proceed.
ILLUSTRATION 63 : EGFR CALCULATOR The table below provides a brief description of fields in the eGFR Calculator. Field Description Serum Creatine Enter the Serum Creatine value for the patient. Press edit to enter the value. Age Enter the age (years) of the patient. Press edit to enter the age. Gender The gender of the patient. Press the relevant button to select the gender. Race The race to which patient belongs. Press the relevant button to select the race. TABLE 6.3 .: FIELD DESCRIPTION 5.
ILLUSTRATION 64 : PATIENT SUMMARY SCREEN 4. Press the eGFR score of the patient. The eGFR calculator is displayed as shown in the following illustration. ILLUSTRATION 65 : EGFR CALCULATOR For description of fields in the above screen, see Table 6.3 on page 82. 5. Enter the patient information in the relevant fields and press Confirm.
7 Appendix This chapter contains the following sections Appendix RFID Technology eGFR Score Magnevist Ultravist Protocol 85
7.
7.2 Magnevist When MAGNEVIST® (gadopentetate dimeglumine) injection was introduced in 1988, it ushered in the revolutionary concept of contrast-enhanced magnetic resonance imaging (MRI). It became the world's first contrast agent for use in MRI. Today, the product is still the MR market leader with a broad range of adult and pediatric clinical indications in CNS, head, neck and body (excluding the heart) of any MR contrast agent.
8 Index This chapter contains Index Index 89
Alphabetical Index C cabinet.................................................................................................................................................. override......................................................................................................................................32 stocking items.............................................................................................................................38 D dosage history.................................
