36C24219R0002-017.pdf

D.22 ELECTRONIC SPECIMEN TRACKING

Author: MP Date: 10/2016

I. PRINCIPLE:

Electronic specimen tracking enables sites and clinics the ability to electronically build and monitor shipping manifests for the purpose of shipping laboratory specimens between locations. This is done using eTracking software – a highly customized spreadsheet that allows management and tracking of patient specimens.

II. REQUIREMENTS:

Users are required to have LROE and LRLABXT VistA laboratory options, as well as access to the V02-MS-Shipping-Manafests-M group. These options can be added on a per-user basis by the laboratory ADPAC using the ECAR system.

III. INSTALLATION:

Click Here and follow the prompts to install eTracking, or navigate to \\r04alnnas21\v02-ms$\MS-Shipping-Manifests\V02\Bin\ and copy the eTracking icon to your desktop. Users of the software are able to send an installation link by clicking the “Share eTracking” button in the software, (this does Not give users automatic access – they will still need to request access and required keys for the individual from the laboratory ADPAC and/or eTracking administrator.)

IV. PROCEDURE:

A. Starting eTracking B. Creating a New Outgoing Shipment C. Adding to a Shipment D. Receiving a Shipment E. Miscellaneous Procedures

A. Starting eTracking

Open the eTracking software by double-clicking the desktop shortcut.

Figure 1 – eTracking Desktop Icon file://r04alnnas21/v02-ms$/MS-Shipping-Manifests/V02/Bin/onlinesetup.bat file://r04alnnas21/v02-ms$/MS-Shipping-Manifests/V02/Bin/onlinesetup.bat file://r04alnnas21/v02-ms$/MS-Shipping-Manifests/V02/Bin/ file://r04alnnas21/v02-ms$/MS-Shipping-Manifests/V02/Bin/ file://r04alnnas21/v02-ms$/MS-Shipping-Manifests/V02/Bin/ file://r04alnnas21/v02-ms$/MS-Shipping-Manifests/V02/Bin/

Microsoft Office Excel will open with the following screen.

Figure 2 – eTracking Start Screen

If a yellow box appears near the top of the screen asking to Enable Content, click the “Enable Content” button**.

Figure 3 – Enable Content Warning

**Note: eTracking requires the use of macros to automate processes. You Must enable macros to use the eTracking software. To prevent this notification from reappearing, click the ‘How to add eTracking to your Trusted Locations’ link on the main window and follow the instructions.

You may also receive the following Security Warning. If so, click the “Do not ask me again for network files” box and click ‘Yes’.

file://r04alnnas21/v02-ms$/MS-Shipping-Manifests/V02/resources/Trusted%20Location.docx file://r04alnnas21/v02-ms$/MS-Shipping-Manifests/V02/resources/Trusted%20Location.docx

Figure 4 – Security Warning Pop-up

The eTracking main menu will now be shown.

Figure 5 – Main Menu

B. Creating a New Outgoing Shipment

Figure 6 – Main Shipping Menu

• To create a new outgoing shipment, be sure you’ve selected the ‘Shipping’ tab (6-1) – this is the default choice when starting eTracking.

• Choose your location from the dropdown box (6-3), then press the “New” button (6-4) from the Shipping Menu, (located on the left side of the window.)

• The following pop-up window appears.

Figure 7 – Shipment Information

• Enter/verify your information in the pop-up window and click OK.

• A new eTracking list is created, populated with your selections.

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Figure 8 – New eTracking List o (8-1), (8-2), (8-4) – Entered information and current date & time o (8-3) – Menu options o (8-5) – Routing information and requirements o (8-6) – Scan box & options o (8-7) – Specimen status o (8-8) – Manually added specimens & comments o (8-9) – Scanned specimen window

• Once opened, the Shipping Scan box (8-6) will be the default selection

Figure 9 – Shipping Scan Box o (9-1) – Selects the Shipping Scan Box to begin scanning in specimens o (9-2) – Add manual (ie. non-barcoded) specimen o (9-3) – Remove specimen from list o (9-4) – Mark specimen for cancellation o (9-5) – Tube quantity indicator/spin buttons o (9-6) – Scan Box o (9-7) – Finalize shipment

• Scan in all barcoded specimens. Specimens can only be scanned into the eTracking list when the Shipping Scan Box (9-6) is selected.

o You can only scan in One barcode per specimen UID o Duplicate UIDs will prompt an error dialog box o If a scan error is detected, a warning box will pop up o A successful scan will prompt a verification sound when a new line is added to the list o To include extra tubes along with a specimen, change the tube quantity indicator Before scanning in the specimen Ie. 3 yellow top tubes are drawn, but only one is barcoded Change the tube quantity indicator (9-5) to 3 and then scan in the barcode The updated quantity will show in the Sum column Continue scanning as usual

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Figure 10 – Building an eTracking Shipment o (10-1) – Date added to list o (10-2) – Row number (Used as an identifier if no Acc # is available) o (10-3) – UID Unique Identifier (This is the information scanned from the barcode) o (10-4) – Time scanned o (10-5) – Status column o (10-6) – Accession number (This is calculated from the UID. Not all

UIDs will yield an accession number - short UIDs will not have an accession number) o (10-7) – Sum column (Reflects the number of colored tubes drawn) o (10-8) – Specimen comments (Comments relative to the specimen) o (10-9) – Cancellation marker (Signals lab personnel to cancel the tagged specimen) o (10-10) – Finalize shipment button

• Once all items are added to the eTracking list, click the “Ship” button (10-10) to finalize the shipment and print a copy of the list

C. Adding to a Shipment

• From the main eTracking Shipping window (6-1), choose your location (6-3)

• Click the “Append” button (6-5) to open your most recently shipped tracking list

• Scan in additional specimens as needed

• Once completed, click the “Ship” button (9-7)

• Additional specimens may be added by following this process again

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D. Receiving a Shipment

Figure 11 – Receiving Main Menu

• Click on the “Receiving” tab (11-1) from the main eTracking window

• Select the location you wish to receive from the dropdown box (11-2)

• Click the “Receive” button (11-3) to receive the most recent eTracking list from your chosen location o If you wish to access past lists for your location, click the “Show all files for location” button (11-4)

• The most recently shipped eTracking list will open

Figure 12 – Receiving a Shipment o (12-1) – Filename [Date (FROM to TO) Status] o (12-2) – Manually added specimens and comments, as well as specimen comments from the shipping location will show here o (12-3) – Receiving Box o (12-4) – Receipt entries – Tag verification, initials of individual receiving, and shipment status appear here o (12-5) – Specimen comments can be added for receiving troubleshooting/quality issues

• The Receiving Scan Box will be the default selection

Figure 13 – Receiving Scan Box o (13-1) – Selects the Receiving Scan Box o (13-2) – Overrides specimens with a Pending or Error status o (13-3) – Finds UIDs and/or Accession numbers in the list o (13-4) – Receiving Scan Box o (13-5) – Finalize receipt button

• Scan in all specimens from the shipment o If a specimen is not received, perform troubleshooting to find the cause o Select the unreceived specimen in the eTracking list and click the “Override” button (or press Ctl-O) o Enter your corrective actions in the pop-up box

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4 5 o Specimens that were sent but not scanned will show up as “Error” status Enter a specimen comment for each of these items to change the status to “Rectified” Remind shipping location that all specimens need to be accounted for on the eTracking list o Enter all specimen quality/troubleshooting comments in the

‘specimen comments’ field

• When all items are rectified, choose ‘Yes’ or ‘No’ from the “All OK:”

dropdown box, signifying that all specimens were deemed either acceptable or unacceptable o Unacceptable specimens must have a specimen comment describing the issue and resolution o You must select ‘No’ if any specimen is deemed unacceptable

Figure 14 – A completed eTracking List

• Press the “Receive” button (13-5) to finalize and print the eTracking list

Figure 15 – Finalize Shipment Received Pop-up

E. Miscellaneous Procedures

1. Manually Add Specimen to eTracking List

2. Remove a Specimen from an eTracking List

3. Mark a Specimen for Cancellation

4. Override a Specimen as Received

5. Find a UID or Accession Number in an eTracking List

1. Manually Add Specimen to eTracking List

Manually add a specimen and/or comments when a barcode is not available to scan

Typically, these specimens will be cytology, A&P, or specimens with unsigned orders (**Always attempt to have the orders signed/corrected before shipping specimens)

• Click the ‘Add’ button (9-2) above the Shipping Scan Box (9-6)

• Please include all relevant information, including patient name (first and last), last four of social security number, order number, tests ordered, and any additional comments

• Click the ‘Add’ button when finished entering specimen information

• When completed, click the ‘Done’ button

Figure 16 - Manually Add Specimen and/or Comments

2. Remove a Specimen from an eTracking List

Remove specimens from the eTracking list when added in error (ie. a specimen that you have but will not ship with the current list) Do Not remove specimens accessioned in error or other specimens that need to be cancelled.

• Choose the specimen UID in the eTracking list you would like to remove

• Click the ‘Remove’ button (9-3) (or press Ctl-R)

Alternate Routine:

• With the Shipping Scan Box selected, click the ‘Remove’ button (9-3)

• A pop-up will display prompting for the UID you wish to remove

• Scan in or manually enter the appropriate UID and click ‘Remove Acc’

• Click ‘Done’ when finished

Figure 17 - Remove Accession Pop-up

3. Mark a Specimen for Cancellation

Mark specimens for cancellation when accessioned in error or when accessioned without an accompanying specimen

This includes duplicate orders, missed draws, urines not voided, or other accessioning errors

Marking specimens on the eTracking list for cancellation will Not cancel the order – it will only notify technologists at the receiving location to cancel the order

• Choose the specimen UID in the eTracking list you would like cancelled

• Click the ‘Cancel’ button (9-4) (or press Ctl-C)

• Enter a cancellation comment in the resulting pop-up box

Alternate Routine:

• With the Shipping Scan Box selected, click the ‘Cancel’ button (9-4)

• A pop-up will display prompting for the UID you wish to mark for cancellation

• Scan in or manually enter the appropriate UID and click ‘Cancel Acc’

• Enter a cancellation comment in the resulting pop-up box

• Click ‘Done’ when finished

Figure 18 - Cancel Accession Pop-up

4. Override a Specimen as Received

Override specimens that are listed on the eTracking list but were not received Overriding a specimen requires corrective action comments

• Choose the UID of the specimen you wish to Override

• Click the ‘Override’ button (10-3) (or press Ctl-O)

• Enter an override comment including corrective actions, as well as any other steps taken

Figure 19 - Overriding a Specimen

5. Find a UID or Accession Number in an eTracking List

Find a specimen via UID or accession number The eTracking list will change focus with the queried specimen located at the top of the screen

• Click the ‘Find’ button

• Scan in a UID in the UID field

Or

• Select the Acc # field and type in the accession number

• Click ‘Find’

Figure 20 - Find Accession Pop-up

V. RESOURCES:

• General questions about the software may be directed to the laboratory

• Access requests can be made to michael.pracht@va.gov or the laboratory

ADPAC

mailto:michael.pracht@va.gov mailto:michael.pracht@va.gov

• In-depth questions and comments, as well as requests for additional features, bug reports, etc. may be directed to michael.pracht@va.gov

• Help files, walkthroughs, tutorials, and training materials may be found in the Resources folder on the eTracking network drive: \\r04alnnas21\v02-ms$\MS- Shipping-Manifests\V02\Resources\ file://R04ALNNAS20.V02.MED.VA.GOV/VHAALNPRACHM$/LIM%20ATC/CBOCs/michael.pracht@va.gov file://R04ALNNAS20.V02.MED.VA.GOV/VHAALNPRACHM$/LIM%20ATC/CBOCs/michael.pracht@va.gov file://r04alnnas21/v02-ms$/MS-Shipping-Manifests/V02/Resources/ file://r04alnnas21/v02-ms$/MS-Shipping-Manifests/V02/Resources/ file://r04alnnas21/v02-ms$/MS-Shipping-Manifests/V02/Resources/ file://r04alnnas21/v02-ms$/MS-Shipping-Manifests/V02/Resources/