T-DOC 2000 GETTING STARTED

Transcription

1 GETTING STARTED Getinge IT Solutions ApS Project No.: - Type: USR Doc. No.: 215 Rev. No.: 06 Language: US Status: Released Date:

2 Contacting Getinge Getinge IT Solutions ApS Amaliegade 4 DK-1256 Copenhagen K Denmark Tel.: (+45) Fax.: (+45) support@t-doc.com Installation issues Should you encounter difficulties then contact your local Getinge representative or the T-DOC Support Center at support@t-doc.com Documentation issues Suggestions, ammendments and errors in documentation can be sent to doc@t-doc.com Information in this document is subject to change without notice. Copyright Copyright Getinge IT Solutions ApS, Amaliegade 4, DK-1256 Copenhagen K, Denmark, All Rights Reserved. Copyright in this documents (hereafter referred to as the "Contents") is owned by Getinge IT Solutions ApS, unless otherwise indicated. Getinge IT Solutions ApS hereby authorizes permission to copy this document for non-commercial uses within your organization. In consideration of this authorization, you agree that any copy of these documents which you make shall retain all copyright and other proprietary notices contained herein. Note that any product, process or technology described may be the subject of other Intellectual Property rights reserved by Getinge IT Solutions Aps, and are not licensed hereunder. Trademarks Getinge IT Solutions, T-DOC and LinkStation are registered trademarks and/or Copyrights governed by Getinge IT Solutions ApS. All other trademarks and registered trademarks are owned by their respective companies. Use, duplication, or disclosure by the United States Government is subject to the restrictions set forth in DFARS (c)(1)(ii) and FAR No Warranty The software, documents, information, and materials in this publication are provided "as is" without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantabilities, fitness for a particular purpose, or non-infringement. The contents of this publication could include technical inaccuracies or typographical errors. Changes are periodically added to the information herein; these changes will be incorporated in new editions of the publication. Getinge IT Solutions ApS may make improvements and/or changes to the product(s) and/or program(s) described in this publication at any time without notice. Limitation of Liability In no event will Getinge IT Solutions ApS be liable for direct, indirect, special, incidental, economic, cover, or consequential damages arising out of the use of or inability to use the Contents even if advised of the possibility of such damages, Some areas do not allow the exclusion of limitation of implied warranties or limitation of liability for incidental or consequential damages, so the above limitation or exclusion may not apply to you. USR215_06_US 2

3 Introduction About this guide This Getting started with T-DOC guide explains how to begin using T-DOC. It explains the basic steps that must followed when creating and using T-DOC data, and how this assists you in managing your sterile goods. How to use this guide This Getting started with T-DOC guide has various sections. Each section deals with specific T-DOC issues. You should systematically work through the explanations and only proceed when you are familiar with that which has been described. Typography The following formats are used in this guide: Bold monospaced Normal Bold Values that you must type from the keyboard exactly as shown. For example, enter Scissor at the prompt. Dialog names, buttons, field names and check-boxes. For example, Name and ID values must be entered in Products and then click the OK button. Getting more help Online help file Contacting Getinge IT Solutions ApS Besides this guide there are other sources of T-DOC assistance. The T-DOC online help file provides a complete and detailed explanation of the T-DOC system. You can activate the online help from Help in the Main menu in T-DOC. You can also activate help for data types and dialogs by pressing the F1 key. Should it be necessary, you can contact your local Getinge representative or the T-DOC support center at: Getinge IT Solutions ApS Amaliegade 4 DK-1256 Copenhagen K Denmark Tel.: (+45) Fax.: (+45) support@t-doc.com USR215_06_US 3

4 What is T-DOC? Getinge T-DOC is a system used to control and track sterile goods. It allows you store and manage information about your sterile goods, retrieve this information and print reports. The T-DOC database stores information that includes the date, time, and the user that processed the sterile goods. This means that you can see how goods were handled, by whom and at what time. There are basic steps to be followed when using T-DOC. 1. Before you can process any sterile goods you must create your sterile instruments in the T-DOC database. Create single instruments - often referred to as single items. Create trays - often referred to as composite items Create packing materials in which you will pack the instruments and trays Create products based upon your single instruments and trays. 2. When the data has been created, you can then use it in production: Print packing lists for products. Create units of products that you will distribute to your customers. Include the units in batches, for example to sterilize. Approve or disapprove a batch and the units therein. Dispatch the approved units to customers. Receive the used units back from customers. View the status of the units. The exact features and functions that are available in your T-DOC system depend upon the license that you have purchased. For example, in some systems you can trace the sterile goods to the ward or department using it, while in other systems you can trace it to the patient and all the way back to the Sterilization Department (SD). USR215_06_US 4

5 Accessing T-DOC The T-DOC system provides you with access to your sterile goods database. Starting T-DOC If T-DOC is not already running then start it by double-clicking the T-DOC Launcher icon on your desktop. You can also start T-DOC Admin by double clicking the T-DOC Admin icon. Logging in to T-DOC A Login field appears when T-DOC starts. It is here that you enter your user ID and password. You have a personal user ID and personal password, and this prevents others from loggingin with your name. If you are logging in to T-DOC for the first time then you can use the User ID DA without a password. However, you should have your own User ID and password, if not then contact your T-DOC administrator. 1. In User ID enter your user ID. 2. In Password enter your password. 3. Press Login. USR215_06_US 5

6 Depending on your system license and configuration, you could see a Startup page similar to the following: This has the Main menu and a Main toolbar. Changing your user password You can change your login password. You should change your password at regular intervals for security reasons, for example every few weeks. 1. In the Main menu select Actions Change own password. The Change password dialog appears. 2. Type your current password in Type old password. 3. Type your new password in Type new password. USR215_06_US 6

7 4. Retype your new password in Retype new password. 5. Press OK. If the values in the Type new password and the Retype new password data fields are not identical, then the new password cannot be saved. Likewise the old password must be correct. Forgetting your password If you are unfortunate enough to forget your password then your T-DOC Administrator can reset your password. This will allow you to regain access to the system. Contact your T-DOC Administrator in such a situation. Logging out of T-DOC T-DOC tracks users who create, edit or delete data. It is therefore very important that you remember to log out from T-DOC Admin when finished working with your data. If not, you run the risk of others making changes using your User ID. You log out of T-DOC by pressing in the Main toolbar or Fast menu. USR215_06_US 7

8 Working with T-DOC T-DOC provides a set of data types, lists and dialogs to define, view and manage your data. All have a consistent appearance, and in many cases it is only the type of data that is different. For example, the buttons used to view sterilizer machine process data are similar to those used for washer-disinfector process data. Data types and dialog structures A data type is presented with the following structure: 1. A title Defines the type of data being managed. 2. A menu Contains functions used to manage the type of data being viewed. 3. A toolbar Provides buttons so you can quickly access some of the most important data management functions. 4. A data area Shows the data being managed, for example a product or user definition. It is also here that you can search the database for specific data. 5. A status line Displays who created and last modified the data in the data area. 6. A search area Allows for searching the data type as well as viewing recently accessed data. USR215_06_US 8

9 Navigating the data The data of a specific data type can be navigated using Other Navigate in the menu or via shortcut buttons. Menu entry For the data type under focus... Shortcut First Navigates to the first record. CLTRL+F7 Prior Navigates to the previous record. F7 Next Selects the next record. F8 Last Selects the last record. CTRL+F8 Insert Inserts a new record. CTRL+F2 Edit Edits data when your user profile preferences Auto edit is False. F6 Save Saved changes to the data. F2 Cancel Undo the last change. F9 Reread Updates the screen and displays the latest saved information. F5 Using the buttons T-DOC uses various buttons. Some buttons are always available in the Main toolbar while others depend upon the configuration and functionality of your system. Button When pressed... Navigates to the Startup page.* Navigates to the previous data type.* Moves to the next data type (if having pressed prior to this).* Exits all open data types and returns to the login on the Startup page.* Creates a new empty record for the data type under focus. For example if viewing Products, this creates a new empty product. Copies the data under focus and creates a new data record. For example, copies a product and creates a new product record. Deletes the data set under focus, for example deletes a product. * Button is always available in the Main toolbar. USR215_06_US 9

10 Defining data in T-DOC The first step in using T-DOC is to define the sterile goods in the T-DOC database. You first create items, then you create trays and after this you create products. This is described in the following sections. You should also carefully decide the name and numbering schemes that you will be using for items, trays and products. Items All goods that are processed in T-DOC are based upon items. An item - also called a single item - is a single instrument. For example an item may be a scalpel, mayo scissor, needle holder, pack of cotton etc. The above example depicts seven items, these are numbered 1 through to 7. USR215_06_US 10

11 Creating an item 1. In the menu select Databases Items Single items. The Single items data type appears. 2. Press the button. A New dialog appears. 3. Enter the Item identifier of the single item. This must uniquely identify the item. Depending upon how your T-DOC system has been configured, an Item identifier value may be automatically suggested. This is referred to as autonumbering and would be configured by your T-DOC administrator. See page 13 for details and procedures regarding autonumbering. 4. Enter the Name of the single item. This is used to describe the single item. 5. Press Save. The new items appears in Single items. 6. You may want to consider assigning Group and Specialty values. This is by pressing Edit and then saving the data. See page 23 for details. USR215_06_US 11

12 7. You may enter any other information you feel relevant for this data type. The only required information is that mentioned in steps 3 and Press Save to save the new single item. Modifying an item Deleting an item You can modify an item by finding it and then pressing the Edit button. Make the necessary changes and save the modified item by pressing Save. You can delete an item by locating it and pressing Shift+F2 or by selecting Delete in the menu. Note that you cannot delete items that are used in trays (described in the following section). USR215_06_US 12

13 Autonumbering Autonumbering allows T-DOC to automatically suggest identifiers, for example for items and products. The identifier values are formatted according to data masks, and these can include alphabetic characters and numbers. Autonumbering masks can be defined at system and/or factory level. System-level masks apply to the entire T-DOC system for the data type concerned. For example, a product mask at system level will be used across the entire T-DOC system when creating new products. On the other hand, if a factory-level product mask exists, then it will be used when creating products in the factory concerned. Masks are created using an Auto numbering mask dialog which can be activated in System data and and the dialog appears similar to the fol- Factories (as mentioned above). This is done by pressing lowing (for a factory-level mask): The type of data mask is selected in the list, for example Products. The Mask Element Type list and the Add Mask Element button are then used to create the mask. The above image depicts how a Text (Prod -) and an Auto Number (of 3 digits 999) have been applied in a product mask. Using the above example for products, the mask is activated by selecting Other > Automatic numbering in the menu of Products. This will suggest a new identifier value whenever a product is created, that is when modified if necessary. is pressed. The suggested value appears against a yellow background, and can be USR215_06_US 13

14 Trays Trays - also referred to as composite items - are comprised of multiple instruments. The instruments are shared between the trays. The above example depicts three trays or composite items, these are numbered 10 through to 12. USR215_06_US 14

15 Creating a composite item 1. In the Main menu select Databases Items Composite items. Composite items appears. 2. Press. A New dialog appears. 3. In Item enter the unique identifier for the composite item. 4. Enter the Name of the composite item. 5. Press Save. The new composite item is created. 6. You may enter any other information you feel relevant for this data type. This is by pressing Edit and then saving the data. You can also create a tray by copying an existing tray. You do this by pressing the button or selecting Copy in the menu, making the necessary changes and saving the information. Modifying a composite item As with items you can modify a tray by finding it, pressing the Edit button, making the necessary changes and pressing Save. USR215_06_US 15

16 Adding an item to a tray As mentioned earlier, trays consist of multiple items, and these items must be added to the tray definition. 1. Locate the tray (composite item) to which single items are to be added. 2. Select the Composite item list tab. 3. In the Single item search list, search for the single item to be included in the composite item. 4. Press the button to add it to the composite item list. For example: 5. In the Count field enter the quantity of the item that should be included in the tray. 6. In the Critical field enter the minimum quantity of the item that must be included in the tray. 7. Repeat steps 3 to 6 to add other single items to the tray. 8. Press Save. Removing an item from a tray To remove an item from a tray, select the line item that you want to remove and then press the button. USR215_06_US 16

17 Changing the position of an item in a tray You can print a packing list of your tray - this is described later in the guide. However, the tray s items will be sorted in the packing list in the same order as they appear in Composite items. You can rearrange this order, for example to have the items sorted alphabetically. 1. Select the line item you want to move. 2. Press the or and continue clicking the arrow until the line appears in the desired location. Deleting a composite item As with single items, you can delete a tray. Ensure that the composite item tab is selected, not the Composite item list tab. Locate the composite item and press Shift+F2 or select Delete in the menu. Note that you cannot delete a tray if it has been used to define products (described in the following sections). USR215_06_US 17

18 Products A product is based upon a single or composite item. It also contains other information, for example packing details, and with this information units of the product can be produced and distributed. The above example depicts four product, these are numbered 100 through to is created from tray 10, 101 is created from single item 2, 102 is created from tray 11 and 103 is created from tray 12. USR215_06_US 18

19 All products must be packed in a packing material, and these must first be defined. Creating packing material 1. Select Databases Product Packing materials in the Main menu. The Packing materials appears. 2. Press. A New dialog appears. 3. Enter the Packing name. This uniquely identifies the packing material. 4. Press Save. The new packing material appears. 5. If desired, press Edit to enter a full Description of the packing type. This describes the packing material. 6. If desired, enter the Shelf life of the package in days. For example, enter 30 (days) for one month of shelf life or 180 (days) for 6 months. You may also enter 0 (zero) if there is no expiration for the packing type. 7. If modifications have been made then press Save to save the new packing material. USR215_06_US 19

20 Creating a product With the items, trays and packing material you can now create the products that you will use to create the units for distribution and processing. 1. Select Databases Product Products in the Main menu. Products appears. 2. Press. A New dialog appears. 3. Enter the Product number of the product. This uniquely identifies the product. 4. In the Item field, enter the identifier of the single or composite item upon which the product will be based. You may also use the search button to display all your items and then select one of these. 5. Enter the Packing material for the product in the Packing tab. 6. Press Save. The new product appears. 7. If necessary, press Edit and make the selections for the level of product Traceability. By default, units of the product have Full traceability. This means you must register each unit of the product when it processed (sterilized) and when it is returned, for example for washing. This can be adjusted to suite your needs by deselecting Requires batch registration and/or Requires return registration, in the drop-down menu. 8. Specify the product Type, for example Single pack or Tray. By default this is set to the type of item being used, single or composite. USR215_06_US 20

21 This selection is also used when printing a product catalog (described later). For example, you may only want a product catalog including all products defined as trays. 9. Press Save. A simple and easy way to create products is to use the Create product from this item button in Single items and Composite items. This function is also accessible by selecting Action > Create product in the menu. When the button is pressed, the New dialog appears and the product can be saved and if necessary, modified, as described above. You can also create a product by copying an existing product. You do this by pressing the button or selecting Copy in the the information. menu, making the necessary changes and saving Modifying a product You can modify a product by first finding it in the database and then pressing Edit, making the necessary changes and saving the modified product by pressing Save. Deleting a product You can delete a product by locating it and pressing Shift+F2 or by selecting Delete in the menu. Note that you cannot delete products that have been put into production, that is if units have been created from the product. USR215_06_US 21

22 Previewing the packing list You can see the packing list used to pack a product by selecting View Preview packing list in the menu of Products. USR215_06_US 22

23 Enhancing your T-DOC data Enhancing item and tray data You can define other data sets that enhance your items, trays and products. Item groups Item groups allow you to associate similar types of instruments, for example scissors and forceps. Before creating any item groups, consider if you need to categorize items and exactly which item groups you would like to work with. Item groups are created from Databases Items Item groups in the Main menu. When defined, an item group can be applied to a single or composite item in the Group data field on the General tab. Specialties Specialties allow you to associate instruments that have an area of applicability, for example, for example ENT and Ophthalmic. Specialties are created from Databases Items Specialties in the Main menu. When defined, a specialty is applied to a single or composite item in the Specialty data field on the General tab. Besides making items more identifiable, Item groups and Specialties are especially useful when printing item-related lists from Reports Data lists Items lists in the Main menu. The Items by item groups report: The Items by specialty report: USR215_06_US 23

24 Suppliers Supplier information can supplement item definitions by helping identify who supplies the items. Supplier definitions are created from Databases Suppliers in the Main menu and are assigned in the Supplier data field on the Ordering tab. Enhancing product data Customers Customer definitions specify the departments, wards or theatres that receive sterile goods. When defined, they can be used when dispatching sterile goods. Customers are created from Databases Customers in the Main menu. If a product is always used by a specific customer then this customer is assigned in the Customer data field (on the General tab) in Products. Pictures and photographs The T-DOC online help file provides complete explanations of how you include images, such as photographs, in your item, tray and product data. Displaying these images on the screen and printing them on packing lists can help simplify the tray packing process. USR215_06_US 24

25 Product serial numbers Expensive or sensitive equipment often needs to be closely monitored. While unit numbers allow this, it is still possible to mix and mismatch unit numbers, for example from similar trays when these are returned for washing and reprocessing. Mismatching a unit number would imply that the history trail of these trays would be incorrect. An effective approach to monitor a specific product as it passes through multiple production cycles is by using product serial numbers. A product serial number is a fixed identifier, unlike unit numbers that increase each time the product passes through the production cycle. The product serial would typically be placed on a metal tag that always accompanies the tray. Product serial numbers are created from Products for the product under focus. This is by pressing the button. For example, a mini eye tray can be defined as product P0066, and if there are 5 of these they could each have their own unique serial number: P P P P If many serial numbers need to be created then clicking the button opens a Generate serial number dialog. This can be used to generate these serial numbers. The exact format of the serial number depends upon how your T-DOC has been configured. In some cases the format is predefined for your production center or T-DOC system. The format can also be specified for each product, this in the Serial number mask field on the Packing tab (in Products). Defining these masks is described on page 13. Note that the serial number need not only include numeric values, but can include alphabetic characters. USR215_06_US 25

26 Searching the data in T-DOC You can search the T-DOC database for specific data. For example in Products you need not page through each product record to find a specific product. You can use the search functionality to quickly locate the relevant data. This section only covers a few of the many available search functions in T-DOC. Using a quick search Many data fields are quick search fields, and by typing a value in such a field will attempt to locate a matching record. Simply type the value that you are searching for and press the ENTER key. Using the search window A search window can be accessed by double-clicking in the respective data field. The Search for... window opens and displays several columns, the exact columns that are displayed depend upon the data type being searched. The following is an example when searching for products from Product data field in Products. USR215_06_US 26

27 Performing basic searches The value to be searched for is entered in the Search for data field. Double-clicking on a search result, for example in the Search for Products will return the selected product to the calling data field, in this example the Product data field in Products. The Search for... window can be modified to allow easier data selection. The order of the columns can be rearranged by clicking the column's title and dragging it to the desired position. Pressing the button opens the Table field selection window in which columns can be added to the Search for... window. Select a column in the right-hand Source fields list and use the button to add it to the left-hand Selected fields list. Likewise, you can use to remove a column from the left-hand list. Press OK when you are satisfied with your selection. The columns in the Selected fields list can be rearranged by selecting and dragging the column heading to the desired location. USR215_06_US 27

28 Performing quick filtered searches Filtered searches help limit the number of returned records, and allows you to focus on relevant data. You enter search criteria in the quick filter grid located above the search results. In this example 122 has been entered as a quick filter criterion for Item values. If the column value is from a list of values then a search criteria can be selected from a list. Also, use the date picker when a date value can be entered. Search criteria can be entered into whichever filter grid cells are relevant, and multiple grid cells can have values to create highly-focussed searches. The search results appear when ENTER is pressed. Using enhanced filter searches Enhanced filters provide even greater search functionality. Here you can build logical search criteria. Consider the following example to find all products with Name including the string forcep, as well as those products where Status is Omitted or where Traceability is Full traceability. Because filters can be assigned a Name, they can be saved and reused when necessary. USR215_06_US 28

29 Printing T-DOC data You can quickly and easily print lists and reports that describe your T-DOC data. Packing lists The Packing list presents a list of all the items included in a product (if the product is based on a tray). The following depicts an example of such a list. You print these lists by selecting Reports Data lists Packing lists in the Main menu. A report ordering screen appears. By entering product identifiers in Product from and Product to allows you specify the interval of products to be listed. You can preview the report by pressing Preview, or printed by pressing Print. Packing lists can also be printed from View in the menu in Products. USR215_06_US 29

30 Item lists If you applied item groups to your items you can then print an item list of these groups from the Main menu by using Reports Data lists Item lists Items by item groups. Item groups If you defined item groups you can then print a list of these from the Main menu by using Reports Data lists Item lists Item groups. Item specialties If you defined item specialties you can then print a list of these from the Main menu by using Reports Data lists Item lists Item specialties. USR215_06_US 30

31 You can also print a list of items sorted by their specialties from Reports Data lists Item lists Items by specialties in the Main menu: USR215_06_US 31

32 Using T-DOC in production When the basic data has been created it is then possible to use T-DOC in production. This is done with barcodes and barcode scanners. Printing barcode catalogs Barcode catalogs are essential when performing the various scanning tasks used in production. For example, a product barcode catalog lists the barcodes of the products that have been defined in T-DOC. These barcodes are scanned to create the dispatchable product units. 1. To print a product barcode catalog select Reports Barcode catalogs Products in the Main menu. The report ordering dialog appears. 2. In the report ordering dialog you can specify the criteria for the catalog. For example, in Type you can select to print a catalog for trays, single packs or both. 3. When Print is pressed the barcode catalog will be printed on your printer. A typical product barcode catalog appears as follows: USR215_06_US 32

33 There are many other types of barcode catalogs and the available catalogs can be seen in the Reports Barcode catalogs menu. Monitoring the scanning tasks The action of scanning a barcode is recorded in a scanner log. The log appears similar to the following: The structure and appearance of the scanner log window depends upon your T-DOC license. The exact information that appears in the scanner log depends upon the type of scanning being performed. Any errors that occur during a scanning process, for example if you scan barcodes in the wrong sequence, will also be indicated in this log. USR215_06_US 33

34 Scanning a barcode A barcode is scanned by using a barcode scanner. There should be a 3 centimeter distance between the barcode reader and the barcode. You may have to angle the barcode reader so that the light beam does not strike the barcode at an angle of 90. An angle of 60 is recommended. Depending upon your type of scanner it may emit an audible beep to indicate a successful scanning and a series of beeps if it was a faulty scanning. Logging in and out As with all T-DOC data management, you need to log in when scanning barcodes. You also need to log out when finished scanning. Logging in To perform a scanning you need to log in. This requires that you scan your user barcode. Your system administrator must issue you with a personal user barcode before you can continue with the scanning tasks. This barcode can be printed by pressing in Users (in the System menu) or from the Change password dialog as described on page 6. Logging out You should always log out when you have finished working with a scanner. This prevents other users from using your login session. You log out by scanning an End scanning barcode. USR215_06_US 34

35 Working with units Units are created from products. When created they are automatically assigned a unique number in T-DOC. It is the units that are distributed to wards and theatres. Whenever a unit is created a new unit number is assigned. Unit numbers are not reused. In the above example, product with identifier 101 has been used to create units 1002, 1007, 1008 and The next unit that is created - for whichever product - will have 1013 and so on. Note that even if you are using product serial numbers, a unit number will be assigned to the product being processed. The unit number will vary each time the product passes through the production cycle whereas the serial number is fixed making it an ideal reference when exact product monitoring is required. USR215_06_US 35

36 Packing a unit You pack a new unit as follows: 1. Scan your ID barcode. 2. Scan the product barcode of the product that is to be packed or the label of the returned unit. If you are using serialized products then you should scan the product s serial number. Units barcode labels are printed as the units are created. T-DOC can also automatically print a packing list and this can be used to help pack the new unit. The packing list is different from that printed in Products, because here the packing list indicates the specific unit. Label and list printing is configured by your system administrator. Repeat this step for other products. 3. Log out by scanning the End scan barcode. A unit is created for each product barcode that was scanned, and a unit barcode label is printed for each unit. Packing multiple units of the same product Sometimes you need to pack multiple units of a product. Instead of scanning the same product barcode multiple times you can do it as follows: 1. Scan your ID barcode. 2. Scan the product barcode of the product that is to be packed. A unit is created for the product. 3. Scan the number of units to be packed. For example 1- and 5 for 15 units. This creates the remaining 14 units, giving 15 units in total. 4. Repeat the above two steps for other products. 5. Log out by scanning the End scan barcode. As units are created a unit barcode label is printed for each unit. USR215_06_US 36

37 Cancelling a packed unit Discarding the unit s label is not regraded as cancelling the unit. To cancel a unit: 1. Scan your ID barcode. 2. Scan the Cancel barcode. 3. Scan the unit's barcode. If you are using serialized products then you should scan the product s serial number. 4. Log out by scanning the End scan barcode. Batching a unit New units are typically sterilized. To record this they are batched in a machine process for example a sterilizer program in a specific sterilizer. Batching allows you to manage a collection of units in the same machine program. The procedure is as follows: 1. Scan your ID barcode. 2. Scan the barcode on the machine (sterilizer ID). The machine barcode is usually placed on the machine itself, otherwise your T-DOC administrator can print a barcode catalog of these machine labels. 3. Scan the barcode of the machine program that is to be used. The machine program barcode is usually placed on the machine itself, otherwise your T-DOC administrator can print a barcode catalog of these programs. USR215_06_US 37

38 4. Scan the unit barcode. You can scan the serial number if this is available. Repeat this step for other units that are to be included in the same batch. 5. Scan the New Batch barcode. 6. Log out by scanning the End scan barcode. The machine is started. When the machine program has completed, a batch barcode label is printed. Approving a batch of units When the machine process has completed you need to consider if it can be approved, or whether due to possible errors, it must be disapproved. Whether a machine process can be approved or not is determined by your SD manager. T-DOC does not decide whether the process must be approved or rejected, it only allows for this action. The approval process is as follows: 1. Scan your ID barcode. 2. Scan the batch barcode. 3. Scan the Approve Batch barcode if the batch and units therein are acceptable. 4. Log out by scanning the End scan barcode. To disapprove a batch you need to scan as follows: 1. Scan your ID barcode. 2. Scan the error barcode - that is the error to be applied to the machine process. 3. Scan the batch barcode. 4. Scan the Disapprove Batch barcode if the batch and units therein are unacceptable. 5. Log out by scanning the End scan barcode. USR215_06_US 38

39 Dispatching a unit Units can be individually dispatched to a customer as follows: 1. Scan your ID barcode. 2. Scan the customer barcode. The customer barcodes can be scanned from a customer barcode catalog. The barcodes in this catalog are created when you define customers in T-DOC. Customers are created from Customers that is accessed from the Databases Customers in the Main menu. The customer barcode catalog is printed from the Reports Barcode catalogs Customers menu. For more information refer to the T-DOC online help file. 3. Scan the barcode of the unit that is to be dispatched. You can scan the serial number if this is available. Repeat this step for other units. 4. Log out by scanning the End scan barcode. Units can be predispatched to customers. This means that the unit will be automatically marked as being sent to a customer when the batch process is approved. For this to occur the actual product (in Products) that the unit was created from must have a value in its Customer data field. The following depicts an example where units of product P0066 are always to be sent to customer 2025 when a process including such a unit is approved. USR215_06_US 39

40 Returning a unit Used units are returned by the customers. These returned units must be registered as follows: 1. Scan your ID barcode. 2. Scan the barcode of the unit. If you are using serialized products then you should scan the product s serial number. 3. Repeat the above step for other units being returned. 4. Log out by scanning the End scan barcode. Monitoring a unit s status You can always see the status of a unit in Units. This is accessed from Databases Units in the Main menu. In Units you can search for specific units by double-clicking in the Unit data field. Viewing product units You can use T-DOC to see exactly which units were created for a product. 1. Open Products from Database Product Products in the Main menu. USR215_06_US 40

41 2. In the menu in the Products, select View Units. The List of all units for the product appears. 3. Double-click on a selected unit to open Units with focus on the specific unit. Moving on... This guide has described the basic working procedures for using T-DOC. For more information and in-depth explanations please refer to the T-DOC online help file. USR215_06_US 41

42 Appendix A - Revision Log Version Date Name Additions, Deletions and Modifications Robin Kiszka-Kanowitz Corrected menu icons Robin Kiszka-Kanowitz Included section on creating products from item definition. Corrected missing sections due to condition tagging Robin Kiszka-Kanowitz Update for T-DOC v Robin Kiszka-Kanowitz New corporate style. USR215_06_US 42

43 COMPLETE SOLUTIONS FOR INFECTION CONTROL Getinge is the world s leading provider of solutions for effective cleaning, disinfection and sterilization in the healthcare and life science sectors. We are dedicated to helping our customers provide better care at a lower cost. We do this by offering well thought through and customized solutions. This means that we are with our customers all the way from architectural planning and education to traceability and support with complete solutions, long-term commitment and global presence. Getinge Always with you. Getinge IT Solutions ApS Amaliegade 4 DK-1256 Copenhagen K DENMARK Phone: Fax: Getinge Australia Pty. Ltd. Unit 1, 205 Queensport Road 4172 Qld Murarrie AUSTRALIA Phone: Fax: Getinge UK Ltd. Orchard Way, Calladine Park Sutton-In-Ashfield, Notts NG17 1JU UNITED KINGDOM Phone: +44 (0) Fax: +44 (0) Getinge USA, Inc East Henrietta Road Rochester, NY UNITED STATES Phone: (800) Fax: (585) Getinge Canada Ltd South Gateway Road, Unit C Mississauga, Ontario L4W 5J1 CANADA Phone: (800) Fax: (585) getinge.com GETINGE GROUP is a leading global provider of products and systems that contribute to quality enhancement and cost efficiency within healthcare and life sciences. We operate under the three brands of ArjoHuntleigh, GETINGE and MAQUET. ArjoHuntleigh focuses on patient mobility and wound management solutions. GETINGE provides solutions for infection control within healthcare and contamination prevention within life sciences. MAQUET specializes in solutions, therapies and products for surgical interventions and intensive care.