Online Ordering System. Order and Inventory Management Training Manual v4.2

Transcription

1 Online Ordering System Order and Inventory Management Training Manual v4.2

2 Online Ordering System Logging In to BloodHub: Production/Live environment oneblood.bloodhub.com Validation/Training environment oneblood.validation.bloodhub.com

3 Logging In to BloodHub - Address and Secured Password *This information is used for verification and accountability within BloodHub* Enter address and password Select Sign In 3

4 Need help signing in? 4

5 Forgot Password select Reset Password 5

6 Resetting password *minimum of 8 characters long, contain one upper case letter (A-Z), one lower case letter (a-z) and one digit (0-9)* {Example: Bloodbank1} Enter address and new password into required fields Select Send An will be sent to user to confirm the password change by selecting the link provided (see next slide) 6

7 Password Change Request from BloodHub 7

8 Login with new password 8

9 Logged In to BloodHub 9

10 Users with Group Access Select the drop down arrow next to the group name, to the left of user s name In the Find Hubs: field, type the desired facility that you need to create an order for Select the radio button next to the desired facility o Select the Star icon to the right of the facility to save it as one of your favorites. NOTE: You will not have to search for the facility again. It will display automatically when you select the drop down arrow next to the group name o Select the Pin icon to the right of the star to select that facility or group as your default location. Your profile will default to this location when you log into BloodHub. 10

11 Users with Group Access cont. Once the desired facility has been selected, select Impersonate To go back to the group level or another facility, just select the drop down arrow next to the facility that you are impersonating and repeat steps on slide 10 11

12 Message Center within BloodHub 12

13 Select message to view 13

14 Message Acknowledgement & Save 14

15 Site Menu Button 15

16 Site Menu Options 16

17 Managing User s Profile 17

18 Edit Profile (i.e. change password) Select Reset Password button Enter secured password into provided fields (2) must be 8 characters long, contain 1 upper case letter, 1 lower case letter and 1 digit (i.e. Bloodbank1) Scroll to the bottom of page and select Save 18

19 Logging Out of BloodHub 19

20 Online Ordering System Order Management

21 Definitions: Order Types Standard: Regular orders for blood products Antigen: Patient information is optional Autologous: Patient information is required Directed: Patient information is required Services: Services provided to customers as applicable; i.e. Specimen Pickups Non-Blood: Products offered to customers that are not blood products; i.e. dry ice 21

22 Definitions: Shipping Options Routine: Orders that are delivered with the next scheduled delivery Delivered by Date/Time: Specified date and time for delivery ASAP: submission Orders that leave the blood center within approximately 90 minutes of STAT: Orders that leave the blood center within approximately 30 minutes of submission Scheduled: Standing orders Auto-Reorder: Option to set up orders to be created automatically when par levels are entered into hospital s profile and hospital s inventory is updated within BloodHub 22

23 Definitions: Order Statuses Pending: Lists orders that have been created but not yet submitted to the blood center. Orders left in a pending status for more than 7 days will automatically be deleted if not submitted to the blood center. Submitted: Lists orders created and submitted to the blood center. These orders have not been received by the blood center. Hospital staff are able to edit the order in this status. Received: Lists orders submitted and received by the blood center. Products have not been selected for the order. Hospital staff are not able to edit the order using BloodHub. If the order needs editing, the hospital will contact the blood center. 23

24 Definitions: Order Statuses cont d In Process: Lists orders received by the blood center and currently being fulfilled. Verified: Lists orders with products that have been packed by the blood center. The order is complete and available for transportation. These orders have not left the blood center. Shipped: Lists orders that have left the blood center and are in route for delivery. 24

25 Creating an Order Select Create Order Search Bar 25

26 Select Order Type Supplier defaults to OneBlood (Progress Bar) (Blood products) (Dry Ice, Gel Packs, Transfer packs) 26

27 Load a Saved Template 27

28 Select a Saved Template 28

29 Creating an Antigen Screened order Patient information fields are required but recommended if available 29

30 Create an Autologous order Patient information fields required 30

31 Create a Directed order Patient information fields required 31

32 Select Shipping Option/Delivery Type (Select from drop down menu) (Routine Courier Routes) (Scheduled Surgeries) (Standing Order, ie. Pedi Packs) (only displays if Par Levels are entered in profile by Blood Center) 32

33 Select Shipping Option (Delivery by Date/Time) 33

34 Select Shipping Option: Scheduled 34

35 Continue with order, load template, or reset form 35

36 Select a Saved Template, Load, or Delete 36

37 Order created & assigned an Order # Progress Bar 37

38 Select Quantity & Attributes of Blood Products 38

39 +Add Quantity & Attributes of Blood Products 39

40 Edit Blood Products selected if desired 40

41 Enter Comments (optional) & Continue *Comments section is limited to 255 characters* 41

42 Confirm Order; Submit, Go Back, or Save as Template 42

43 Save Order as Template Name Template 43

44 Print Submitted Order if desired *Order Number is available as a barcode and can be scanned into the Search Field ** Order can be printed by selecting Print button ***Version Number is provided. Any change to the order will increment a new version 44

45 View Status of Submitted Order Time Line 45

46 View Audit Trail of Submitted Order 46

47 View Audit Trail of Submitted Order 47

48 View Order Activity of Submitted Order 48

49 View Order Activity of Submitted Order *Fulfillment Activity OneBlood Units that have been shipped to fulfill the order **Fill Rate The fill rate per item ordered 49

50 Cancel or Edit Submitted Order 50

51 Cancel Order 51

52 Cancel Order Reason for Change *required 52

53 Edit an Order Reason For Change is a *required field 53

54 Track Orders via Dashboard (Sneak Peak) 54

55 Track Orders via Status Footer Bar 55

56 Track Orders via Distribution Screen (Submitted, Received, & In Process) Platelet Order Red Blood Cell Order Plasma Order Scheduled or Shard Order Backorder 56

57 Track Orders via Transportation Screen (Received, In Process, & Verified) 57

58 Track Orders via Orders Tab 58

59 View Status of Orders (defaulted Past 7 Days) 59

60 Select Order to View 60

61 Order in Submitted Status *Hospital can still cancel or edit order 61

62 Order in Received Status *Hospital can not cancel or edit order, will have to contact Distribution center **Blood Center has acknowledged order but is not filling order at this time 62

63 Order in In Process Status *Blood Center is processing order 63

64 Order in Verified Status *Blood Center verified units shipped vs. units ordered ** Packed icon displays to documented staff member that physically packed order *** Verification Override Info is a notice that the original order has been modified by the Blood Center 64

65 Order in Shipped Status * Order is enroute to Hospital 65

66 Order in Delivered Status * Order has been delivered and units are available within Hospital s BloodHub Inventory 66

67 Online Ordering System Inventory Management

68 Manage Inventory 68

69 Select Transaction Type Progress Bar - Products that are available (once the order is set to Delivered, the units that filled the order will automatically be made Available within BloodHub Inventory) - Holding Cell for products - Issuing products (remove from Available status) - Quarantining products (remove from Available status) - Discarding products (remove from Available status & option to request credit) - Returning products to Blood Center (remove from Available status & option to request credit) - Transferring products to another Hospital (remove from Available status & option to request credit) 69

70 Make Units Available Inventory Transaction Only to be completed if: 1. Units didn t get made available through Fulfillment interface from OneBlood when set to Delivered status 2. Units are being returned back to blood bank after the units have been issued Step 2: Barcode Scan or Type Unit Number (ISBT Format) Barcode Scan or Type Product Code (ISBT Format) 70

71 Units must be in ISBT format *Never select Yes, it is correct. Select No, it is wrong! and re-scan or re-enter unit 71

72 Make Units Available Inventory Transaction cont. Step 3: Enter Comments (Optional) Continue, Cancel, Or Save Transaction 72

73 Cancelling a Transaction 73

74 Make Available Confirm Transaction Progress Bar 74

75 Make Available Print Transaction if desired 75

76 Issue Units Inventory Transaction *Issue Info: Select Wait Time from drop down arrow 76

77 Issue Units Inventory Transaction cont. Scan, Type (ISBT Format), or Select Units from Ellipsis Button ( ) 77

78 Ellipsis Button *Clicking the Ellipsis Button will provide the Units within the Hospital s BloodHub Inventory that are Available, Cross matched, and Quarantined Search for desired unit(s) by scrolling through list, sorting columns by the Headers or pushing ctrl and F (Find) at the same time to scan or enter unit (Scroll) (Find) (Headers) 78

79 Issue Units Inventory Transaction cont. Enter Comments (optional) Continue, Cancel or Save Transaction 79

80 Issue Units Confirm Transaction 80

81 Issue Units Print Transaction if desired 81

82 Discard Units Inventory Transaction Enter any applicable comments (optional) Select Continue 82

83 Discard Units Inventory Transaction cont. Scan, Type (ISBT Format) or Select Units from Ellipsis Button ( ) 83

84 Ellipsis Button *Clicking the Ellipsis Button will provide the Units within the Hospital s BloodHub Inventory that are Available, Cross matched, and Quarantined Search for desired unit(s) by scrolling through list, sorting columns by the Headers or pushing ctrl and F (Find) at the same time to scan or enter unit (Scroll) (Find) (Headers) 84

85 Discard Units Requesting Credit Select Request for Credit toggle switch to Yes to request credit Broken Plasma Expired Product not physically returning to OneBlood 85

86 Discard Units Inventory Transaction cont. Enter Comments (optional) Broken Plasma Expired Product told to keep per OneBlood employee Continue, Cancel or Save Transaction 86

87 Discard Units Inventory Transaction - Confirm Confirm inventory transaction is accurate Correct unit? Requesting Credit? Select Confirm 87

88 Return Units Inventory Transaction **Return Info: Select Return To from drop down menu Select Return Reason from drop down menu Enter any applicable comments (optional) Select Continue 88

89 Return Units Inventory Transaction cont. Scan, Type (ISBT Format) or Select Units from Ellipsis Button ( ) 89

90 Ellipsis Button *Clicking the Ellipsis Button will provide the Units within the Hospital s BloodHub Inventory that are Available, Cross matched, and Quarantined Search for desired unit(s) by scrolling through list, sorting columns by the Headers or pushing ctrl and F (Find) at the same time to scan or enter unit (Scroll) (Find) (Headers) 90

91 Return Units Requesting Credit Select Request for Credit toggle switch to Yes to request credit Read and Agree to the terms stated and select the checkbox 91

92 Return Units Inventory Transaction cont. Enter Comments (optional) Continue, Cancel or Save Transaction 92

93 Return Units Inventory Transaction - Confirm Confirm inventory transaction is accurate Correct unit? Requesting Credit? Select Confirm 93

94 Return Units Print Transaction Print Inventory Transaction Complete Packing Slip section Insert completed inventory transaction inside shipping container 94

95 Return Units Print Transaction cont. Print another copy of the inventory transaction with small QR Code Label or print Full QR Code Label Place on outside of shipping container 95

96 Return Units Creates Pickup request Show Pickup ID link on Confirmed Inventory Transaction Pickups link displayed on Footer Bar 96

97 Pickups Requested, Acknowledged & Completed 97

98 Transfer Units Transfer Info Enter Transfer destination Select Pickup Needed: toggle switch to Yes if OneBlood courier is need to transfer products 98

99 Transfer Units *Scan, Type ISBT Format or Select Units from Ellipsis Button ( ) 99

100 Ellipsis Button *Clicking the Ellipsis Button will provide the Units within the Hospital s BloodHub Inventory that are Available, Cross matched, and Quarantined Search for desired unit(s) by scrolling through list, sorting columns by the Headers or pushing ctrl and F (Find) at the same time to scan or enter unit (Scroll) (Find) (Headers) 10 0

101 Transfer Units Requesting Credit Select Request for Credit toggle switch to Yes to request credit Read and Agree to the terms stated and select the checkbox 10 1

102 Transfer Units Inventory Transaction cont. Enter Comments (optional) Continue, Cancel or Save Transaction 10 2

103 Transfer Units Inventory Transaction - Confirm Confirm inventory transaction is accurate Correct unit? Requesting Credit? Select Confirm 10 3

104 Transfer Units Print Transaction and send with unit QR Code Label will only display if toggle switch for Pickup was Yes 10 4

105 Complete a Pending Transaction 10 5

106 Complete a Pending Transaction *Transaction Listing 10 6

107 Complete a Pending Transaction 10 7

108 Inventory Summary 10 8

109 Inventory Summary 109

110 Inventory Detail 110

111 Inventory Detail Unit Listing 111

112 Inventory Detail 112

113 Inventory Detail 113

114 Transaction Listing 114

115 Transaction Listing 115

116 Transaction Listing 116

117 Transaction Listing 117

118 The NEW Online Ordering System If you have any questions regarding the function of BloodHub, please contact your designated Distribution Center or THANK YOU!