Orchard Software Corporation. Technical Document. Orchard Harvest LIS Proficiency Testing Export Procedures for American Proficiency Institute (API)

Transcription

1 Orchard Software Corporation Technical Document Orchard Harvest LIS Proficiency Testing Export Procedures for American Proficiency Institute (API)

2 Copyright 2018 Orchard Software Corporation All Rights Reserved. No part of this document may be photocopied, reproduced, stored in a retrieval system, or transmitted in any form or by any means whether electronic, mechanical, or otherwise without the prior written permission of Orchard Software Corporation. Originally Issued May 2012 Revised March 19, 2018 Orchard Software Corporation 701 Congressional Blvd. Suite 360 Carmel, IN Phone

3 Table of Contents API Project Proficiency Testing Setup... 4 Overview... 4 System Configuration... 4 Sample Patient Setup... 5 User Defined Fields... 6 Order Choice Setup... 8 Order Entry Rules... 9 Column View Setup Result Browser Configuration Running the API challenge Exporting the data Multiple Site Security Options Project Contact Information Revised: 03/19/2018 Page 3 of 21

4 API Project Proficiency Testing Setup Overview Export of proficiency test results can be accomplished using an Orchard Harvest LIS Results Browser. This operation requires specific configuration steps in order to ensure the integrity of the data being submitted to your proficiency test agency. Failure to follow the configurations steps outlined in this document may result in incorrect or inappropriate data being submitted for review. The user assumes all responsibility for ensuring their proficiency test data is submitted in a timely manner and correct format. System Configuration The following steps are required in order to successfully configure the Harvest LIS browser to export the required data For proficiency testing: Patients representing your proficiency test samples are configured in the database. User Defined Fields are added to capture additional data required by the proficiency test agency. Order Choices are configured that contain all the necessary tests for the proficiency test challenge. Order Entry rules are created to require the additional User Defined Fields to be filled in for the order. A Result Browser is configured to capture the required data in the proper format for submission to the proficiency testing agency. Revised: 03/19/2018 Page 4 of 21

5 Sample Patient Setup Patient menu, New Patient You can access the new patient window by pressing [Ctrl][N]. Enter the following required information for your test patients: Last Name (Sample) Suffix (1, 2, 3, 4, or 5) First Name (PT) Sex (Male) Date of Birth (01/01/1960) Check the Test Patient checkbox Click the Save Patient button to save your configuration. Repeat the process for the remaining test patients. You will want to configure a minimum of 5 test patients to load your samples for the challenges. Revised: 03/19/2018 Page 5 of 21

6 User Defined Fields PT Sample Code File menu, Table Setup, User Defined Fields Click an unused Order-level text option to access the configuration. Enter PT Sample Number in the Defined label field. Select Text Field from the Entry type drop down box. Click the Enable this field checkbox. Click the Print on patient reports checkbox. Click the Save button to store your configuration. Revised: 03/19/2018 Page 6 of 21

7 Serial Number File menu, Table Setup, User Defined Fields Click another unused Order-level text option to access the configuration. Enter Handheld Serial # in the Defined label field. Select Text Field from the Entry type drop down box. Check the Enable this field checkbox. Click the Save button to store your configuration. Revised: 03/19/2018 Page 7 of 21

8 Order Choice Setup File menu, Table Setup, Order Choices, New Enter a name for this order choice group that will be specific to the challenge you will be configuring. i.e. API PT Chemistry. Additional identifiers can be added to the end if you are configuring for multiple machines. Enter an abbreviation for this order choice group that reflects its participation in the API challenges. i.e. API CHEM. Select the tests required for your challenge in the order choice definition section. Select the instrument you will be using for the challenge. Check the Omit from batch print checkbox in the options section. Optional: Select Suppress container and master labels using the drop down box in the options section. Click the Save button to store your order choice configuration. Repeat this process for additional machines, challenge order choices, etc., based on your testing needs. Revised: 03/19/2018 Page 8 of 21

9 Order Entry Rules Force Entry of Patient Sample - Conditions File menu, Table Setup, Rules-Order Entry, New Rule (Conditions tab) Enter description Force entry of PT sample name. Check Apply to Harvest Orders. Select the Conditions tab. Click the Patients button and enter all patients configured during sample patient setup (i.e. PT Sample 1, PT Sample 2, etc.) in Select Patients pop-up window. Confirm Selected patients radio button has been selected. Click the Save button to store your configuration. Revised: 03/19/2018 Page 9 of 21

10 Force Entry of Patient Sample Actions File menu, Table Setup, Rules-Order Entry, New Rule (Actions tab) Select the Actions tab. Click the Required Fields button. Check the PT Sample Number check box. Click the OK button. Click the Save button to store your configuration. Revised: 03/19/2018 Page 10 of 21

11 Disallow ICD9 Codes - Conditions File menu, Table Setup, Rules Order Entry (Conditions tab) Enter description PT Samples do not require ICD9. Check Apply to Harvest Orders. Select the Conditions tab. Click the Patients button and enter all patients configured during sample patient setup (i.e. PT Sample 1, PT Sample 2, etc.) in Select Patients pop-up window. Confirm the Selected patients radio button has been selected. Click the OK button. Click the Save button to store your configuration. Revised: 03/19/2018 Page 11 of 21

12 Disallow ICD9 Codes Actions File menu, Table Setup, Rules Order Entry (Actions tab) Select the Actions tab. Click the Order-Specific button. Check Do not require ICD code entry. Click the OK button. Click the Save button to store your configuration. Revised: 03/19/2018 Page 12 of 21

13 Column View Setup File menu, Table Setup, Column Views Click the New button to start column view configuration. Enter the View name of API Proficiency Test Results. Select View Type Result Browser. Click the Configure Column Layout button. Revised: 03/19/2018 Page 13 of 21

14 Configure Column Layout File menu, Table Setup, Column View, Configure Column Layout Double-click the following Available fields to move them to the Selected fields list: Test PT Sample Number Option 1 Handheld Serial # Reported As Double click the following fields to move them to the Sort fields list: PT Sample Number Test Click the OK button. Click the Save button on the Column Views table to save your configuration Revised: 03/19/2018 Page 14 of 21

15 Result Browser Configuration Laboratory menu, Result Browser Click the New button to start Result Browser configuration. Click the Select Tests button. Check Always select all Uncheck Show inactive Click the OK button to save your selected tests Check Apply a date and/or time range. Enter the date range of the test runs for the current challenge. This will be the only configuration that you ll need to adjust for each challenge. Enter the Report title API Samples Report. Select the Default View of API Proficiency Test Results. Click the Select Optional Columns button and choose Units for your chosen Option. Click the Define Filters button. Click the Save or Delete Criteria button. Enter the Report title API Samples Report. Click the Save button to save your browser configuration as Saved Criteria for future use. Revised: 03/19/2018 Page 15 of 21

16 Result Browser Filter Configuration Laboratory menu, Result Browser, Select Saved Criteria, Define Filters, New Click the Define Filters button. Click the New button. Enter the Description PT Samples Only Select the following checkboxes: Normal Results Abnormal Results Critical Results Include only test patients Eliminate QC Configure a filter query by selecting the Column to compare of Patient ID. Select Value to compare to of Contains item in list. Enter the list of Patient IDs for all configured API test patients, semi-colon separated. Click the Add Query button to add your query. Click the Save button to save your configuration. Click the Close button to close the Set Result Browser Filter window. Click the Save or Delete Criteria button. Enter the Report title API Samples Report. Click the Save button to save your browser configuration as Saved Criteria for future use. Revised: 03/19/2018 Page 16 of 21

17 Running the API challenge Laboratory menu, Order Patient Samples Enter a Sample Patient ID in the Patient or ID field to begin placing an order, i.e. PT1. Type the appropriate API order choice abbreviation in the Items to order field. Click the Additional Info button to enter the following items: PT Sample Number Handheld Serial Number (if needed) Enter any additional info required by your normal lab workflow. Click the Save Order button to save the order. Label the appropriate containers and run the tests as normal. Repeat this process for all additional challenges. Revised: 03/19/2018 Page 17 of 21

18 Working With Sysmex Instruments Laboratory menu, Order Patient Samples Sysmex Instruments require running API Samples in QC mode. Type the appropriate API order choice abbreviation in the Items to order field. Click the Additional Info button to enter the following items: PT Sample Number Handheld Serial Number (if needed) Click into the SID window and add: QC- in front of the sample ID provided by Harvest. The system will then ask you if you want to reset the sequence. DO NOT RESET THE SEQUENCE. Click the Save Order button to save the order. Label the appropriate containers and run the tests as normal. Repeat this process for all additional challenges. Revised: 03/19/2018 Page 18 of 21

19 Exporting the data Laboratory menu, Result Browser Select API Samples Report from the Saved Criteria drop-down list to load your browser configuration. Adjust the Collection Date/Time to the appropriate date range for challenge processing. Click the Search button to collect the data for the challenge export. Revised: 03/19/2018 Page 19 of 21

20 Complete the Export Laboratory menu, Results Browser, Search Click the Export button. Browse to the appropriate file space on your computer to save the export file. Enter a name in file name text box. Click the Save button to save your export file. Follow the directions from API for importing your data on the API website. Revised: 03/19/2018 Page 20 of 21

21 Multiple Site Security Options Creating Order Choice Security Groups: Go to File > Security. Then enter your password. Click the Order Choice Security Groups button in the top right. In the middle, enter the name of the laboratory that the proficiency order choices will be for. Near the bottom, check the box next to Full access to all order choices. This moves all the order choices to the right area, which means they are viewable by that group. In the list on the right, remove any order choice that the group is not to be allowed to see. o For instance, if the group name is Commack Proficiency, you would remove all proficiency order choices for the other locations. (LOCATION1, LOCATION2, MAIN, etc.) Once all order choices that are not to be seen by the group have been removed from the right list, click the Save Group button near the lower right. Repeat steps 3 through 6 for all testing locations. Assigning Order Choice Security Groups Go to File > Security. Then enter your password. Open the corresponding personnel file under user settings. Using the drop down box, select the proper Order choice security group. Click the save button on the lower right. Repeat for all personnel at each location. Project Contact Information Orchard Contact: Dru Marks, dmarks@orchardsoft.com API Contact: Shannon Mertz, smertz@api-pt.com Revised: 03/19/2018 Page 21 of 21