Medusa 2000 Accessioning Module
(AccLaIM)

The answer Today for Tomorrow’s requirements in the Plasma collection and testing centers.

The Accessioning Module (AccLaIM) has been designed for the Blood Donation and Plasma   processing facilities. The name Accessioning is historical, and describes the past methods of sample processing. AccLaIM is a Laboratory Informaton and Management System designed specifically to cater for the modern day requirements of a busy and regulated laboratory testing environment. It is capable of ensuring that all donation samples are not only processed to satisfactory completion but also of collating the required results into either printed or electronic format. In addition it provides vital  management information rapidly on all aspects that are required to meet the regulated environment of the Blood and Plasma testing facilities.

AccLaIM is currently in constant use in four centers in the US and in conjunction with Medusa 2000 has proven to be able to easily handle 20,000 samples per day in one center. AccLaIM is also compatible with Sanguin Aurora the next generation of laboratory sample processing and interpretative software. All products are FDA 510(k) CBER cleared for use in Blood Establishments.

This year (2000),  has also shown AccLaIM is capable of working with different Donor Information systems (5th. Dimension, IDM and the Community Bio-resources Donor Information System). This means that all the test requests can be received electronically from the Donor system and all results can in turn be returned to it. This greatly increases the safety and effectiveness of the laboratory process by eliminating the possibilities of Human transcription errors.

Sanguin have always had a policy of working closely with their customers to continually improve our product base. AccLaIM is no exception, and as a result, AccLaIM version 3.0 is a result of our good working relationship with our busy but friendly customer base.

So how does it work?

Provided below is some extracts of the key areas within AccLaIM, if you require more information then please do not hesitate to contact us or phone our US office direct on 203-288-8608.

Because the Accessioning module may impact on different areas of the Laboratory it has its own login in and password sequence. All login names and passwords are set up in the configuration options.

When the password is entered only *’s will be displayed. The password may be entered followed by a <cr> or clicking on the OK button. User Name and Password are case insensitive.

In addition information at the foot of the display shows the database name, database type (Access or SQL) and the current user.

The Main Toolbar contains a number of options which can be accessed via drop down menus or for more commonly used functions by Icon.

A brief description of each function is as follows:

Main Entry

Enter Batch

Used to enter samples into AccLaIM, this routine is the most frequently used and samples should preferably be added using a bar-code reader.

Entering a batch of samples from the sample numbers is designed to be extremely fast when bar-codes are utilised on the sample tubes. Any bar-code symbology may be used as the bar-code is interpreted by the bar-code reader itself and not AccLaIM. The format of the bar-codes is part of the Manager function and will determine for example the position in the bar-code of the Centre code.

Before entering any samples it is necessary to enter a profile for the samples you are about to add, select the profile from the drop down list for the first sample to be entered.

The profile selected is used to allocate a range of tests quickly and efficiently, it is not restrictive as in previous versions of AccLaIM and allows the user to add additional test requests or profiles at a later stage. The original profile is stored within the database only for information purposes.

Select also the Bleed date from the Bleed Date box or enter it as mm/dd/yyyy or whatever the local date format is for the workstation.

If the Bleed date you select is outside of the range which has been previously set for the maximum lead bleed date a warning box will appear asking if the samples being entered are frozen or not. Answering Yes will apply an automatic sample comment of FROZEN, this condition will therefore allow sample results when they are imported from Medusa 2000 to not be rejected as out of test date range.

The Batch Number is added automatically when the batch is committed to the database, however if a batch number is required then it may be entered to prevent the automatic generation of a number. The automatic number is based on yymmddnn (year, month, day and sequence 1-99).

If you do not have the centre code embedded in the bar-codes it is also necessary to select the Center.

Using the mouse click in the Sample Number box and start to add samples using the bar-code reader or manually typing them in. You may also use the '+' key to automatically increment the numbers (if this option has been set up in the profile definition)

As numbers are entered they are checked for the following:

Center Code If it is known to AccLaIM

Number length

Duplicate entries

In Sequence If option is set.

As the samples are added the list will grow and a counter indicates the number of samples added. At any stage the profile, bleed date or center may be changed. This will only be reflected in samples entered from this point forwards.

If an unrecognised center is detected it is possible under AccLaIM configuration to allow the user to select a center from a pick list. This enables non-standard barcodes to be used, e.g. from contract centers.

Add Assays to Sample(s)

This option provides for adding assay tests to a sample or group of samples, typically used for confirmation testing or addition tests that are performed on donations on an additional request basis. 

Results

Enter range of results

Results are usually imported directly from Medusa 2000 and this option is used solely for adding results from a different source.

Print results Report

Reports are generated through this option and allow the user to generate content according to a large variety of search parameters. A preview of the report may also be viewed.

The search options are as follows:

Sample Number

Usually left blank unless a report is just required for an individual sample only. The number may either be added manually or by using the bar-code reader.

Profile

Clicking on the drop down arrow will display the list of available profiles, select one of these profiles to include in the search pattern. It should be noted that the profile selected ONLY refers to the original profile entered at Batch Entry. It does not reflect additional profiles that may have been added to a sample.

Batch Number

Individual batches may be selected for printing by entering the batch number.

Status

Use this option to select groups of samples with the same status. E.g. selecting Void will only include samples which have a Void status.

Export Status

Use this option to select groups of samples with the same export status. E.g. selecting Export Complete will only include samples which have been exported through the Export option.

From Center

Either individual centers may be selected by selecting the appropriate center from the list OR if the Search Multiple Centers option is checked then more than one center may be selected. If this option is selected then the Center codes will be displayed as a continuous line on the Center selected line. Samples from any of these centres will be included in the report. This option may be used where result reports are sent back to one location which covers a number of centers.

Entry date

Selecting the check box will activate the calendar options for a date from and date to. The date refers to the date the samples were accessioned.

Bleed date

Selecting the check box will activate the calendar options for a date from and date to. The date refers to the recorded bleed date.

Test results

This option includes three parameters

Assay name

Select the assay you wish to be included in the search. Any Assay refers to all assays. If this box is left blank then ALL assays will be automatically included.

Operand

This has two selections EqualTo or Not Equal To

Result

Has at least two options Result Filed or No Result Filed. In addition to this if a single assay has been selected then the possible results will also be listed

The combination of the above parameters enables the selection of a wide variety of result conditions.

For example the following would provide only samples which had been requested for an HIV rest, and had a result which was REAC

If a search pattern is set up that includes a double negative then the pattern will not be completed and it will not be possible to search on it. E.g. Any Assay, Not Equal, No Result Filed is the same as Any Assay, Equal to, Result Filed, however only the second argument is valid.

Separate Samples by Sample Number

If an single sheet report is required for each sample then check this report. This may be typically used when preparing a set of reports for positive test results where it is desired to attach the report to an additional form or letter.

Separate samples by center

Checking this box causes in the final report for the results to be page separated by center.

Search multiple centers

See above (From Center)

Print added assays

Checking this box will provide a printout at the end of the print of assays, which have been added to samples.

Exclude missing samples

If the sample number sequencing option is being used at Batch Entry then samples which have been identified as missing will be excluded from the search and only samples which have result requests and/or results will be included.

Exclude reported completed results

If a sample has results against each of its assay tests (i.e. it is complete), it can be excluded from the search by selecting this option.

Exclude incomplete profiles from report

Checking this option will only include samples which have a complete set of results.

Search

Finally the Search button will activate the search on the database and will result in a complete list of samples matching being displayed, these may be viewed by scrolling both up and down and left to right.

Additional functions are now available: 

Summary

This will give a spreadsheet style summary table of original profile request, center and bleed date.

Print Preview

Provides a preview of how the final printout will appear.

Print

Will send the report to the printer, if the option is set in configuration then the user may chose the printer to send the results to in the normal Windows method.

Exit

Takes the operator back to the main menu.

Import Results

This option imports the results generated in Medusa 2000 and is easily accessed via the Icon.

FileTransfer

Import Sample File

AccLaIM is capable of importing sample information from two sources, a text file or an Intermediary database. These allow sample information generated at the donor centres to be placed in the database without the requirement to add them in via the Batch Entry module. The format and requirements of the files are discussed later.

Create Results Export Files

In a similar method to importing results may also be exported via files which in turn may be transferred to the donor centres.

Display Outstanding samples

This option relates only to the sample import process and is capable of listing samples which have not been confirmed as received at the testing laboratory.

Confirm receipt of samples

This option also only relates to the sample import process and provides for samples to be confirmed as received at the testing laboratory.

 View

View Batch

Will display a list of the samples within a batch, each sample may then be individually viewed by double clicking with the mouse on the chosen sample.

View Sample details

Provides direct viewing of a samples details.

Edit

Edit range of samples

Allows Bleed Dates, profiles, batch number, status and comments to be edited on a range of samples independent of their batch.

Edit Single sample

This option allows results to be edited but not added or deleted. Any changes are recorded in the Audit trail file.

Edit batch Details

Gives the option to edit the batch details of a specific batch (i.e. the batch number).

Flush results

Permits either single results or all results to be removed from a sample or batch. The status of the sample is adjusted accordingly and the event is also written to the Audit trail.

Reporting

Produce Sequencing report

If the sample sequencing option has been utilised this report will generate a list of samples which were detected as 'out of sequence'.

Statistic reporting Module

An independent Statistics module is supplied with AccLaIM which enables a variety of statistics to be produced. This option launches the module.

System

The following may also be accessed by using a Control key (e.g. Ctrl S will sign on a new user)

Configuration Menu

Configuration is used to add New Centres, assays, profiles and reports. (Ctrl C)

Manager Menu

Allows fundamental parameters to be changed, such as sample length. (Ctrl M)

Database Manager

Used to archive, and create new databases for testing or training. (Ctrl D)

Sign on a New User

To ensure the system is secure then when this option is activated the system prompts for a username and password for a user. (Ctrl S)

Help

Exit

What do I need to run AccLaIM?

AccLaIM is written to operate in a Windows 95/98/NT environment and therefore requires one of these operating systems to function. It is usual for AccLaIM to be in a network environment and it has been proven to function in both Novell and Windows NT environments.

The database is ODBC compliant and has also been proven to work with either Microsoft Access or SQL Server. For the higher volume users then we would strongly advise the use of a server based ODBC databases such as SQL Server.