ALFA21 PRODUCT GUIDE

ALFA21® Laboratory Information Management System (LIMS) Product Guide ALFA21® 5.0 SLCLAB Product Guide All rights reserved Legal deposit M2831821-2008 Design and analysis: José Navajo Galindo. Analysis and Development: José Navajo Gallego, Pedro Marcos Montero, Santos Gómez Sánchez and José Antonio Ariza Martín. Documentation and Special Collaboration: Julio Rodríguez Estévez, Santiago John Jennings and Miguel Navajo Gallego. All registered trademarks and trademarks in this guide are the property of SLCLAB. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 3CONTENTS THE BASICS ...................................................................................................... 5 1. INTRODUCTION............................................................................................................................................................. 7 2. FEATURES ..................................................................................................................................................................... 9 3. MAIN WINDOW OF THE APP0LICATION .................................................................................................................... 19 DAILY PROCESSES ........................................................................................ 21 1. REQUEST ENTRY........................................................................................................................................................ 23 2. PERSONAL DETAILS ENTRY ..................................................................................................................................... 24 3. ANALYSIS QUOTES .................................................................................................................................................... 26 4. PRINT WORK LISTS .................................................................................................................................................... 26 5. COMMUNICATION WITH ANALYSERS ...................................................................................................................... 28 6. RESULTS ENTRY ........................................................................................................................................................ 28 7. PRINT MEDICAL REPORTS ........................................................................................................................................ 31 8. REQUEST LISTS .......................................................................................................................................................... 32 9. INVOICING BY PATIENT ............................................................................................................................................. 33 10. VISIT CONTROL......................................................................................................................................................... 35 11. SEARCH BY REQUEST ............................................................................................................................................. 35 12. TASK SUPERVISOR .................................................................................................................................................. 36 13. RESULTS VALIDATION PROCESS ........................................................................................................................... 37 14. APPOINTMENTS MODULE ....................................................................................................................................... 38 15. STAT MODULE .......................................................................................................................................................... 38 16. SAMPLE MANAGEMENT MODULE ........................................................................................................................... 39 17. SERUM BANK MODULE ............................................................................................................................................ 41 18. REFERENCE LABORATORIES MODULE ................................................................................................................. 42 19. MULTIMEDIA MODULE .............................................................................................................................................. 43 20. REPORT, INVOICE AND DOCUMENT MODELS ...................................................................................................... 45 STATISTICS AND MANAGEMENT .................................................................. 49 1. STATISTICAL ASSISTANCE ........................................................................................................................................ 51 2. TREND GRAPHS.......................................................................................................................................................... 51 3. STATISTICS MANAGEMENT ....................................................................................................................................... 52 4. INVOICING COMPANIES ............................................................................................................................................. 53 5. INVOICING REPORT ................................................................................................................................................... 54 6. INVOICE MANAGER .................................................................................................................................................... 55 7. SALES REPRESENTATIVES MANAGER .................................................................................................................... 56 8. AUDITOR ...................................................................................................................................................................... 57 AUXILIARY PROCESSES ................................................................................ 59 1. CASH TRANSACTIONS ............................................................................................................................................... 61 2. RESULTS CORRECTION ............................................................................................................................................ 62 3. PRICE MANAGEMENT ................................................................................................................................................ 62 4. TEST CATALOGUE ...................................................................................................................................................... 63 5. SPECIAL CONTROLS .................................................................................................................................................. 63 6. EXTERNAL PROGRAMS ............................................................................................................................................. 64 7. CONFIGURATIONS ...................................................................................................................................................... 65 8. INTERFACE .................................................................................................................................................................. 69 9. BACKUP COPIES ......................................................................................................................................................... 69 10. UTILITIES ................................................................................................................................................................... 69 QUALITY CONTROL ........................................................................................ 71 1. QUALITY CONTROL MAINTENANCE ......................................................................................................................... 73 2. TREND CHART ............................................................................................................................................................ 73 3. AVERAGE RESULT CONTROL ................................................................................................................................... 74 4. MONTHLY REPORT ..................................................................................................................................................... 74 5. INCIDENT MANAGEMENT MODULE .......................................................................................................................... 75 INVENTORY ..................................................................................................... 77 1. INVENTORY MAINTENANCE ...................................................................................................................................... 79 2. TRANSACTION ENTRY ............................................................................................................................................... 80 SLCLAB 43. ORDER MANAGER ...................................................................................................................................................... 80 4. ORDER LISTS .............................................................................................................................................................. 81 5. DELIVERY NOTE AND INVOICE MANAGER .............................................................................................................. 81 6. INVENTORY STATUS .................................................................................................................................................. 82 MAINTENANCES ............................................................................................. 83 1. CONTAINER MAINTENANCE ...................................................................................................................................... 85 2. HEADING MAINTENANCE ........................................................................................................................................... 85 3. WORK LIST MAINTENANCE ........................................................................................................................................ 85 4. TEST MAINTENANCE .................................................................................................................................................. 85 5. PROFILE MAINTENANCE ............................................................................................................................................ 86 6. COMPANY MAINTENANCE ......................................................................................................................................... 86 7. ORIGIN MAINTENANCE .............................................................................................................................................. 86 8. SUBMITTER MAINTENACE (DOCTORS) .................................................................................................................... 86 9. PATIENT MAINTENANCE ............................................................................................................................................ 87 10. COMMENTS MAINTENANCE .................................................................................................................................... 87 11. ALPHABETIC RESULTS MAINTENANCE ................................................................................................................. 87 12. SEDIMENTS / CODED TEXTS MAINTENANCE ........................................................................................................ 87 13. TEMPLATE MAINTENANCE ...................................................................................................................................... 87 14. REFERENCE LABORATORIES MAINTENANCE ...................................................................................................... 87 15. SEX/SPECIES MAINTENANCE .................................................................................................................................. 88 16. DIAGNOSES AND PHYSIOLOGICAL GROUPS MAINTENANCE ............................................................................. 88 17. MICROBIOLOGY MAINTENANCE ............................................................................................................................. 88 18. REQUEST STATUS MAINTENANCE ......................................................................................................................... 88 19. REPORT DESTINATIONS MAINTENANCE ............................................................................................................... 89 20. DIGITAL SIGNATURE MAINTENANCE ..................................................................................................................... 89 21. SECTION MAINTENANCE ......................................................................................................................................... 89 22. RACK MAINTENANCE ............................................................................................................................................... 89 23. PRICE MAINTENANCE .............................................................................................................................................. 90 24. PERCENTAGE TYPE MAINTENANCE ...................................................................................................................... 90 ALFA21® EDITIONS ......................................................................................... 91 ALFA21 NET .................................................................................................... 97 1. CHECK RESULTS USING THE INTERNET OR INTRANET ........................................................................................ 99 2. ELECTRONIC REQUEST ........................................................................................................................................... 100 ANNEX ........................................................................................................... 103 1. EXTERNAL PROGRAMS ........................................................................................................................................... 104 2. OTHER PROGRAMS AND UTILITIES ........................................................................................................................ 105 CREDITS ....................................................................................................... 107  PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 5 The Basics SLCLAB 6PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 71. INTRODUCTION ? The Laboratory Information Management System (LIMS) ALFA21® is a comprehensive software solution that allows you to fully manage the laboratory and is totally compatible with its environment. It has been developed using Microsoft Visual Basic. Its modular structure allows you to evolve according to your needs and budget. It can be installed on a single computer running Windows XP / Vista / 7 / 8 to a complex network running Windows 2003 / 2008 / 2012 Server. The application has been programmed to work with the relational databases MS Access and SQL Client-Server. Additionally, the system is optimized to work in Terminal Server, Citrix, etc. environments allowing you to make connections between laboratories, independent of their physical location. ? ALFA21® has been designed with the objective of being easy to use and logically follows the analysis process, from the receipt of the request to issuing the report. ? The security of the information is guaranteed given that, as well the standard identification of users; the program gives you the option of logging in through the LDAP server. Customise and limit the actions of each user registered in the application and select the modules of the program they have access to. A complete auditor registers the activity and allows you to trace the changes made to the data. The program also provides tools to backup the data regularly without the need to be present. ? ALFA21® is a multilingual and multilaboratory system: it allows various collaborative laboratories or different collection centres to work under the same licence; share common resources therefore reducing costs; differentiate the information that each of them has access to; and you can also configure the medical report as well as the devices that are available to each of them. ? ALFA21® facilitates your daily work with a complete range of functions: register requests, generate work lists, communicate with automatic analysers and other devices, enter and validate the results, issue medical reports and supervise the pending tasks. It also has specific modules for appointments, stat requests, reference laboratories, management of documents and images, Sample Management and Serum Bank. ? Generate bar codes to identify your samples. Our system offers you various coding models which will allow you to adapt to any situation. ? The application allows you to connect with Hospital Information Systems (HIS) to obtain the personal details of the patients from their medical record. ? The communications with analysers are integrated in the program and are managed from a control panel. ALFA21® can communicate with multiple analysers at the same time. You can also connect to any external device (health card reader, optical mark reader) that allows you to automate the entry of data. ? Enter results manually by patient, by test or by work list and easily view the previous results of the patients (view the four last results) while entering the current ones. It also allows you to perform a Delta Check comparing the variation between the previous results and the last result. ? Perform the validation or revision of the test results by request, by test or automatically. If you want you can apply a double validation of the results, performing a primary test validation and then a final validation. Customise and define selection formulas to facilitate the work of the users. With the action formulas you can add an extra test, delete a specific test, modify a test result, request the repetition of a result or assign a specific comment according to the conditions that you set. ? The application allows you to completely customise the medical report, modifying any aspect related to its appearance and layout: You can incorporate different headers, formats, logos, digital signatures, fonts, SLCLAB 8colours, images, trend charts, graphical representations of functional tests, comments, etc. It is also possible to print the report in different languages. ? Automatically distribute your medical reports, invoices and orders by assigning report destinations (fax, printer or e-mail). You can also apply digital signatures to your documents to guarantee their integrity and authenticity. ? The invoice module allows you to generate and easily manage your invoices in paper or electronically, generate remittances, export files or send invoices intelligently by assigning invoice destinations, depending on the company that you are going to send it to. Complementing all of this with the cash tool where you can record whatever transaction you wish. ? The Sales Representatives Manager Module allows you to manage the transactions individually or group them, manage their commissions and generate the payment of the commissions. ? ALFA21® has a powerful Quality Control module with quality control serum or patient averages, allowing you to obtain Levey-Jennings graphs, CUSUM or use the Westgard rules. ? The Incident Management Module will help you to certify or accredit your laboratory according to ISO standards. The users can enter preventive actions, non-conformities or corrective actions regarding any anomoly that occurs in the laboratory and leave notifications to other users. ? A comprehensive inventory system allows you to manage the suppliers, reagents and perishable goods with the option to discount the goods manually or automatically as they are used. Supervise at any time the general status of the warehouse and obtain alerts about the stock and the expiry dates of the items. Fully manage your orders, delivery notes and invoices to suppliers using the program, from their request until their receipt, being able to print lists of each one. ? The program is complemented with an advanced system of remote connection that allows us to provide immediate technical assistance whenever you have a problem. It also provides a comprehensive suite of materials to help you learn how to use the program: user manual, online help and tutorials. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 92. FEATURES PATIENT ADMISSION Optimize the entry of requests and personal details using the most suitable method in each case. Register the requests into the system either manually, using an optical mark reader or from a peripherical centre. Add the tests either individually, using profiles or associated tests. Define test panels according to your needs to customise and make flexible the entry of tests. You can register the requests in batches requesting the same group of tests for a group of patients, without the need to enter the requests one by one. WORK LISTS Organise the tasks in your laboratory using work lists. ALFA21® allows you to create different formats with different ways to select the data. Enter the results dynamically and efficiently, filling in numeric results, codified results, free texts or ad comments. Perform the validation of results in the same window giving permissions by user and by section. You can also print the work lists in paper, where it is possible to include the name as well as the date of birth of the patient and choose to show either 8 or 16 tests per sheet. COMMUNICATIONS WITH AUTOMATIC ANALYSERS The communications are integrated in the program and are managed from a control panel. ALFA21® is able to communicate with various analysers simultaneously; this avoids the nuisance that comes from waiting for one communication to finish in order to start the next one. Also, it is possible to work in other windows of the program while the communications are active, without producing any type of interference. SLCLAB 10ENTRY AND VALIDATION OF RESULTS The entry of results can be performed by patient, by test or by work list. Filter the results according to various criteria: a range of dates or sample IDs; results pending; by companies; origins; submitters; tests; work lists; stats; groups; subgroups; profiles; pathological results; etc. The results can be expressed using numbers, free texts, comments, calculations, masks, templates and codified results. The system offers the possibility of incorporating images associated with the tests that can then be included in the medical report (karyotype, proteinogram, photographs, trend charts, graphical representations of functional tests, etc.). It also provides an exclusive module to fill in the microbiology results. ALFA21® allows you to view the last 4 results of each test while entering the current ones, as well as obtain with a simple click a panel with the results of all the patient’s visits. The control of results by Delta Check will allow you to compare the current result against the previous one. The application allows you to perform the validation of one or all of the tests of a request. You have the opportunity of setting two levels of result validation: a preliminary test validation and a final validation. A simple system of icons indicates the status of the test and the auditor shows the changes to the test result. You can enter multiple criteria and create selection formulas to facilitate the work of the professionals who work with ALFA21®. Configure the rules and action formulas in order to add tests to the requests, delete them or modify the results according to the conditions you set. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 11CUSTOMISATION OF MEDICAL REPORTS The application allows you to fully customise the report, modifying its layout and appearance. Configure as many headers and formats as you like and maintain the appearance of your laboratory’s medical reports including the font, colours, logos and digital signatures. Specify the location of each element in the report, as well as the information that is going to be shown. This includes images, trend charts, graphical representations of functional tests, comments, etc. Set the order in which the test groups and subgroups appear, set the extended reference values according to the sex and the age of the patient, set the units the result is expressed in, set page breaks or include the different analysis methodologies. If you want, you can view the previous result of each of the tests in the report. Using the Dictionary Configuration you can print the report in the different languages that you have defined. TASK SUPERVISOR The task supervisor is a window that contains an interactive information panel that allows you monitor the most frequent tasks and the requests affected between the stated dates. The activated buttons only give you access to the requests that meet the condition in order to access them quickly and efficiently. SLCLAB 12INVOICING ALFA21® allows you to invoice both private patients and companies. In the latter case, they can be issued by company, origin, patient, test, and in various formats reduced, detailed, simple, and complete. ALFA21® also allows you to create a printed document and to generate an electronic file with the format of each company. It also gives you the opportunity to generate customised invoices in order to issue invoices not associated with a request. Use the current prices or those that were saved when the requests were made. Invoice either by complete months or between two dates. Assign different invoice series according to your needs. The prices can be entered individually setting the value of each test for each of the companies, but it is also possible to create test groups with a single price. The application uses an optional system of revision of requests for their inclusion/exclusion in the invoicing. INVOICE MANAGEMENT The invoice module allows you to completely manage the invoices issued (private patients, companies and customised). The system allows you to completely manage the payments and generates lists based on various criteria. It also allows you to create invoice books, connect to various accounting programs, generate remittances, export files or send invoices intelligently by assigning destinations. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 13SALES REPRESENTATIVES MANAGER This module allows you to manage the Sales Representatives, register them individually or in groups and configure the commission that they will receive, on which requests they will receive commission, the duration of the contract and if the commissions are going to be based on the Company, Origin or Submitter. AUDITOR The auditor records the activity of each of the users that work with the application. This includes the logins and logouts of the system as well as the actions performed in the various processes. To view the records it is possible to combine multiple criteria and generate activity lists. Configure the maximum number of days that you wish to maintain the information saved by the auditor. APPOINTMENTS MODULE This module allows us to create, modify or delete patient appointments for sample extraction, indicating the date, time and the type of appointment. Generate proof of appointment letters and lists of the appointments. Automatically convert them into sample requests. The Scheduled Diaries allow you to organise and manage the appointments as it is possible to define the timetable of each Diary, the duration of each period and the number of simultaneous appointments in each period. SLCLAB 14STAT MODULE ALFA21® provides you with a stat module that allows you to easily access and manage the stat requests. A visual system of symbols identifies the status of the stat requests and notifies you once the maximum process time has been exceeded. The printing can be configured so that the reports are generated once the results have been entered. The module allows you to manage the entry of requests, the entry of results, the automatic printing of reports and statistics while being totally integrated in the daily process of the application. SAMPLE MANAGEMENT AND SERUM BANK MODULES The Sample Management module has been designed to perform the distribution and receipt of the samples and let you view the sections of the laboratory that each one must pass through to complete the analysis. A simple system of containers, racks and sections allows you to classify the requests sending the recipient to the destination defined and in the position indicated. The system allows you to make aliquots, identify positions, view the traceability of each container and generate lists. Use the sample bag management to manage the sending and receipt of the sample bags between laboratorios. The Serum Bank module allows you to manage the samples stored in the serum bank. They are organised in various racks where each of them occupies a specific position. The system identifies each sample, allowing you to associate comments, access the requests where they were requested and generate activity lists. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 15MULTIMEDIA MODULE The multimedia module is an advanced system of management of documents (images, videos, Office files, PDF files, etc.) that allows you to associate them to the requests in order to consult them and offer us the possibility of including the images in the medical reports. REFERENCE LABORATORIES MODULE The reference laboratories module allows you to manage the requests that contain tests sent to external laboratories. The colour identifiers allow you to easily view the requests sent and gives you direct access to the corresponding requests, where it is possible to view, modify or fill in their contents. The system allows you to connect with specific laboratory programs in order to send and receive data. SLCLAB 16MAINTENANCES The maintenances module allows you to create, modify and delete the records of each of the elements of the program e.g. tests, companies, pre-recorded comments etc. in order to facilitate your work with ALFA21®. Configure the users that are going to work with the application and assign them different levels of access according to the tasks they need to perform. STATISTICS AND MANAGEMENT The statistics and the trend charts allow you to view a summary of the data entered, performing the break down of all the samples by test, company, origin or submitter. The statistical values can be viewed graphically or printed off in a document. QUALITY CONTROL ALFA21® has a quality control module through which you can define quality control serum. It is possible to check the results using graphical representations of type Levey-Jennings or CUSUM and a complete graphic display of the average daily values of the tests performed. The controls use the Westgard rules, by which the system warns you of the possible standard deviations of the controls, as well as the type of error. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 17INCIDENT MANAGEMENT MODULE The incident management module is an advanced system of general notifications by the users of the program. It allows the user to register the details of any anomalous situation. Define your own classes of incidents and assign them different levels of priority. The incidents can range from issues with requests to problems with communications with analysers. Monitor the evolution of each incident and leave notifications to the other users. Obtain lists of all the incidents registered in the system. INVENTORY The inventory module allows you to manage the stock of reagents and consumables, generate and receive orders and delivery notes, as well manage the items by batch number. Obtain lists of the orders pending and received. Organise the automatic discount of reagents and of perishable goods. Obtain an economic value of the inventory, check the stock available of each item or those that are near their expiry date. BACKUP COPY The backup facility allows you to generate backup copies of your data manually as well as automatically. Set what times of the day or week you would like the back up copies to be created. The automatic backup copies option allows you to save the laboratory data without the need to be present at the moment the backup is created. CUSTOMER SERVICE ALFA21® has fully qualified personnel that provide technical support; resolving any doubts or problems that may arise during your daily work. The professionals will resolve your problems immediately and efficiently using the latest technology in remote connections. Additionally, the application provides automatic updates through the internet to offer an integrated service. SLCLAB 18TUTORIAL AND ONLINE USER MANUAL ALFA21® comes complete with a tutorial that allows you to learn how to use the most important processes of the application by following a few simple steps. It also incorporates an extensive user manual, which allows you to directly access the help page associated with any window you find yourself in. REMOTE ASSISTANCE AND TECHNICAL SUPPORT-SAME AS CUSTOMER SERVICE There exists the option of our qualified personnel remotely accessing the ALFA21® application through the internet in order to provide technical support. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 193. MAIN WINDOW OF THE APP0LICATION The main window contains the menus of the different modules and the direct access buttons. ? Each user has a name and a password that identifies them to the system. ? The level of access a user has depends on the permissions assigned to them. The program is configured according to the user working with the program. ? Customise the menu style of ALFA21®: classic menu, blue Office menu style or grey Office menu style. ? The actions performed by the users are registered in the auditor of the system. I. MESSAGING BETWEEN USERS The messaging service allows the users registered in the ALFA21® application to send messages to eachother. Direct Access Buttons Incident alerts Status bar Program ModulesMessaging between usersSLCLAB 20? Send and receive messages through the mail boxes of each user. ? ALFA21® has a real time notifications system that informs the users when there are unread messages. II. CUSTOMISED MENU This option allows you to create a customised menu of direct access links to the most used windows. The menu tree generated is shown in the main window of the application. III. FORMATTED TEXTS ALFA21® allows you to customise the text of some fields, indicating how and where they are going to appear in the report. ? Using the different options you can modify the style and size of the font, use bold, italics, underline and strikethrough, define the colour, tab and order the text in order to customise the message. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 21 Daily Processes SLCLAB 22PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 231. REQUEST ENTRY The entry of requests is a daily task in clinical analysis laboratories. ALFA21® offers the following options: I. Request by tests: entering first the tests and then the personal details. II. Request by Personal Details: entering first the personal details and then the tests. III. Batch requests: requesting one or more tests for a group of patients, without the need to enter them one by one. ? Enter requests filling in the fields using codes, texts or using the selection window. ? ALFA21® allows you to add tests to the requests in a number of ways: keying in the code number or the alphabetic code assigned; using the selection window; entering the name of the test; incorporating profiles; performing multiple selections in the test list or loading a window where you can see the tests ordered according to the groups or subgroups set. Define test panels according to your needs to achieve a flexible and customised entry of requests. ? Incorporate tests associated to a specific test, such that, when they are entered in the request, the system will add them automatically. Using intelligent correlations set the values of one or more of the following fields: company; origin; submitter; tests; comments or status according to the conditions. ? The request sets and allows you to modify the date and time of the visit, the delivery date of the results and the print date. ? Specify the information and the order that it is going to be shown on the screen. SLCLAB 24? The window informs you of the price of each test and the total price of the request. It is also possible to modify these values when you want. ? Set the status of the request to help you organise the work of the laboratory: routine, stat, preference, etc. ? Set the invoice status of the requests, there are three options: Invoice, Preinvoice (requires previous validation before being invoiced) or Omit (it won’t be invoiced). ? The request allows you to access maintenances associated with the fields in order to add or modify the elements that are going to be used. ? Receive instant information about the status of each one of the reagents in the inventory. ? Easily access the personal details and the results of the patient to complete the analysis process. ? Enter quality control serum in order to quality control the analysers. ? Perform searches, filters and queries of requests using multiple selection criteria: sample ID, surname, referral number (in the case of the SQL Server version), company, origin, submitter, etc. ? Know the delivery date of the results based on the time it takes to perform each of the tests. ? Order requests by batch using a multiple request made up of a group of common tests for a group of patients. 2. PERSONAL DETAILS ENTRY This option allows you to enter the personal details of the patient the request belongs to. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 25 ? The system takes into account the fields necessary for the complete recording of the personal details of the patients that attend the laboratory: sample ID, patient no., name, surname, date of birth, sex/species, ID, address, town, state, postal code, telephone, operation no., card no. or/Policy, Authorisation Number/Document, Diagnosis/Physiological group, destination or comment. It offers you four auxiliary fields to note information about the patient and another four to enter notes related to the request. All these fields can be customised and ordered to optimize your daily work. ? If you enter the patient number of a specific patient it loads their personal details from the database of the system. ? When you enter the surname or part of, the system will show the names that match in the patient database. In this way if the patient has been previously registered you can select them. Otherwise it will assign a new patient number. ? Some data like the age, the sex, the diagnosis/physiological group are used to set the extended references and interpreted results ? Enter comments associated with the request or the invoice of the patient. ? If you have a health card reader device, the card number, authorization, operation and document information can be imported by communicating with the device. ? If you want you can specify the destination (printer, fax, email, etc.) you want to print the medical report to and automatically send it to the addressee. ? Perform searches and request queries using multiple selection criteria: company, origin, submitter, request status, date, sample ID, etc. ? Immediately access the patient request and the invoice window of private patients. ? Easily access the previous visits of the patient. ? Automatically issue the proof of appointment at the laboratory and the request sheet with the tests the client wants performed. ? Easily check if the request has incidents associated with it. You can also create new incidents by clicking the incident icon. SLCLAB 263. ANALYSIS QUOTES This window allows you to provide analysis quotes. ? Prepare customised quotes including, if you wish, the name and the surname of the patient. ? Set the price of the tests automatically using the price lists of the different companies registered in the application. ? Modify prices directly in the window. ? Apply discounts to the total price quoted. 4. PRINT WORK LISTS The work lists allow you to organise the tasks of the laboratory. In them you can set the different tests and specify the position they should occupy. ? Configure and print customised work lists, including the tests you want, in a way that the system shows the patients that have requested them. The values can be modified in the Price box PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 27? ALFA21® allows you to create different models with different layouts and ways to select the data, where it is possible to include the name as well as the date of birth of the patient and choose the presentation format of 8 or 16 tests per sheet. ? The system allows you to access the results entry window filtering the requests according to the work list selected. ? Generate general, customised or grouped work lists. I. RESULTS BY WORK LIST Enter and validate the results directly in the window, valid for whatever type of work list. ? Load all the patients that have tests that appear in the selected work list in the same window. ? Quickly view the basic information of each request: sample Id, date and sex of the patient and the status. The details of the patient and the active test will appear at the bottom of the window. You can also access the complete request. ? Obtain the previous visits of the patients and locate them easily in the window. ? Fill in the results of the tests by entering numeric results, alphabetic, free texts or sediments. Obtain the value of the calculated tests and add the comments you wish. The pathological results are highlighted in red. ? Consult the customised auditor of the tests, where it documents any changes to the result. ? Validate the results in the same window. SLCLAB 285. COMMUNICATION WITH ANALYSERS This option allows you to set up communications with automatic analysers. The work through online connections minimises the time and the resources used, as well as avoid errors in the transcription of data. ? The communications with bidirectional analysers prepare samples with the tests requested send the work list to the analysers and receive the results to save them in the corresponding requests. ? If you work in real time and with bar codes, ALFA21® will automatically send the test orders to the analyser, therefore avoiding the previous preparation and sending of the work lists. In this way the results will be directly incorporated into the corresponding sample records, speeding up and making more secure the daily work of your laboratory. ? The communications with unidirectional analysers receive the results from the apparatus and incorporate them into the requestes indicated. ? ALFA21® is able to connect online with whatever analyser, dataphone or device that can be connected to. ? Work with various connections simultaneously from the control panel. ? Manage the communications at the same time as you use other modules of the program without it causing any interference. ? View the status of the data transfers in real time. ? Print sheets to load each apparatus ? Verify results, make corrections and save the records from the results supervision window. 6. RESULTS ENTRY These options allow you to enter the results of the patients to be stored in the database of the application. There are various ways to enter results. I. Results by patient: allows you to access each of the patients in order to enter their results. II. Results by test: select a test so that all the patients that requested it appear. III. Results pending by test: present tests whose results are pending entry. IV. Results pending by patient: show those patients that have at least one result pending. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 29 ? The system allows you to filter the records according to multiple selection criteria (group, subgroup, test group, stat, company, origin, submitter, work list, request status, etc.) to adapt the program to your way of working. ? Specify the tests that are going to be included in the report. ? Send tests to the reference laboratories when necessary or automatically. ? Include comments, masks, digitalized images and trend charts in colour to improve the quality of the reports. ? The system allows you to view the reference values and consult the previous results obtained by each of the tests, numerically as well as graphically. Compare the result with previous results using the Delta Check control. ? As well as the normal, alarm and panic reference values that can be defined for each test, ALFA21® takes into account the ranges set according to the age, sex, and the diagnosis or the physiological group of the patient. ? Interpret results indicating the text that is going to appear in the report when the value obtained is within the limits. ? The tests can be expressed in eight different ways, depending on the result types available: numeric, text, alphanumeric, calculated, alphabetic template, numeric template, test group or microbiology. This last one has a specific module that makes it possible to include the sample type, germs and families, assign antibiotics, antibiotic panels and antibiotic results. ? ALFA21® allows for the full validation of requests as well as individual tests, not allowing you to print the report until the process has been completed. Each of these options allows you to perform a test validation as well as a final validation. SLCLAB 30 ? Add or modify incidents about the results of each request with a simple click of the incident icon. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 317. PRINT MEDICAL REPORTS This window performs the printing of the medical reports. ? The program allows you to issue the pending reports, reprint or select the reports you wish to print. ? The printed reports will be marked internally as printed to prevent that they are reprinted involuntarily. ? Proceed to print the reports automatically according to the criteria set: all, only complete, complete and validated, only validated tests or previous reports. ? Set date or sample ID intervals. ? Use filters according to the company, the origin or the request status (routine, stat, etc). ? Print according to the assigned destinations so that the reports are automatically sent to the configured printers, faxes or emails. ? If you want you can specify the destination (printer, fax, email, etc.) you want to print the medical report to and send it to the addressee automatically. ? Use the formats and the headers defined for each type of report. SLCLAB 328. REQUEST LISTS This window allows you to print request lists. ? Generate different types of request lists according to multiple selection criteria, filters and orders. ? Obtain general lists of requests that show the name of each patient, the sample ID, the patient no., the company, the origin, the submitter and any comments. ? Generate labels and bar codes with the personal details or by performing a free selection of sample IDs. ? Obtain request lists with the tests pending results entry, as well as the visit date, the company and the comments entered. ? Generate either delivery or internal control documents that contain the patients tests sent to each of the different reference laboratories. ? Printoff summary invoices to use as an internal control or to attach to the requests. ? Obtain lists of requests that have already been printed or those pending printing with the following details: the name of each individual, the sample number, the patient number, the company, the origin, the submitter and the comments. ? Print request sheets that show the personal detail and tests requested by each patient. There is also the possibility that these sheets are accompanied by a receipt so that the patient can collect their results. ? Generate request lists with all the patients and the tests requested. ? Set a date or sample ID range ? Apply filters according to the company, the origin, the submitter or the request status (routine, urgent, etc) PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 339. INVOICING BY PATIENT These windows allow you to invoice the private patients and issue customised invoices according to various criteria. I. INVOICING BY REQUEST The invoicing by request issues invoices to private patients. ? Access the invoice of the request directly from the personal details window. ? Generate invoices automatically that include the personal details of the patient, the tax identification number, the invoice number and the payment method. ? Use the current test prices or those that were set at the moment you performed the request. ? Perform last minute modifications including modifying the price of the test. ? Apply discounts to the total price of the invoice. ? Enter comments that will appear in the invoice. ? The system allows you to make notes associated with the patient so that they appear in future invoices. ? Enter the amount received in the cash transaction log of the system. ? Generate the invoice for its future management from the invoice manager. The values in the Price box can be modified SLCLAB 34II. CUSTOMISED INVOICING This window generates customised invoices according to a number of criteria. ? Specify the invoice number, the entity, the identification number, the address, the town, the state, the postal code, the print date, invoice details, the amount received, and the VAT applicable. ? Obtain lists of the customised invoices issued. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 3510. VISIT CONTROL In this window you can view the tests and results for each of the patient’s visits. ? View all the visits made by the patient, including the date, the sample ID assigned, the result obtained for each of the tests and the comments associated with them. ? Print visit lists with the results of the selected patient. ? Obtain a graph of any of the tests consulted and customise the x and y axis. ? The system allows you to customise the following characteristics of the graph: the type, style, rectangle and colour of the graph, copy it to the clipboard, save it in a file and print it off. 11. SEARCH BY REQUEST From this window it is possible to locate any patient and access their visits independent of the date they visited. SLCLAB 36? Locate the request easily using multiple selection criteria and the selection window. ? Access any of the visits stored in the system. ? View, modify or delete the data stored in the request, in the personal details, in the results or in the medical report of the patient. 12. TASK SUPERVISOR The Task Supervisor is a window that informs you of the status of the requests and of the tests between the dates specified. As well as, allowing you to access the requests that meet the condition in order to view, modify or delete their content. ? Set the filters indicating the dates that you want to consult. ? View the number of requests, the total number of tests requested and the total amount invoiced. ? View and access the requests corresponding to the different status of the requests: requests without Identity Card/personal details or test requests, requests that have tests pending, requests with pathological results, requests that haven’t been printed yet, requests whose results are complete but haven’t been printed yet, requests that have at least one test send to an external laboratory, requests with tests send to external laboratories and awaiting results, requests with full results but that haven’t been validated and quality controls performed in automatic analysers. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 3713. RESULTS VALIDATION PROCESS This window performs the validation of results by request, by test or automatically. As well as, generate lists, perform the calculations of the tests or execute automatic processes to add, modify or delete tests according to the conditions specified. ? Set the dates and the criteria of the requests: all, incomplete, without validation, without printing, out of reference range or with result entered. ? Optionally you can view the previous results to assist you in the validation process. ? Incorporate selection formulas based on multiple selection/exclusion criteria: group, subgroup, test group, test, company, origin, submitter, customised work list, personal details and sections. ? Include selection conditions indicating the tests and the values that they must meet for their validation. It is also possible to enter the conditions referring to sex, age, and request status. ? Define action formulas so that, according to the condition set, you can add or delete tests from the requests selected, modify the result, request the repetition of the test or add a comment to a test. ? Save the formulas created for future use. ? The validation and supervision system has a simple system of icons that allows you to check the status of each test in the auditor of the results window where it indicates the changes the result has gone through. The statuses used are: manually entered result, calculated with result entered, result from automatic analyser, test that is going to be repeated, validated test, printed test, repeated result entered manually and repeated result coming from an automatic analyser. ? Validate tests individually or altogether. If you want you can perform test as well as final validation. ? Generate lists with the data that meet the conditions set. ? Perform the calculations altogether instead of one by one on the tests that form part of the filter set. SLCLAB 3814. APPOINTMENTS MODULE This module allows you to manage the patient appointments. ? View the patients that have appointments in any given month. ? The system allows you to create, modify or delete appointments, indicating the date, the time and the type of appointment. ? Define your own diaries defining the time slots in order to have better control of the appointments. ? Automatically generate requests from the appointments registered, either individually or by date. ? Issue proof of appointment letters and reduced, detailed or extended appointment lists. 15. STAT MODULE ALFA21® has a stat module that allows you to manage and easily access the stat requests. ? Access the stat patients of any given month. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 39? A system of symbols identifies the status of the requests at a given moment: request hasn’t taken place yet, request with tests pending result entry, request with results but not yet validated and request validated but not yet printed. ? Access the requests you want to modify or to fill in their contents. ? The module notifies you when the maximum process time set for a stat test has been exceeded. ? The printing can be automated in order for the reports to be issued once the results have been entered. ? Set the frequency the data in the window is updated. ? Automatically generate printouts by destination. ? The stat module manages the entry of requests, the entry of results, the automatic printing of reports and statistics, while being totally integrated in the daily process of the application. 16. SAMPLE MANAGEMENT MODULE This module has been designed especially to perform the distribution of samples and manage the destinations they must pass through in order to complete the analysis process. ? Configure the session indicating the visit types and the containers that are going to be used. ? The system allows you to manage the different racks indicating the section, the rack, the number of rows and the number of columns, being able to set the position where you are going to start positioning the samples. ? Once you have entered the request number, the module groups the samples based on their containers, easily recognised by the colours assigned to them. ? The distribution allows you to send each container to one of the configured destinations, storing them in one of the rack positions available either manually or automatically. ? When an identified rack has been filled, the system will notify you and allow you to identify a new one to continue the distribution. SLCLAB 40? Make aliquots of the samples as required. ? Check if the container has arrived at its destination or if it is waiting to be sent using the tracking feature. ? Generate distribution, receipt and control lists, using multiple selection criteria. ? Manage the samples previously distributed. ? The system automatically manages the status of each request. ? The containers selected show the associated destinations and the tests requested. The module allows you to view the results and the comments entered. ? The program allows you to check the date and time of the distribution and the receipt, the identification of the rack, and the position where the sample is located. ? Send samples to the serum bank to be stored. ? Monitor the status of the racks and of the samples stored in each of them. ? Consult the status of each of the racks identified in order to view the sample ID, the patient name, the sex, the position selected and the status corresponding to each of the samples stored. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 41? Check if one of the containers distributed has incidents by clicking over the incident icon. You can also register incidents from the same screen. ? Generate Sample Bags for deliveries between Laboratories knowing in each moment the location of the tubes. The sample bags contain a number of useful fields in order to follow and trace, for example, Identification, Description, Date Created, Sent and Received, Created by, Sent by and Received By, Transport, Origin and Destination, etc. 17. SERUM BANK MODULE This module manages the distribution of the samples stored in the serum bank. ? The containers are organised in different racks where each of them occupies a specific positon. ? Use a simple search system to locate the samples stored. ? Consult the status of the racks to view the sample number, the date, the sex, the position selected and the corresponding status of each of the samples stored. ? The system allows you to add comments and view the requests that the samples belong to. ? Generate activity lists of the serum bank. SLCLAB 4218. REFERENCE LABORATORIES MODULE This module allows you to manage the requests that contain tests sent to reference laboratories. ? Access the patients between two dates that have tests sent to external laboratories. ? The colour identifiers allow you to easily check the requests sent to each of the centres. ? The application identifies the tests sent and gives you direct access to their respective requests, where it is possible to view, modify or fill in the contents. ? Consult the date that the results should be received by. A system of colours indicates if the date has passed or not. ? The system allows you to connect with the programs of reference laboratories in order to transmit or receive data. ? Generates lists of tests sent to external laboraotries according to multiple criteria. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 4319. MULTIMEDIA MODULE The multimedia module is an advanced system of management of different types of archives (images, videos, documents, etc.) that allows you to edit and incorporate them in ALFA21®. ? Specify three different types of association: Archives associated with the patient (the archives are incorporated into the general file of the patient although they are not going to be shown in the report), Archives associated with all the tests and Archives associated with individual tests. ? Choose the archive type that you want to associate and incorporate it into the multimedia database: o Image Archives. o Audio Archives. o Video Archives. o Adobe PDF Archives. o Office Archivos (Word, Excel, Power Point). o Web Pages. ? Set the descriptive text that is going to accompany the image. ? You can set the following configuration options of the report. o Show in report: mark this box if you want the associated image of the test to appear in the medical report. o Description: mark this box for the text entered in the description field to accompany the image in the report. o Orientation in the report: specify the presentation mode of the image in the report. There are two options: SLCLAB 44a) Horizontal (fixed size): the presentation of the image adapts to the standard size of 5 x 5 cm. and in the case that there are various archives of this type they will appear horizontally in the report. b) Vertical (original size): the image maintains the original size and occupies an independent line. ? The system allows three different orientation models when you want to view the associated archives: By Report order, by Test / Patient or by Archive Name. ? You can change the presentation of the archives in the window: miniature view, detailed, list, big icons, and small icons. ? You can access any of the requests performed on previous dates and view the multimedia archives associated with each of them. ? It has a display control with specific tools for the correct navigation between archives, as well as the option to manipulate the images. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 4520. REPORT, INVOICE AND DOCUMENT MODELS Report Example I Report Example II Report Example III Report Example IV SLCLAB 46IMPORTANT NOTE: these examples are generic samples. The reports are totally configurable: logos, headers, formats, colours, Font style and size, generic information, data, locations and appearance of each element. Invoice by Patient simple Invoice by patient summary reduced by origin Invoice by patient detailed Invoice by patient complete summary by submitters PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 47 Invoice to companies by test Invoice to private patients Customised Invoice Summary/Mini Invoices SLCLAB 48 Bar codes Work lists Request Sheet Trend Chart PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 49 Statistics and Management SLCLAB 50PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 511. STATISTICAL ASSISTANCE The statistical assistant allows you to generate statistical lists of activity indicators. ? Generate lists of each test to view the number of times the test was performed, the number of times it returned a pathological result, the average value, the cost and the amount invoiced. Obtain total counts of tests run, of pathological tests as well as the total cost of all the tests performed and total amount invoiced. ? Generate statistics related to companies, origins or submitters that contain the number of patients, the number of tests performed, the cost and the amount invoiced. Obtain total counts of patients, of tests run, as well as the total amount invoiced. ? Generate statistics related to tests, companies, origins, submitters and section. ? Run monthly or yearly statistical reports. ? The different documents show detailed information where they quantify and break down the data relative to each category. 2. TREND GRAPHS This option allows you to generate customised graphs of activity indicators. The period of study is of one year and the information is broken down by month. SLCLAB 52 ? The different graphs represent detailed information where they quantify and break down the data relative to each variable. ? Generate graphs of each test to view the number of times the test was performed, the number of times it received a pathological result, the cost and the amount invoiced. Obtain general counts of tests, pathological tests, as well as the cost and the total amount invoiced. ? Generate graphs related to companies, origins or submitters that have the number of times the test was performed, the number of patients, the cost and the amount invoiced. Obtain counts of the total number of patients, of tests run, as well as the cost and the total amount invoiced. ? Total the data of each variable or select the test, company, origin or submitter that you want to generate statistics about. ? View graphically the statistical variables you wish. ? The system allows you to customise the graph: type, style, rectangle and colour, send it to the clipboard, save it in a file and continue with the printout. 3. STATISTICS MANAGEMENT This window runs monthly statistics setting the viewing order of the elements and displays the data obtained graphically. ? Generate customised graphs of activity indicators broken down by month, combining one or more of the following details: the company, the origin, the submitter, the tests run and the reference laboratory. ? Specify the viewing order of each of the statistical variables. ? The system shows the statistical data in the form of a tree, so that they can be easily consulted. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 53? Obtain or print the data of each test to check the number of times the test was performed, the number of times it obtained a pathological result, the cost and the total amount invoiced. ? View and print reports related to the companies, origins, submitters or reference laboratories that contain the number of patients, the number of tests run, the cost and the amount invoiced. ? Create trend charts using the statistics. ? View graphically the statistical variables that you deem appropriate. ? The program allows you to customise the following attributes of the graph: type, style, grid and colour, send it to the clipboard, save it in a file and print it. 4. INVOICING COMPANIES This option allows you to generate the invoices for the different insurance companies. ? The invoicing can be performed by month or between two dates. ? The system allows you to invoice the companies and/or origins, individually or altogether. Configure each of them so that the system remembers your preferences when you generate future invoices ? Invoice using the method that best suits your needs: by patient or by test. ? Apply current prices or those that were set at the moment the request was made. ? Produce break downs and summaries of the data. ? Select different invoice options: simple, reduced, detailed or complete. ? Specify the invoice number, the invoice series, the currency and the taxes or discounts to apply to each of the invoices. ? Save the invoice for its future processing through the invoice manager. SLCLAB 54 ? Validate the preinvoiced requests and those omitted for their inclusion or exclusion in the invoice of a specific module. 5. INVOICING REPORT This option allows you to generate an informative list of the invoices issued to the different companies, indicating the number of completed requests, the number of tests run, the cost and the total invoiced. ? Specify the invoice status of the requests whose report is going to be printed. ? Take into account the current prices or those that were set at the moment the requests were made. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 556. INVOICE MANAGER This window manages all the information related to the different types of invoicing: companies, origins, private patients and customised. ? Locate the invoices you want using multiple selection criteria. ? Generate invoice books with the invoices selected, including, if you want, payment summaries. ? Reprint or uninvoice any invoice registered in the system. ? View the details contained in each of the invoices. ? Manage the payment of the invoices. The system informs you through a few simple icons of the payment status: payment due, paid or part-paid. ? Generate bank remittances of invoices in a file with the format required by the banks in each country. ? Export the invoices generated to different accounting programs. ? Distribute your invoices intelligently assigning automatic invoice destinations: fax, printer or email. Apply digital signatures to your PDF documents to guarantee their integrity and authenticity. SLCLAB 567. SALES REPRESENTATIVES MANAGER This window manages all the information related with the Sales representatives, from the registration of an agent to generating commissions. ? Locate the payments made using multiple selection criteria. ? Generate lists with the payments on the screen. ? Reprint whatever payment registered in the system. ? Manage the payment of the commission payments. The system informs you using a few simple icons of the status of the amounts paid. ? Define the Sales Representativs, register them individually or in groups and configure the commission that they will receive, on which requests they will receive commission, the dates they are contracted and if the commissions are going to be applied by Company, Origin or Submitter. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 578. AUDITOR This window allows you to view the actions of each of the users that work in the ALFA21® application. ? Set different selection criteria and the viewing order of the data. ? View the following actions performed by the users:logins, logouts, maintenances, requests, results, validations, invoices, report printouts. ? View the corresponding details of each of the actions. ? Issue lists with the audited data. SLCLAB 58PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 59 Auxiliary Processes SLCLAB 60PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 611. CASH TRANSACTIONS This option allows you to enter and check all the economic transactions performed by the laboratory. ? Perform cash entries or withdrawels of cash. ? Configure the payment methods and the transaction classes that your laboratory uses. ? Enter the description of the transaction, the amount, the invoice, the payment type and the date of the transaction. ? Choose the companies whoose requests you want to control in cash. ? Perform queries and print general, detailed and summary lists relative to the information recorded. SLCLAB 62 2. RESULTS CORRECTION This option allows you to select a test and apply a factor of correction to the results obtained. 3. PRICE MANAGEMENT The management of the prices allows you to perform the following operations: I. SET PRICES This option allows you to copy all the prices and /or test codes of a particular company in order to include them in another. II. CORRECT PRICES This option allows you to apply a factor of correction to all the tests of a particular company. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 63III. CORRECT THE RELATIVE UNIT VALUE (POINTS) This option allows you to apply a new relative unit value in order to modify the test prices of the companies that invoice using points. 4. TEST CATALOGUE The test catalogue generates a list with the tests performed by the laboratory. ? Generate a complete catalogue with the tests performed by your laboratory, including the container, the response time and the requirements in order to carry out each one of them. ? Specify its characteristics and the order it will appear in. 5. SPECIAL CONTROLS I. AUTOMATIC CALCULATIONS This option performs the arithmetic operations of the calculated results. SLCLAB 64 ? Performs the calculations on one or all of the predefined calculation groups. ? Set filters by dates or by sample ID. Specify if you want to rerun the calculations or include tests not validated yet. II. MARK/UNMARK REPORT PUBLICATION This window allows you to mark or unmark reports as printed either individually, in groups or altogether. 6. EXTERNAL PROGRAMS The external program window allows you to connect ALFA21® with a number of new applications. You can get more information in the Annex of this document (see page x). PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 657. CONFIGURATIONS This menu allows you to configure the following sections of the application: I. ONLINE CONNECTIONS EQUIPOS ON-LINE CONFIGURATION The communications between the ALFA21? application and the automatic analysers are controlled by protocols that should be configured by the technical personnel of the system. II. USERS CONFIGURATION This window allows you to register the users that are going to work with the ALFA21® application, assigning them permissions and personalised access levels. ? Register the details of the users who work with the system and if you want, you can include a photograph. ? Assign passwords for each of them. Mark those users that are going to be identified by the LDAP server. ? Set the menus and the windows that the workers are going to have access to or copy the configuration of an existing user. ? Configure the general options of the system for each user, among them the language of the application. ? Assign permissions by sections and specify the level of interaction with the information on the screens. III. LABORATORY CONFIGURATION This window allows you to register the laboratories that are going to work in parallel under the same ALFA21? licence, that is, those that are going to work in a multilaboratory environment. SLCLAB 66 ? Register the details of the laboratories that work with the system. ? Set the laboratories each of the ALFA21® users is going to work with. ? Assign companies, submitters and origins to each of the laboratories, as well as the shared resources (printers, faxes etc.) that are available to each of them. ? Define the characteristics of the medical report for each of the laboratories: report headers, formats and print models that you want to use. ? Configure other general options like the sample ID number format, request ranges assigned to each laboratory, work calendar, etc. IV. CURRENCY/ PRINTER CONFIGURATION This window specifies the currency that the application is going to use and the printers connected with the system. ? Set the currency that the system is going to work with by default. ? ALFA21® automatically detects any printer or fax connected with the system. ? Specify the printer that you are going to print each document type to. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 67V. HEADER CONFIGURATION This option allows you to set different headers in order to customise the documents and reports generated by the ALFA21® application. ? Configure as many headers as you deem appropriate. ? Set the texts that are going to be shown in the header, signature and page footer. ? Include logos and digital signatures. ? Use the formatted text to alter the font style, colour and size. ? Specify the header configuration that is going to accompany each document type. SLCLAB 68VI. REPORT FORMATS CONFIGURATION This option allows you to register the report formats that can be used by the ALFA21® application and customise the layout as well as the format. ? Configure as many formats as you deem appropriate. ? Specify the details that are going to be included in each format, as well as the position, the size and the appearance of each of them. ? Use the formatted text to alter the font style, colour and size, etc. ? Enter formulas to specify the inclusion criteria. ? Include boxes, separators, masks, locations, symbols, characters, alignments, etc. VII. GENERAL OPTIONS CONFIGURATION The general options panel allows you to configure specific processes of the application. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 698. INTERFACE These windows allow you to customise the appearance of the program in order to make it look like a program from your laboratory. ? Customise the windows of the ALFA21® application: logo, main background screen, laboratory name and text beside the logo. ? Modify the appearance of the ALFA21® application. 9. BACKUP COPIES This window allows you to create backup copies of the database and of the archives on any peripheral device of the system, as well as replace those copies and repair or compress the database for the optimization of the application. The program also provides you with a tool to automatically create backup copies on a regular basis. 10. UTILITIES Utilities offers tools like the Windows? calculator, direct access links to Office (Word, Excel and PowerPoint) and the possibility to change user. SLCLAB 70PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 71 Quality Control SLCLAB 72PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 731. QUALITY CONTROL MAINTENANCE This maintenance allows you to define the quality controls of the system. ? The quality controls use the Westgard rules, the system notifies you of the possible standard deviations of the controls, as well as the type of error. 2. TREND CHART This window allows you to follow the trend of a specific control test by test. ? Generate trend charts for each test monitored by the quality control. ? The different graphs represent detailed information where the data is quanitified and broken down relative to each control. ? The system allows you to customise the following attributes of the graph: the type, style, grid and colour, copy it to the clipboard, save it in a file and continue to print it. Also it lets you create Cumsum and Levey-Jennings statistics. SLCLAB 743. AVERAGE RESULT CONTROL This window allows you to view the daily average values obtained by the tests that are expressed with a numeric result. ? Produce monthly trend charts for each of the tests. ? Receive information about the number of times the test was performed, the number of times it has obtained a pathological result and the standard deviation. ? The system allows you to customise the chart: type, style, grid and colour, save it to the clipboard, save it in a file and print it off. 4. MONTHLY REPORT This option allows you to obtain a monthly document with the tests associated with a specific control, as well as the dates they were performed and the results obtained. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 755. INCIDENT MANAGEMENT MODULE This module is an indispensable tool for the certification or accreditation of your laboratory according to the ISO norms. With it the users of the application can register nonconformities, corrective actions or preventive actions, etc. It will allow you to monitor any anolomous situation that you want to record. ? Define your own incident classes to include all the sections and activities of the laboratory. ? Create and modify your assigned incidents to a different priority level. ? Send notifications to the other users that will then appear in the main window of their ALFA21®. SLCLAB 76PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 77 Inventory SLCLAB 78PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 791. INVENTORY MAINTENANCE This menu option includes the configuration and definition of the various tasks related to the warehouse: I. ITEM MAINTENANCE In this window the reagents and perishable goods of the warehouse are registered. ? ALFA21® provides you with a detailed constantly updated record of the stock in the warehouse. ? Receive status notifications of the reagents that are going to be used to carry out a particular test while you carry out a request. ? Automatically discount the reagents and the perishable goods used in the carrying out of requests. ? Specify the reagent that is going to be used to carry out the tests. II. SUPPLIER MAINTENANCE The table of suppliers contains the data related to the suppliers who supply the reagents and products used in the laboratory. III. FAMILIES OF ITEMS MAINTENANCE The families of items will allow you to organise the items of the inventory according to their nature. SLCLAB 80IV. TRANSPORT SERVICES MAINTENANE The transport services table contains the details of the companies responsible for delivering the reagents and the products used in the laboratory. 2. TRANSACTION ENTRY This option allows you to manually change the quantity of the reagents and materials you have in stock. This is especially useful in those cases where they are not associated with the tests; therefore they are not updated automatically. It is also used to correct those imbalances caused by repetition, expiry of goods, breakages etc. 3. ORDER MANAGER This option allows you to make, manage and receive orders. ? View in one window all the reagents and perishable goods for each supplier. ? Perform orders manually or automatically according to the stock level. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 81 ? Print material orders, and if you wish automatically send to the destination assigned by the supplier. ? The system allows you to monitor each order and note the units received until the order has been fully delivered. ? Perform the receipt of ítems taking into account the batch and the expiry date of the products. ? Increase the orders that haven’t been (fully) delivered with items that weren’t originally ordered or haven’t been received yet. 4. ORDER LISTS This option allows you generate order lists according to various criteria. 5. DELIVERY NOTE AND INVOICE MANAGER Follow the status of the orders, manage the delivery notes and invoices and control the payments to suppliers. SLCLAB 82 ? Filter by Order and have the option to access directly the selected order in the Order Manager window. ? Filter by Delivery notes or Supplier invoices to access directly the Payment and Invoice Management window. ? Attach a scanned document to the delivery note or supplier invoice selected. ? Print Delivery note lists according to the selection criteria. ? Print Invoice lists according to the selection criteria. 6. INVENTORY STATUS View the general status of the warehouse/inventory, managing the stock level of all the items, their expiry dates, manage them in batches or individually. Consult and filter this information according to various criteria. ? Obtain a summary of all the items in the warehouse, the total number of units as well as the overall amount. ? Using an intuitive system of colours revise the status of stock levels of reagents and perishable material, as well as the expiry dates. ? Generate lists of all the the information shown on the screen. ? Access the item maintenance in order to perform the modifications you wish. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 83 Maintenances SLCLAB 84PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 85MAINTENANCES MODULE This module groups the main maintenance tasks of the data of the application. It allows you to create, modify or delete records of the following configurable characteristics of the program: 1. CONTAINER MAINTENANCE The containers define the types of recipient necessary to perform the tests. 2. HEADING MAINTENANCE The headings hold the different groups and subgroups where you find each test for its hierarchical organisation. 3. WORK LIST MAINTENANCE The work lists are internal documents that allow you to distribute the daily work of the laboratory. ALFA21® gives you three options: ? General Work Lists: Each test is automatically assigned a previously defined work list. ? Customised Work Lists: are created by the user according to their preferences. Configure the printing characteristics associated with each work list. ? Grouped Work Lists: include a combination of general or customised work lists. 4. TEST MAINTENANCE From this menu one registers, modifies and deletes the tests that are going to be used in the laboratory. ? Test Parameters: define the characteristics of each of the tests defined in the program. SLCLAB 86? Extended References: allow you to define the reference values taking into account criteria like the physiological group (pregnant, sportsperson, medicated, etc), the diagnosis, the age and the sex. It is also possible to interpret the result obtained by the test. ? Associated Tests: identify the tests that are going to be incorporated automatically to the request when you enter a reference test. ? Masks: are advanced texts associated with a test that can optionally appear in the printed report accompanying or substituting the results of that test. The mask can use free texts and text with formulas in order to enter the results. ? Allergens: are the tests that are going to be performed when checking for allergies. ? Calculation Groups: groups between one and sixteen tests whose result is of type calculated. Its function is perform the calculations of the tests together and specify the order in which the results are calculated. ? Graphic Groups: group of tests that are going to be represented graphically in the medical report. Example: Glucose curve. ? Test Panels: a test panel is a customised group of tests, chosen by the user that makes flexible the entry of tests in the REQUEST ENTRY window. ? Correlations: a correlation is a group of actions associated with a condition. The actions consist of entering fixed values in company, submitter, origin or test fields… or also offer values so that the user can choose. Example: if you enter the origin with the code 4, in the submitters help window will appear the records 50, 51, 52. 5. PROFILE MAINTENANCE The profile is a group of one to fifty tests associated with a single code. Its function is to add various tests that are normally requested together. Furthermore, it is possible to set an overall price for the group of tests. 6. COMPANY MAINTENANCE The companies represent the entities that pay for the studies. In this window you can register the different insurance companies individually or grouped. ? Configure the invoice characteristics associated with each company so that they are saved by default in the application. 7. ORIGIN MAINTENANCE The origin defines the physical place where the sample was taken and where you have to send the report. In this window you can register the different origins individually or in groups. 8. SUBMITTER MAINTENACE (DOCTORS) PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 87The submitter defines the person who has requested the study. This maintenance allows you to register all the different doctors and professionals that you usually work with 9. PATIENT MAINTENANCE The patient database contains all the individuals that have visited the laboratory. ? The system allows you to enter the following fields: Medical History, Surname, Name, Date of Birth, Sex/Species, ID, Address, Town, State, Postal Code, Telephone, Telephone2, Mobile, E-Mail, Fax, Policy/Card Number, Medical History HOST, Auxiliary1, Auxiliary2, Auxiliary3, Auxiliary3, Auxiliary4 and Comments. 10. COMMENTS MAINTENANCE The comments are prerecorded modifiable texts that they are going to be used in various screens to faciltate the entry of information in the program. 11. ALPHABETIC RESULTS MAINTENANCE The alphabetic results are coded texts that are used to enter the results of tests that accept alphabetic results. 12. SEDIMENTS / CODED TEXTS MAINTENANCE The sediments or coded texts help us to quickly enter text results using customisable codes especially useful in the case of urine analysis. 13. TEMPLATE MAINTENANCE The templates allow you to express the result of the tests made up of various parts, but from the point of view of execution and invoicing it is considered a single test. There are two types of template: numeric and alphanumeric. 14. REFERENCE LABORATORIES MAINTENANCE The reference laboratories are external centres where the tests are sent for analysis. SLCLAB 88 ? Specify the tests that are going to form part of the test catalogue of the reference laboratory, assign colour identifiers and link them with external programs to export and import the data. 15. SEX/SPECIES MAINTENANCE In this maintenance, you can register the genders or species. These can then be used when you create the extended references. 16. DIAGNOSES AND PHYSIOLOGICAL GROUPS MAINTENANCE The maintenance allows you to register diagnoses and physiological groups. ? The diagnoses record the doctor’s findings. ? The physiological groups are patient statuses, like pregnancy, post-natal, that can alter the normal reference values of some tests. 17. MICROBIOLOGY MAINTENANCE This maintenance allows you to create, modify and delete the characteristics necessary for the advanced entry of microbiology test results. ? Sample Types: the sample type is the medium obtained that is going to be analysed (blood, urine, etc.) ? Families: The families are the groups that are used to organise hierarchically the germs as well as the antibiotics used in the microbiology module. ? Germs: The germs are the microorganisms, that are capable of causing or spreading diseases that are going to be studied using the microbiology module. ? Antibiotics: The antibiotics are the medicines that are going to be used in the treatment of the germs in the microbiology module. ? Antibiotics Panels: The panels of antibiotics are the groups of hierarchically organised antibiotics in the microbiology module. ? Antibiotics Results: The antibiotics results define the texts that are going to be used to report the efficiency of the antibiotics in the treatment of the germs. 18. REQUEST STATUS MAINTENANCE The request statuses are the priority levels associated with the requests: stat, routine, priority etc. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 8919. REPORT DESTINATIONS MAINTENANCE The report destinations record the details regarding the devices (printers, faxes e-mails) and where the reports are going to be sent automatically. ? Specify the conditions whereby each of the destinations will be sent a copy of the report, as well as the configuration of each of the destinations. ? Use the digital signature of documents to export in PDF. 20. DIGITAL SIGNATURE MAINTENANCE Define the digital signatures in order to use them later in the PDF documents generated by the program. ? Select the file of the certificate and fill in the company name, the company contact and the place where the company is based. Indicate optionally if you want to show information about the signature in the document or if you want to allow that the document be signed more than once. 21. SECTION MAINTENANCE The sections define the departments that the tasks of the laboratory are organised by. ? Specify the associated racks and the conditions that define what tests should be sent where. 22. RACK MAINTENANCE The racks are the recipients that are going to store the containers from the different sections. SLCLAB 9023. PRICE MAINTENANCE This maintenance allows you to enter the codes, the prices, the costs, and the units of relative value (points) of the tests that are going to be invoiced to the various companies. 24. PERCENTAGE TYPE MAINTENANCE This window allows you to register percentage types (VAT-Valued Added Tax, Discount, etc,) that can then be used in the invoicing of companies. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 91 ALFA21® EDITIONS SLCLAB 92PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 93ALFA21® EDITIONS FEATURES BASIC STANDARD PROFESSIONAL ELITE BASIC LABORATORY MANAGEMENT Request and Patient/Sample Profile Entry. Configure the tests, profiles, companies, price lists, etc. Configure and print Work Lists. Enter results by request or by test. Correct results in batches. Flexible and easily view previous results. Manage the Reference Laboratories. Review and Validate Results by Request. Task Supervisor Fully Customize the Medical Report. Include Trend Charts in the Medical Report. Print reports manually and automatically. Auditor (registers activity and traces the changes to the data). Register and manage the Users of the application. Obtain a test catalogue of the laboratory. Integrated backup. Tutorials. SLCLAB 94 FEATURES BASIC STANDARD PROFESSIONAL ELITE ADVANCED LABORATORY MANAGEMENT Enter requests using optical mark reader sheets. Connect with Hospital Information Systems (HIS). Connect with analysers. Advanced entry of results using a Work List. Diary and Appointments Module. Generate Bar codes. Automatic and manual validation expert. Advanced validation of results by test. Configure and execute automatic processes. Double Validation (Test and Final). View the last 4 visits in the medical report. Print Medical Reports by destination. Automatically generate medical reports using different languages. Electronically sign the medical reports using digital certificates. Advanced Reference Laboratory Module. Microbiology Module (preloaded Germs and antibiotics). Multimedia Module. Stat Module. Sample Management Module. Serum bank Module. Multi-laboratory and Multi-company Module. LDAP Authentication. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 95 FEATURES BASIC STANDARD PROFESSIONAL ELITE INVOICING AND STATISTICS Complete and customised configuration of price lists. Prepare quotes. Invoicing Companies, individual requests and customised invoices. Invoice Series. Pre-invoice requests. Electronic transfer of invoicing information. Automatically send invoices by destinations. Manage the payments of the invoices generated. Generate bank remittances for the invoices issued. Export to accounting programs. Cash Management Module. Sales Representative Payment Module. Statistical Assistance and Trend charts. Advanced Statistics Manager. QUALITY CONTROL AND INVENTORY MANAGEMENT Define the value of Quality Control Serum. Complete Management of the Quality Controls performed. Evaluate the evolution of the controls using Levey-Jennings and Cusum charts. Average result Quality Control. Incident Management Module. Supplier and Inventory Item Maintenance. Order Manager Module. Payment Summary and Pending Orders. Transaction entry and Automatic Discounts. Stock Control, Expiry Dates and Batch Numbers. Inventory Valuation. Delivery Note and Supplier Payment Manager. SLCLAB 96 PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 97 ALFA21 NET SLCLAB 98PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 991. CHECK RESULTS USING THE INTERNET OR INTRANET ALFA21 NET® is an application designed to access the ALFA21® database through the Internet / Intranet. ? Easy, fast and economical. Access from anywhere, at any time, on any device. ? Provides the results at the moment they are reported by the laboratory and doesn’t require any additional software licences. ? We put at your service a secure server that guarantees the total privacy and confidentiality of your data, as well as protection against unauthorised access. ? Protected by username and password, with different levels of restriction, which allows for the identification and the exclusive access of your patients. ? The administrator of the system will be responsible for the registration of users and for setting their level of access, with the advantage of being able to connect from anywhere connected to the internet or the corporate Intranet. ? Various users can simultaneously access their patients, which speeds up the enquiry of results and the obtaining of reports from any computer connected to the network. ? Share data with the other centres and professionals in your network, improve the service you offer the customer and lower the waiting times for diagnosis and treatment. We provide you with the most complete service of hosting at the most competitive price, making the maintenance and the updating of the application easier. I. VISIT MANAGER Locate the patients quickly using multiple selection criteria and view the results of a specific patient’s visits, thereby reducing considerably the query time of previous results. II. RESULTS AND REPORT PRINTING Using a web browser, you can print the reports ( in exactly the same format as those printed by the laboratory) for one or more patients. III. SECURE The sending of data is performed securely, through the use of an advanced system of SSL(Secure Socket Layers). When you log in, you are automatically taken to the secure area of the server. The security certificate used has been issued by IpsCA and maintains the legitimate information of the actual certificate. IV. USER MANAGEMENT Each user has a username and password that identifies them and specifies the modules of the program that they have access to. Customise and limit the actions of each user registered in the application. SLCLAB 100V. ALFA21NET AUDITOR ALFA21 NET® incorporates an auditor that records the date and time the user tried to access, the name of the user and their password, if the entry was successful and the IP address they tried to access from. VI. SERVICE FOR INDIVIDUAL PATIENTS Forget about sending reports, with this tool the patients at an individual level can view their results and print the report from the Internet. The process is automatic, through a simple registration step, the user will have access to their visits in the laboratory, being able to see the results or print only those visits in which they are authorized. Without the need to create users, the patient can define their own username and password to access the system. Using an e-mail it will notify you of your registration in the system. In the case that you forget your password you can request that it be sent by e-mail reminding you of your details, by previously entering certain personal details to confirm your identity. 2. ELECTRONIC REQUEST ALFA21 NET® also offers you the possibility to perform the entry of requests in ALFA21® using the Internet / Intranet from medical centres or peripheral laboratories. Provide access to peripheral laboratories and professionals from your environment in order to send their request using this tool. These will be incorporated automatically in ALFA21®without the necessity to perform any additional actions. From this module you can follow the changes to the status of the requests, check the results and obtain a report of the electronic request. I. REQUEST ENTRY ? Perform the entry of requests from the totally configurable test panels that each user of ALFA21 NET® can create and modify at any moment according to their needs. ? Choose complete panels or select the individual tests you wish. Enter whatever test you need, including those that you can't locate in the catologue, writing the name in the corresponding box. ? You can also register your requests from a data file in which all the information you need is registered. The file format is customizable and it adapts to the format used by the peripheral laboratory. ? Revise the contents of the file and mark only the patients that you really wish to incoirporate. Configure any of these two forms of work so that they are shown by default when you access the electronic request. II. FOLLOWING REQUESTS AND RESULTS ? Regularly check the availability of the results entered using the electronic request. These will be published as they are filled in, without the need to wait till the full request is finished. PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 101? Use the different filters that ALFA21 NET® offers to locate the requests. Once the consultation has been performed the names of the patients that meet the conditions appear. Click the names to access the results available. ? From the moment that you enter each electronic request in ALFA21 NET® it is already possible to generate every type of patient list to facilitate your daily work. Print the reports of a selection of patients or of one in particular, using the same print formats that you have defined in your laboratory. SLCLAB 102PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 103 Annex SLCLAB 1041. EXTERNAL PROGRAMS We also offer a wide range of external programs to address other needs your laboratory may have that are not met by ALFA21®. These programs include those that allow you to perform electronic invoicing, those that allow you to exchange data between ALFA21® and other applications (e.g. accounting or HIS) or other laboratories. I. INVOICING These programs allow you to automatically generate the electronic invoicing with the format supported by the company (usually a health insurance company). II. DATA EXCHANGE WITH EXTERNAL APPLICATIONS These programs allow you to exchange data with Insurance Company Management Systems and Hospital Information Systems (HIS). III. SEND TEST REQUESTS TO REFERENCE LABORATORIES These programs allow you to exchange data with reference laboratories. This usually involves receiving requests and sending results in the required format. IV. CUSTOMISED EXTERNAL PROGRAMS Incorporate whatever functionality or work routine of your laboratory into ALFA21® with the help of our experienced programmers. Examples of previously developed external programs: ? Interconnection between laboratories ? Customised Statistics ? Bank Payment Management e.g.SEPA ? ... PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 1052. OTHER PROGRAMS AND UTILITIES ALFA21® has a wide range of external programs and utilities developed to improve the daily work of your laboratory. If you want to receive more information about any of them or you don’t find the tool you need, don’t hesitate in discussing it with us or your local distributor. I. MEDICAL RECORD UNIFIER This program allows you to unify those records with different medical record numbers that belong to the same person. This is due to errors in the entry of the data when the request was made (accents, abbreviations, use of initials, etc.). II. SMS NOTIFICATION SYSTEM This application allows you to send text messages to mobile telephones. It is totally integrated in the ALFA21® application and it can be used manually or automatically. SLCLAB 106PRODUCT GUIDE Alfa21 Version 5.0 - Rev. 20140128 107 CREDITS SLCLAB 108CREDITS SLCLAB works continuously to adapt to new advances in LIMS. The TECHNICAL SUPPORT SERVICE will help you resolve any doubts or problems quickly and efficiently. If you want to make a suggestion about the ALFA21® program or if you need any further information, please get in contact with us. Thank you for placing your trust in ALFA21®. WWW.SLCLAB.COM E-MAIL: alfa21@slclab.com CUSTOMER SERVICE: (+34) 923 21 53 21 Hoja de inicio Guía Informativa EN Alfa21 v5.0