The software properties adjustments accordingly to Blood Center SOP - Screenshot

 

Note: compare with software 'Blood Center Manager'

The most fields of this dialogue are editable, except of the next five. First four is a main part of BCMA license:

  • facility name
  • facility number by country classification
  • facility license # by country classification
  • country, where facility located

You are free to modify the rest information of Center address.

The fifth disabled parameter is First Donor BCMA#. The software automatically increments a BCMA#, previously issued, and assigns it to a new Donor in the Registry. In general, BCMA starts from the #1. However, if different system of Donors numbering were in use before BCMA implementation, you can apply some specific start number.

Further editing of First Donor BCMA# prohibited right after a very first Donor registration. As you see at the figure above this field is disabled, which means BCMA already registered some donors.

Describe a Working Schedule, which information BCMA substitutes automatically, for example, in the Donor Notification Letter.

Donor questioning can be done in two ways – unattended and with help of staff. In case of unattended, the only numeric keypad of the keyboard will be available for donor to enter of his BCMA#, personal ID#, etc. The field of Questionnaire Secure Code intended for initial activating of stand-alone donor Self-Questioning computer Station(s). Leave it blank to deny unattended questioning, or type any 10-digits secret number to make it available. Change it periodically for better security.

BCMA supports automatic exchange of information with a WEB-server of National (or Regional) Donor Deferral Register, and uses that data while donor registration procedure. To allow DDR Support, fill in appropriate fields with information, you got from provider.

Please, pay attention to the area REPORT’S DEFAULT SCAN CODES. User can define here the scan codes to use, while staff printing reports at the different stages of facility activity. For example, Unit Bleed # and most other documents probably will apply 1-D bar codes, if prescribed to use instead of regular numbers. However, at the stage of Unit Final Processing looks good idea to print more informative 2-D labels, and place it directly on the Unit collected.

Blood Center software - Labels Scan Codes assignment

Different scan-codes has own set of additional parameters. Each field has a tip to help user understand its purpose.

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NOTE: BCMA uses predefined report forms, where the graphical parameters of scan-code already taken into account. Therefore, user does not have to worry about, for example, font size, quiet zone offset, etc.

Common

The fields State, County and City in the group of ADDRESS TO INPUT intended to lighten the Donor Registration. Usually, this part of address is the same, because most donors probably live near the Center. Therefore, you may save registration time if that information filled in automatically for new donors. You may leave blank the fields State and County here, but fill in the City anyway.

Blood Center software - Common Rules

The definitions of Admissible Departure of Product Collection Norm help to provide indirect control of problems, which may occur during donation. For example, Blood/Plasma Processor will have no possibility to save information in the Unit Primary Processing dialog, if drawn Unit's weight exceeds the value of Admissible Departure and Incident Report not filled in yet. You may assign different values for Manual and Automatic method of donation.

BCMA uses Whole Blood and Source Plasma CONVERT COEFFICIENTS to support automatic recalculation of product volume accordingly to Bleed# Label Set definitions.

You can order BCMA with predefined content of the lists of names of Programs, Messages and Questionnaires. Anyway, some common names of Product Tests, Samples Materials and Rejected Units Labels already filled in for your convenience. Please notice, there is just a names in the lists NAMES at the figure above. A purpose of such approach is just to lighten further procedure of Program of Product Collection description. Therefore, first fill in here the names, which you will select lately from the lists, while tuning each Program parameters.

BCMA supports Automatic Data Backup procedure. Before Automatic Backup enabling, you must manually create BCMABACKUP subdirectory in a root directory of any drive available. Otherwise, the next message will appear:

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Assign backup schedule. The possible range of Period is 20 minutes up to 23 hours 50 minutes, with the step of 10 minutes. Better to use separate hard drive on the Main Server (for example, D:\BCMABACKUP). BCMA will find destination directory automatically.

Blood Center software - Database Automatic Backup setup

Donations

BCMA supports three editable groups of bulk product values, allowed to draw depending on donor weight. However, user cannot add new names to the list of Product to be drawn, which predefined as Source Plasma and Whole Blood.

Blood Center software - Product Donations Limitations

While Donor Registration procedure, BCMA taking into account the limits of AGE and PERIOD of DONATIONS, assigned in this dialog. Donor refers to QC with appropriate notification, if problem.

The weight of Product to be drawn depends on the donor's current Program of Product Collection, Screening results and Donation Type (Automatic or Manual). At the stage of Donation Assignment, BCMA provides Center’s staff with information about amount of product to collect, based on donor weight and Donations prescriptions.

The next figure reflects that Whole Blood automatic donation prohibited by definition:

Blood Center software - Rejected Donors Donation possibilities

Notice the area with the header DONORS FROM NDDR ALLOWED IN THIS ESTABLISHMENT. In the most Blood/Plasma Collecting Facilities, all three check boxes there will be probably blank. In such case, BCMA denies registration of donors found in the NDDR. However, suppose some Center allowed collecting of reactive products for scientific purpose. In such case, the check box To donate has to be marked. The same if current Center has rights to apply some course of medical treatment to people, registered in NDDR. If a facility by its license can do Transfusions and/or Injections to such visitors, an appropriate checkbox has to be marked.

NOTE: donor found in NDDR cannot proceed with Donation, Transfusion or Injection like regular donor. QC only can permit such action at each donor’s visit.

Messages

You can describe an appropriate warning messages to support staff perform periodical procedures, or which depends on donor activity. Select Message ID from the list of messages, defined in the dialog Main Properties - Common, push button Edit and type its text. Concerning procedure of Messages schedule adjustment, see Main Properties – Programs.

Blood Center software - Staff Messaging Support

Screening

This dialog intended to assign limit values to the common parameters of donor screening.

Blood Center software - Donor Screening Limitations

BCMA takes into account values assigned in this dialog, and may refer donor to QC with appropriate note, if problem found while processing of Screening results. Please, notice the section REFER DONOR TO QC. Each time donor registered, BCMA performs automatic check against these parameters and refers donor to QC with appropriate notification, in case of need.

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NOTE:  the content of GENERAL TESTS LIMITS list can not be modified.

Programs

Given tab combines almost all information, required to describe the Program of Product Collection.

Final Product

First, you have to define Final Product descriptor. Most information already present in the lists in the figure below, and you have just combine it in correct way. Select Program from the list of names, previously mentioned in the dialog Common, and push button Edit.

Blood Center software - Product Main Descriptors

NOTE: you cannot modify content of the lists here

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BCMA helps to prevent mistakes in some cases. For example, if it is Program of Donation of Source Plasma, the next list of Blood Component Classes will be available (shown partially). Please, pay attention – the checkbox Modifier will be present or hidden depending on Class chosen.

Checkbox Modifiers hidden at the figure above, but becomes available for Class 'Apheresis Platelets'.

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Please, compare the content of previous list of Modifiers with this one, for Class 'Cryoprecipitate'.

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Notice the list of Donation Type, which usually will have the same content for different Classes and Modifiers. However, some types directly bound to the QC’s rights to assign Intended Recipient if Donation Type in the list of:

  • Autologous Collection - for Autologous use only
  • Autologous Collection - for Autologous use only - Biohazards
  • Directed Paid Allogeneic - eligible for crossover
  • Directed Voluntary Allogeneic - for Directed donor use only
  • Directed Voluntary Allogeneic - for Directed donor use only - limited exposure
  • Directed Voluntary Allogeneic - for Directed donor use only - Biohazards
  • Designated Voluntary Allogeneic
  • Dedicated Voluntary Allogeneic
  • Voluntary Therapeutic Collection

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You may define different values of Regular Fee for each Program. However, QC may reassign it for some special donors. Cashier will see an appropriate comment in the Donor Fee dialog.

Information in the group of 'CHECK OUT AT THE PRIMARY PROCESSING' unbound from the 'BLOOD COMPONENT' descriptor. It is up to you what data to add there. At the stage of Unit Primary Processing, staff will get all information concerning current Unit, based on these definitions.

Test results treatment

This dialog intended to provide BCMA with the rules of Units Look Back and Donor Deferral, in case if some Test Result of the unit is out of limit. The content of the list of 'Test(s) Bound' defined in the dialog Common. Set mark(s) on the Test(s) to be bound to the chosen Program, and select BCMA Actions to apply to Donor and/or Unit. Do not select 'No action' for both Donor and Unit, because it is out of logic.

Blood Center software - Product Test Results Treatment

You cannot modify content of the lists DEFER DONOR and IF TEST RESULT OUT OF LIMIT RELABEL THIS UNIT. Information in the list of 'Label to apply' defined in the dialog Common, where it is under the name of 'Rejected Units Labels'. To avoid staff mistakes, only the Tests bound here to the particular Program will be available in the Test Results Input dialog. Moreover, the dialog of Test Results Confirmation will use rules, defined here.

NOTE: as you see, this dialog does not make a difference between periodical, each time or one-time Tests. Its purpose is description of Test result treatment, only. To define some periodical actions (including Testing), use the tab Messaging Schedule . In addition, QC’s feature Future Messages might be applicable to perform one time specific Test.

Messaging Schedule

This tool designated to support staff by means of messages, automatically generated at prescribed stage of donation. In addition, you may assign a Questionnaire to the chosen Program, which donor will must pass before Donation Assignment.

NOTE: you cannot modify content of the most lists and fields here. The lists of names of Program, Questionnaire and Message Identifier came from the dialog Common . The Message(s) Body is from the dialog Messages. Questionnaire(s) described in the dialog Questionnaires Designer.

Mark the Message(s) to be bound to selected Program and assign periodicity in days for each. Select a stage of donation procedure, applicable to the Message.

Blood Center software - Automatic Messaging Schedule setup

The next figure shows available stages, where BCMA automatically processes Messaging Schedule bound to the donor’s current Program:

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NOTE: staff has to confirm review of these Messages. Otherwise, BCMA will popup unconfirmed message(s) each next donor’s visit, up to the moment of its endorsement. BCMA does not storing information about confirmation date of messages, which periodicity is Each Visit. QC may review the Scheduled Messages History for any donor.

BCMA calculates the next day when particular Message must be shown, starting from the day of its last confirmation. At the donor’s very first registration, BCMA refers him to QC with the request of Program assignment. If chosen Program will have some Scheduled Messages tied to it, QC may use Donor Qualification dialog to provide BCMA with the information of Message(s) last confirmation. Otherwise, each next donor's visit BCMA will notify Registry staff about Donor Qualification necessity, but donation will be possible. See QC Future Messages about one-time messages.

Samples

This dialog will help you to define different Source Material and Testing Provider for each Test, bound to the Program. At the stage of Unit Primary Processing, BCMA displays the list of Sample Materials to collect and send to Testing Providers. That list content based on the definitions provided here.

Blood Center software - Product Testing Labs assignment

NOTE: you cannot modify the content of lists here. Concerning Samples Material and Test Names , see dialog Common. The list Testing Provider includes all Partners with duty of Blood Products Testing. In addition, this list will include the row 'In House', which can be chosen if your facility licensed to provide some Tests in site.

Labeling

Select Label Set Name from the list defined in the dialog Common, and push button Edit. The next figure shows an example of label template definition 'Alpha (First Time plasma)' designed for labeling of product, drawn by Program 'NEW FIRST TIME PLASMA'. As you see, ‘Freezer’ and ‘Walk in Freezer’ assigned for storing of Units, which Bleed # is in the range from N32108129 to N99998129. At the stage of Unit Primary Processing procedure, Blood/Plasma processor will get just these names in the list of possible place(s), qualified for storing of Unit collected by Program 'NEW FIRST TIME PLASMA'.

NOTE: you cannot bind more than one Program to the particular Label Set Name

Blood Center software - Product Labeling Rules

The Prefix and Suffix parts of the label Template can include up to five symbols each (in case Suffix defined as Constant). In addition, BCMA supports two types of Calculated Suffix (by Modulus 10 and 37.2). At the stage of Donation Assignment, BCMA verifying such Suffix automatically when operator scanning the Bleed#. The Number Length cannot exceed six digits.

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NOTE: not bad idea to assign unique Prefixes for different Programs. For example, Constant Suffix can reflect the ID of current facility in the country level register. In such case, the combination of Prefix and Suffix provides easy human readable descriptor of product type and facility, where it is collected. However, Calculated Suffixes provides stronger control, because BCMA compares the value of scanned Bleed# suffix with calculated automatically. Moreover, BCMA validates the sequence of Bleed#, issued by donor’s current program. Therefore, it is quite hard to cheat BCMA with fake or broken label.

Define the period in which Bleed # must be unique. BCMA prohibits Bleed # assignment if the same already issued in the active range. Minimal value is 31 days, maximum – 3650.

Usually, the volume of Unit measured in Gm, but customer may order it to be present in Ml. Select appropriate measuring unit from the list. BCMA uses predefined convert coefficients for automatic recalculating of Unit volume, and shows it to Blood/Plasma processor at the Unit Primary Processing procedure or in the appropriate reports.

Alteration of Template of already issued Labels is possible, but not recommended. BCMA performs quite strong check of labels in some dialogues and it might confuse staff. For example, you were using prefix “G” for some product, but decided to change it to “RP” lately. In such case, only today’s Responsible Person may permit division of units labeled previously by prefix “G”, because current prefix is “RP”.

Therefore, the best approach will be to have unique pairs of “Program and Label Set”. For example, we may define the next flexible labeling template:

PREFIX:   RP   (Repeat Plasma identifier) 
   027  (Recipient Facility identifier, where 000 reserved as indefinite)
BLEED#:  000123  (Six digits) 
SUFFIX:  077  (Current facility identifier, where product collected)