U.S. Healthcare Bar Code Scanner Acquisition Criteria For Healthcare Providers

Transcription

1 Simplified Guide for U.S. Healthcare Bar Code Scanner Acquisition Criteria For Healthcare Providers Supplemental Guide to the Healthcare Provider Tool Kit GS Healthcare US would like to thank the members of the GS Healthcare US Product Identification Workgroup for their hard work and dedication in developing this guideline. Release. Published: October 29

2 Table of Contents INTRODUCTION... PURPOSE... ABOUT GS AND GS US... 4 FACTOR : SECURITY OF WIRELESS COMMUNICATIONS... 5 FACTOR 2: SCANNER CHARACTERISTICS... 5 FACTOR : EASE OF SCANNER SET-UP... 6 FACTOR 4: PHYSICAL CHARACTERISTICS... 6 FACTOR 5: USABILITY/HUMAN INTERFACE TECHNOLOGIES... 8 FACTOR 6: READABILITY OF SYMBOLOGIES... FACTOR 7: CUSTOMER SERVICE... FACTOR 8: BATTERY MAINTENANCE... FACTOR 9: USER SATISFACTION... 2 GS HEALTHCARE US GTIN REFERENCES... 4 All contents copyright GS US 29 Page 2 of 5

3 Introduction There are five variables that can impact the reading of bar codes: the scanner the distance between the scanner and the bar code the bar code itself the ambient light in the room the individual using the scanner Because of these variables, the reading of bar codes is an art as well as a science. This guideline attempts to assist providers in taking all of these variables into consideration so that they can select the best bar code scanners for their environment. Bar Code Scanner Criteria Rated in this Guide Security of wireless communications Scanner characteristics Ease of Set-up Physical characteristics Usability/Human Technology Interface Symbologies Readability Customer Service Battery Maintenance User Satisfaction! NOTE: For this document the word scanner applies to both hand held and presentation scanners. The criteria in the document applies only to battery operated scanners, not tethered. Purpose The purpose of this document is to provide a simple guideline for the criteria U.S. healthcare provider facilities should consider when purchasing scanner equipment (hand held and presentation) for use in a healthcare environment. This document was developed by the GS Healthcare US Product Identification Workgroup, and is not intended to replace the due diligence process that every purchaser must follow. This guideline uses a numerical rating system that ranges from zero () to three (), with three being the best rating. The higher the rating, the better result for the healthcare provider. The specific criteria relevant to a scanner application will vary depending on the particulars of that application. Users should consider the criteria relevant to their application and select a scanner with the best individual ratings for those criteria or with the best combined rating for those criteria. This guideline is not static and will be revised on a regular basis as more lessons are learned from U.S. healthcare users. Nonetheless, this initial version intentionally removed much of the technical criteria to make the process understandable for the beginner. GS Healthcare US gladly welcomes comments, case studies and other criteria so that this guideline can be updated as more hospitals employ scanners. Please send any and all suggestions to: GSHealthcareUS@gsus.org All contents copyright GS US 29 Page of 5

4 About GS and GS US About GS GS is a neutral, not-for-profit organization dedicated to the design and implementation of global standards and solutions to improve the efficiency and visibility in supply chains. GS is driven by more than a million companies, who execute more than six billion transactions a day with the GS System of Standards. GS is truly global, with local Member Organizations in 8 countries, with the Global Office in Brussels, Belgium. About GS US GS US is the Member Organization of GS that serves companies in the United States. As such, it is the national implementation organization of the GS System dedicated to the adoption and implementation of standards-based, global supply chain solutions in the United States. GS US currently serves over 2, U.S. member companies -- 6, of which are in healthcare. About GS Healthcare GS Healthcare is a global, voluntary healthcare user group developing global standards for the healthcare supply chain and advancing global harmonization. GS Healthcare consists of participants from all stakeholders of the healthcare supply chain: manufacturers, wholesalers & distributors, as well as hospitals and pharmacy retailers. GS Healthcare also maintains close contacts with regulatory agencies and trade organizations worldwide. GS Healthcare drives the development of GS standards and solutions to meet the needs of the global healthcare industry, and promotes the effective utilization and implementation of global standards in the healthcare industry through local support initiatives like GS Healthcare US in the United States. About GS Healthcare US GS Healthcare US is an industry group that focuses on driving the adoption and implementation of GS standards in the healthcare industry in the United States to improve patient safety and supply chain efficiency. GS Healthcare US brings together members from all segments of the healthcare industry to address the supply chain issues that most impact healthcare in the United States. Facilitated by GS US, GS Healthcare US is one of eighteen local GS Healthcare user groups around the world that supports the adoption and implementation of global standards developed by GS. All contents copyright GS US 29 Page 4 of 5

5 Factor : Security of Wireless Communications Some wireless scanners read and decode the bar code symbol in the handheld device, and then send the decoded information to the database. Other wireless scanners only read the bar code symbol in the handheld device, and then send the symbol to the base unit for decoding. There is currently a debate in the industry as to which is more secure. Therefore, there is no rating for either method at this time. Because the security of patient information is of paramount importance in a hospital, it is recommended that a risk officer review the methods available and make an informed decision.! NOTE: This guideline only addresses wireless scanners. Tethered or cabled scanners are specifically not addressed. Decoded in base unit Decoded in handheld device Factor 2: Scanner Characteristics What kind of bar code symbols can the scanner read? There are different types of bar codes, and therefore it is important to consider the ability of the scanner to read various types of bar codes. An inexpensive scanner that can only read 8% of the bar code symbols that a healthcare facility will receive is not a bargain. GS US recommends that hospitals only purchase imager scanners because they have the capacity for both linear and data matrix symbologies. Area Imager (reads linear and 2D symbols) Linear Imager (reads only linear symbols) PDF-4 Compliant Data Matrix Compliant Reads any GS & HIBCC linear symbologies Reads 2-dimensional symbology Reads ISBT-28 (Blood Bank Symbology) Omni-Directional Scanning All contents copyright GS US 29 Page 5 of 5

6 Factor : Ease of Scanner Set-Up This factor considers the entire life cycle of the scanner itself from initial set up, to continuing use, to replacement of the scanning equipment. Ease of use throughout all of these phases should be evaluated. One of the considerations listed below is the hot swap of batteries. The hot swap of batteries is the quick exchange of batteries (from an exhausted battery to a fully charged battery), without losing the scanner settings during the swap. This is an especially important criterion for personnel and patients. Multiple Interfaces (Keyboard Wedge, USB, etc.) Single Interface Hot Swap Batteries without losing settings Cradled & charged in base unit on Medical Cart Turn on/off GS DataBar (RSS) composite component Preprogrammed to read bar codes (Plug & Play) * * Either user programmable via menu bars, PC-based configuration program, master symbol, etc. or remotely programmable by manufacturer via electronic means (i.e., Internet). Factor 4: Physical Characteristics This factor considers the specific characteristics of the scanner itself, including weight and environmental sensitivities. In addition, there is also special consideration regarding durability and batteries. All of this information may be obtained from the manufacturer using the documentation supplied with the scanner or the manufacturer s website, or by contacting them directly. Durability Although some of the considerations below might appear extreme (e.g., drop to concrete), scanners are in continual use, moving from patient to patient and from user to user. The durability and ruggedness of the unit itself is an undeniable asset. Battery The battery draw and the recharge time are of special interest to the hospital manager. A low cost scanner is not a bargain if it requires continual maintenance from the nursing staff, taking them away from their primary patient duties. For instance, if the battery in a scanner has to be replaced twice a shift, then a suitable number of fully charged batteries must be available and the nurse must walk back and forth to the charging stations(s). For every battery in use, there is a potential to have at least two recharging. The cost of these backup batteries, their recharging stations, and an area to stage recharging without disrupting nursing practices must be added to the life cycle cost. All contents copyright GS US 29 Page 6 of 5

7 Weight Scanner weighs > 6 ounces Scanner weighs to 6 ounces Scanner weighs < ounces Sensitivities Ambient Light to, lux Electro Magnetic/Radio Frequency Interference Class B rating Electrostatic Discharge Rating 5 kv air and 6 to 8 kv contact Electrical Certification UL Laser Safety rating Class II Durability* Drop-to-concrete specifications < 4 feet Drop-to-concrete specifications > 4 feet to 5 feet Drop-to-concrete specifications > 5 feet Ingress Protection (IP) Seal rating non-listed or < 4 IP Seal rating of 4 to 64 IP Seal rating 65 * The height of most desk tops and counters are between 28 and 6 inches. This is a common break point specification for scanners. However, in hospitals, scanners are usually carried and the user is generally standing upright while scanning (not sitting at a desk). Therefore, the break point specifications shown above reflect the appropriate heights for typical hospital use. Battery Battery Draw (not charging) > ma Battery Draw (not charging) 2 ma to ma Battery Draw (not charging) < 2 ma Battery Draw (charging) > 9 ma Battery Draw (charging) 85 ma to 9 ma Battery Draw (charging) < 85 ma Battery recharging time > 4 hours Battery recharging time hours to 4 hours Battery recharging time < hours Battery life (@ scan / every sec) < 4 hours Battery life (@ scan / every sec) 4 hours to 8 hours Battery life (@ scan / every sec) > 8 hours All contents copyright GS US 29 Page 7 of 5

8 Factor 5: Usability/Human Interface Technologies These considerations evaluate the distance between the scanner and the bar code optimal read range. Each facility manager must examine their own facility to determine if these generic ranges apply. Working Range (scanner to bar code).5 inches inches Working Range (scanner to base) foot 2 feet Roll (tilt) angle < +/- 4 degrees or > +/- 8 degrees Roll (tilt) angle +/- 4 degrees to +/- 8 degrees Pitch angle < +/- 4 degrees or > +/- 8 degrees Pitch angle +/- 4 degrees to +/- 8 degrees Skew (yawl) angle < +/- 4 degrees or > +/- 8 degrees Skew (yawl) angle +/- 4 degrees to +/- 8 degrees Convenience No tools required for battery swap Visible means to identify area being scanned (edges blurred) Visible means to identify area being scanned (defined edges at any distance) No Audio or Visual low battery alert Audio or Visual low battery alert Audio and Visual low battery alert! NOTE: For more information, consult ISO document 542 Scanner Performance which defines such terms as yawl, roll, tilt, etc. All contents copyright GS US 29 Page 8 of 5

9 For the following criteria, perform this simple test: pull the scanner trigger ten times and count the number of successful reads. Compare your results to the scan success rates (i.e., % of successful reads out of scans) shown below to determine the corresponding rating. On curved surfaces > 9% ANSI/ISO Grade D for decodability parameter > 9% 8 to 9% 8 to 9% < 8% < 8% With battery fully charged > 9% ANSI/ISO Grade D modulation parameter > 9% 8 to 9% 8 to 9% < 8% < 8% With battery half charged > 9% ANSI/ISO Grade D symbol contrast parameter > 9% 8 to 9% 8 to 9% < 8% < 8% ANSI/ISO Grade A > 9% ANSI/ISO Grade F for decodability parameter > 9% 8 to 9% 8 to 9% < 8% < 8% ANSI/ISO Grade B > 9% ANSI/ISO Grade F modulation parameter > 9% 8 to 9% 8 to 9% < 8% < 8% ANSI/ISO Grade C > 9% ANSI/ISO Grade F symbol contrast parameter > 9% 8 to 9% 8 to 9% < 8% < 8% ANSI/ISO Grade D > 9% Failed quiet zone > 9% 8 to 9% 8 to 9% < 8% < 8% All contents copyright GS US 29 Page 9 of 5

10 Factor 6: Readability of Symbologies This factor is actually a use test conducted by the hospital itself with a sample scanner and several small bar code symbologies. If the facility is new to purchasing scanners, this test is essential. It involves selecting different products in different packaging (e.g., syringe, bottle, IV bag, blister, etc.) from different manufacturers with different GS bar codes, and testing the scanner s effectiveness with each of those symbologies. Select several different products for each type of bar code, and then scan each of those products times for the test. For the following criteria, perform this simple test: pull the scanner trigger ten times and count the number of successful reads. Compare your results to the scan success rates (i.e., % of successful reads out of scans) shown below to determine the corresponding rating. Various Products with GS DataBar Stacked bar code > 9% 8 to 9% Example: GTIN encoded in a GS DataBar (RSS) Stacked < 8% Various Products with GS DataBar Stacked and Composite bar code > 9% 8 to 9% Example: GTIN and serial number encoded in a GS DataBar (RSS) Stacked & Composite < 8% Various Products with GS DataBar Limited bar code > 9% 8 to 9% Example: GTIN encoded in a GS DataBar (RSS) Limited < 8% Various Products with GS DataBar Limited and Composite bar code > 9% 8 to 9% Example: GTIN with Lot Number encoded in a GS DataBar (RSS) Limited & Composite < 8% All contents copyright GS US 29 Page of 5

11 Factor 7: Customer Service A healthcare facility remains in operation long after the normal business hours of 9 a.m. to 5 p.m. Healthcare facilities are open 24/7, and a high percentage of workload occurs on weekends and holidays. Therefore, the facility needs support for its scanners around the clock. As a result, a higher rating is given to a vendor that provides 24/7/65 support. Vendor Help Desk regular business hours Vendor Help Desk 24/7 On-site Support/Repairs Required to return product for repairs Offer replacement product during repairs Provide routine maintenance program Ability to flash upgrade firmware Notification of manufacturer identified problems Factor 8: Battery Maintenance A battery is critical to the use of the scanner. As the battery degrades (i.e., loses charge), so does its effectiveness in reading bar codes and its reliability and usefulness for the user. Thus, higher ratings are given to longer life batteries and their cost of replacement, as well as the quick charging features of batteries. Battery replacement < 6 months Battery replacement 6 months to year Battery replacement > year Estimated battery life < recharges Estimated battery life - 2 recharges Estimated battery life > 2 recharges Battery does not develop charge memory All contents copyright GS US 29 Page of 5

12 Factor 9: User Satisfaction This factor is subjective to the user group, and will be different at every facility. However, user satisfaction should be monitored closely with a user group that will be advocates once pleased with their expereiences. Ease of scanner set-up Difficult (i.e., requires additional configuring, cabling, software) Acceptable (i.e., less than 4 steps with no additional software or cabling) Easy plug and play Overall scanner satisfaction Dissatisfied Satisfied Very Satisfied Ease of charging the battery Difficult Acceptable Easy Ease of replacing the battery Difficult Acceptable Easy Foot print of base unit Takes Up Too Much Room Acceptable Can Fit Anywhere Feel of the scanner Unbalanced and Heavy Tolerable Comfortable All contents copyright GS US 29 Page 2 of 5

13 Scanning distance between scanner and base Too Short Tolerable Good Scanner user friendly Not Intuitive Somewhat Intuitive Intuitive All contents copyright GS US 29 Page of 5

14 GS Healthcare US GTIN References Online Healthcare Provider Tool Kit Global Trade Item Number (GTIN) Online Healthcare Supplier Tool Kit Global Trade Item Number (GTIN) Procedure for Responding to Troublesome Bar Codes Default.aspx?EntryId=2 All contents copyright GS US 29 Page 4 of 5

15 Disclaimer GS US, Inc. is providing this document as a service to interested industries. This document was developed through a consensus process of interested parties. Although efforts have been made to assure that this document is correct, reliable, and technically accurate, GS US MAKES NO WARRANTY, EXPRESS OR IMPLIED, THAT THIS DOCUMENT IS CORRECT, WILL NOT REQUIRE MODIFICATION AS EXPERIENCE AND TECHNOLOGICAL ADVANCES DICTATE, OR WILL BE SUITABLE FOR ANY PURPOSE OR WORKABLE IN ANY APPLICATION, OR OTHERWISE. Each user of this document assumes all risk and responsibility for its use of the materials. Use of this document is with the understanding that GS US accepts no liability whatsoever for any direct, indirect, special or other consequential damages of whatever kind resulting from whatever cause through the use of the document or any information therein, even if GS US has been advised of the possibility of such damages. All contents copyright GS US 29 Page 5 of 5

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