STANDARD OPERATING PROCEDURE FOR USE OF LOG TAG ANALYZERS AS PART OF THE INTER HOSPITAL TRANSFER PROGRAM WITHIN THE PROVINCE OF NEWFOUNDLAND AND LABRADOR USING THE GOLDEN HOUR 24 / 2 SHIPPING CONTAINER This document may be incorporated into each Regional Policy/Procedure Manual. No liability will be assumed for its use outside the Regional Health Authorities.
TITLE: PURPOSE: for Use of Log Tag Analyzers as part of the Inter-Hospital Transfer of Red Blood Cells within the Province of Newfoundland and Labrador using the Golden Hour 24/2 Shipping Container. To describe the procedure for configuration, and download of data using the Log Tag Analyzers. 1.0 Prerequisites 1.1 Canadian Society for Transfusion Medicine, Standards for Hospital Transfusion Services, Version 2, Ottawa, ON: Canadian Society for Transfusion Medicine, September, 2007 1.2 Canadian Standards Association Standards for Blood and Blood Components, Z902-04, Canadian Standards Association, 2004 1.3 Facility Policies and Procedures for the Storage of Red Blood Cells 1.4 Documentation of Training for the Interhospital Transfer of Red Blood Cells. 2.0 Equipment and Supplies 2.1 Log Tag analyzers (Log Tags) 2.2 Log Tag Interface Golden Hour 24/2 Shipping Container 2.3 Computer with compatible operating system as defined in the Log Tag Analyzer User Guide 2.4 Log Tag Analyzer User Guide (current version) 3.0 Policy Statements 3.1 All red blood cells shall be shipped in such a manner that the red blood cells are maintained within specified conditions at all times. 3.2 Transported red blood cells with a required storage temperature of 1-6 0 C shall be maintained at a temperature of 1-10 0 C. 3.3 Transportation time shall not exceed the validated limits (24 hours) of the shipping container. Version: 1 Page 2 of 11
4.0 Process Flowchart 4.1 Configure Log Tags for Initial Use Identify computer for installation Confirm operating systems requirements Install Log Tag analyzer software Validate application Set Log Tag configuration parameters Configure Log Tags Version: 1 Page 3 of 11
4.2 Start Log Tag Operation and Download Data from Log Tags Start Log Tag Operation after Configuration Download Log Tag Data Press and hold START MARK Open Log Tag Analyzer software application Both OK and ALERT lights flash alternately Place Log Tag in Interface Download Data Print Graph Save data Close Log Tag Analyzer Software application Version: 1 Page 4 of 11
5.0 Log Tag Analyzer User Guide. 5.1 For detailed information on installation, configuration and data transfer, consult the Log Tag Analyzer User guide. 6.0 Installation of Log Tag Software 6.1 Consult with IMIT department for installation. 6.2 IMIT will identify computer for software installation and the associated printer for printing data charts/reports. 6.3 IMIT deploys installation. 6.4 Ensure automatic download feature is enabled. 6.5 Create a shortcut on the Desktop for user access. 7.0 Configure Log Tag for Use 7.1 Double click on Log Tag Analyzer shortcut to open software. 7.2 Place log tag completely into interface aligning the contact points. 7.3 Data stored will transfer automatically. (copy graphics) 7.4 Click Wizard on the on the Log Tag menu. This is the safest option as data retrieved will be saved prior to getting the Log Tag ready for next use or if you are unsure whether the latest data captured has been downloaded. Version: 1 Page 5 of 11
7.5 There is a second option to configure the Log Tag if you are certain that the last data captured has been previously downloaded and stored. The Wizard will appear to guide you through the configuration. 7.6 Click Configure located on the Log Tag menu. Version: 1 Page 6 of 11
7.7 Ensure Log Tag configuration demonstrates the following configuration. 7.8 Review the following to ensure all log tags are configured the same. 7.8.1 User ID Do not change title. 7.8.2 Select Push button start from the drop down menu. 7.8.3 Check Enable pre-start logging by clicking on the box. 7.8.4 Select ( click on circle) Record readings continuously, overwrite oldest when memory full 7.8.5 Do not select (leave circle blank) Record readings so that: 7.8.6 Go to record a reading every and type in 5 or arrow up or down until 5 appears in the window. Ensure minutes is selected in the next window. Data will change in the boxes above to reflect the number of days and the number of readings that will be recorded. 7.8.7 Ensure that in Begin recording after a delay of that 0 minutes appears. 7.8.8 Check Enable the OK green indicator. 7.8.9 Check Enable the alert (Red) indicator when: Version: 1 Page 7 of 11
7.8.10 In the Readings below: box enter 1 C or above 10 C. 7.8.11 Check after box and then enter 2 in the consecutive alert readings. 7.8.12 DO NOT place a check in After 0 alert readings have occurred (None) 7.8.13 Check Leave alert indicator enabled even if readings return within alert range. 7.8.14 DO NOT check Clear and reset alert when START MARK button pressed 7.8.15 DO NOT check configure requires a password 7.8.16 Click on NEXT and the configuration data will be uploaded to the Log Tag. 7.9 A check will appear before the USB with the Log Tag ID number to indicate that the data has been successfully uploaded. 7.10 To configure additional log tags to the same parameters, remove the configured Log Tag from the interface and place the next Log Tag into the interface and click on the Again box. 7.11 Repeat step 7.10 for all remaining log tags. 7.12 Click Close to exit the Log Tag Configure menu. 7.13 Exit the Log Tag Program. 8.0 Start Log Tag 8.1 Once the Log Tags have been configured, temperature recording will automatically begin if the pre-start logging is enabled. 8.2 Markers can be placed on the data recording immediately prior to use. 8.3 Press the START/MARK button to place an inspection mark to identify where you want data capture to begin. Version: 1 Page 8 of 11
8.4 Ensure that the OK and ALERT lights flash alternately. NOTE: The time recorded on the shipping record is the time that will be used to align the temperature data capture period. 9.0 Download, save and label chart information from Log Tag 9.1 Double click on Log Tag Analyzer shortcut to open software. 9.2 Place log tag completely into interface aligning the contact points. 9.3 Data stored will transfer automatically. (copy graphics) 9.4 A chart will appear. Note also at the bottom of the chart page are several worksheet tabs. 9.5 Print the chart. 9.6 Optionally, you may also print the data file by selecting the data tab on the bottom of the worksheet. 9.7 Save the data as follows: 9.7.1 Click on File on the menu bar. 9.7.2 Select Save as. A file called My Log Tag Data opens. 9.7.3 Create a file folder to manage the log tag data received from the shipping site, if one has not been created. Type the hospital name and year in the folder space and press enter. 9.7.4 Select the appropriate file folder from the list. 9.7.5 Click Save to save the data currently on the screen. 9.7.6 Close the Log Tag program. 9.8 Information may be added to the chart so that it can be displayed and printed on the chart. 9.8.1 Open the saved chart. 9.8.2 Place the cursor on the area you wish to add information, such as just below the Log Tag ID number. 9.8.3 Right click on the mouse button. A pop up box appears. 9.8.4 Scroll to the bottom of the pop-up box and select Annotations 9.8.5 Select add. Type in the text you wish to add such as Shipment from Hospital X, date yyyy/mm/dd. 9.8.6 Click OK. The annotation will be displayed in the chart. 9.8.7 Click on the Save icon or select Save from the File menu. 9.9 Annotations may be edited on the chart. Version: 1 Page 9 of 11
9.9.1 Open the saved chart. 9.9.2 Place the cursor on the area of the existing annotation. 9.9.3 Right click on the mouse button. A pop up box appears. 9.9.4 Scroll to the bottom of the pop-up box and select Annotations 9.9.5 Select Edit. Edit the text. 9.9.6 Click OK. 9.9.7 The annotation will be displayed in the chart. 9.9.8 Click on the Save icon or select Save from the File menu. 9.10 Annotations may be deleted from the chart. 9.10.1 Open the saved chart. 9.10.2 Place the cursor on the area of the existing annotation. 9.10.3 Right click on the mouse button. A pop up box appears. 9.10.4 Scroll to the bottom of the pop-up box and select Annotations 9.10.5 Select Delete. The annotation will be deleted. 9.10.6 Click on the Save icon or select Save from the File menu. 10.0 Prepare Log Tag for next use 10.1 To prepare the Log Tag for future use repeat actions from section 7 to configure log tag and proceed forward. You may store the log tags until such time as they are ready to be used. 11.0 Log Tag Battery 11.1 The Log Tag is battery powered. The estimated battery life is approximately 2 years depending on the amount of use. 11.2 The Log Tag may appear dead if the lights do not flash after configuration. 11.3 The Log Tag may be ready to start but has not been started and the lights do not flash. 11.4 To test whether the Log Tag is functional press the START MARK button on the Log Tag or place the Log Tag into the interface. If the Log Tag can be identified by the software, then the battery is good and the Log Tag is functional. 11.5 DO NOT use the Log Tag if the battery is dead. Order new Log Tags regularly to circumvent an insufficient number of Log Tags for use. Version: 1 Page 10 of 11
12.0 Data Records Management 12.1 The shipping site must keep a copy of the Interhospital Transfer form (release vouchers) indefinitely. 12.2 The Receiving site must keep the original of the Interhospital Transfer form indefinitely. 12.3 Temperature monitoring records for blood products must be kept a minimum of five years. 12.4 Records of blood components inspection prior to release must be kept for a minimum of five years. 12.5 Documentation of staff training and competency must be kept for a minimum of ten years. 13.0 References 13.1 CSA Standards for Blood and blood Components, Z902-04, Canadian Standards Association, 2004 13.2 CSTM Standards for Hospital Transfusion Services, Version 2.0, Canadian Society for Transfusion Medicine, 2007, Ottawa, Ontario 13.3 Log Tag Analyzer User Guide Version: 1 Page 11 of 11