Webinar Q&A Q: How do electronic ID passes get sent to patients - - PowerPoint PPT Presentation

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Q: How do electronic ID passes get sent to patients’ smartphones or watches?

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A: A user selects the button within the patient’s electronic record in Matcher, and as long as the patient’s email address is stored (best practice is to import this from your linked EMR when the patient is imported into Matcher) it will email them the pass from your own email server. On receipt of the email on the patient’s phone they are presented with the choice to add it to their Apple wallet, watch, or Android equivalents, just like with most airlines’ boarding passes. If they do not have a compatible phone they can just use the email itself. Please note it’s not only patient’s ID that can be send using this functionality, it also applies to a centre’s staff who use Matcher if you want them to have a logon barcode on their phone or watch instead of typing their username. This would help further reduce the risk of virus transmission by limiting their use of touchscreens and keyboards.

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Q: Is a second person still needed for witnessing embryo biopsy steps?

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A: We have now developed a solution for some media/dish systems which allows customers to completely abandon a human witness and replace them with electronic witnessing of the correct well or microdroplet within the culture dish matching to the corresponding biopsy dish and biopsy tube, and then to match to the vitrification dish and vitrification device. Each of these can be labelled with unique barcodes that ensure only the expected embryo/biopsy number is used at each step. And we are still working on the solution for remaining media/dish systems. Because these processes are so time critical, and need to be fast, the Matcher PGT solution has significant advantages over manual witnessing, which are heightened because of Covid-19 mitigation measures.

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Q: How can we access to review the system from home or another location?

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A: Your Matcher database will probably be hosted on your centre’s IT network, though it could be hosted in the cloud if your IT department prefer which would facilitate remote working. Even when locally hosted staff can use secure remote access tools such as their centre’s own VPN solution, TeamViewer, or other commonly available solutions to access the database without physically being in the same room or even in the same centre, in the same way that Matcher’s team can remotely support any customer (we recommend TeamViewer as standard due to its security measures). This is particularly important now when customers will want to minimise physical access to their centre and movements of staff between physically separated areas within it.

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Q: Do you integrate with patient databases, we use IDEAS?

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A: Yes, Matcher now has its own API (Application Programming Interface) which allows automatic import and export of many possible fields and results upon defined

• triggers. The data to be exchanged can be configured, but as a minimum we recommend importing the patient and partner identifiers including your patient ID, their

last name, first name, date of birth and photo. Almost every customer has Matcher linked to their database, and it should not matter which type you use as long as it is supported by the manufacturer. Users can also use Matcher’s tablet computers to access other software directly from the workstation, enhancing the integrated and paperless experience in the labs. Matcher can also link using other protocols including HL7, ODBC, or via MirthConnect, if your database is unable to use our API.

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Q: Could you develop Matcher to integrate with other alarm systems?

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A: This is partly possible already with our API. We also have plans for developing this further in the future.

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Q: Can all the equipment be disinfected e.g. between patients?

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A: Yes, using standard disinfectants e.g. Oosafe. This includes the touchscreens on the tablet computers and touchscreens on the Pocket Matchers. Both types of touchscreen can also be used whilst wearing medical gloves. Pocket Matchers are IP65 rated so can be safely disinfected. The Benchtop Matcher does not actually need to be touched as it can be activated solely by the software via the tablet PC, but the housing on the Benchtop Matcher can also be removed and disinfected or autoclaved if needed, and the camera is IP65 rated. Disinfection procedures can be built into the process maps to ensure they aren’t forgotten, and are recorded.

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Q: When doing lot tracking can Matcher scan barcodes from all media brands, or just the ones with GS1 labels?

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A: Yes, all brands from all manufacturers, and not just media but of all products used. Matcher can read all types of barcodes not just GS1, and commonly used barcode symbologies by manufacturers include Code 128, Code 39 and data matrix.

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Q: Do all media manufacturers use GS1 labels on their packaging?

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A: No, but this is not a problem for Matcher. If Matcher scans a GS1 barcode it extracts automatically the product and lot numbers, and expiry date. Labels with non- GS1 barcodes typically encode just the lot number so Matcher automatically extracts that, though sometimes it contains both the product and the lot numbers, so Matcher populates both. Even if there is no barcode on the label, which we see occasionally from some manufacturers, Matcher captures a photo of the label and the user can enter manually the lot number from the photo, so there is still traceability evidence of the opened lot number (and all other details captured in the photo).

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Q: Would we need one Pocket Matcher for each member of staff?

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A: This is possible, if customers choose to. We wouldn’t recommend this normally, because in practice it works better for staff to have one device at each witnessing location (e.g. in each operating room, each lab) so that using the device becomes part of the standard operating procedures rather than all ending up in the rest/lunch areas. Also because the Pocket Matchers are easily disinfected it isn’t necessary to have one per person, and having more than are needed would be more expensive for customers. However for teams that are subdivided for infection control reasons it may be sensible to divide the Pocket Matchers between them.

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Q: Should we throw away the non-cryo labels after one cycle?

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A: Again, this is possible, if customers choose to, and would be subject to each customer’s own risk assessment. Even in ‘normal’ times some customers use one non-cryo label sheet during the week of oocyte and semen collection and culture then for subsequent embryo thawing cycles use a new non-cryo label sheet, whilst

• ther customers keep the partially used label sheet with paper medical notes for future cycles with the same couple. Matcher does not force customers to choose

either way. A disposal step could be built into your process maps to ensure staff do not forget to do it, and that the disposal is recorded, if you want.

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Q: When should we stick the barcode labels onto the dishes and tubes?

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A: Each customer chooses this according to their own workflow, Matcher doesn’t require any particular lead time. Our recommendation is that customers label their dishes and tubes at the same time they would have identified them before using Matcher (whether that was using a label, a sharpie pen or scratching on them). Dishes and tubes that contain media for equilibration should be labelled prior to incubation.

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Q: Would Matcher replace all the paper in the laboratory?

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A: That depends on how each customer wants to configure and use Matcher, but certainly it can significantly reduce the amount of paper required and replace it with direct data entry at the workstation. Not just for witnessing and traceability directly into Matcher itself, but customers can also access other programmes and databases from the tablet computers. Reducing the transport of paper between staff members and between departments will assist infection control.

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Q: How do we modify if we need to cancel a planned embryo transfer mid-cycle?

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A: Cycle plans for individual cycles can be edited by dragging and dropping process maps from one day to another if for example an embryo transfer needs to change from day 3 to day 5. Process maps can also be simply added or removed if a planned fresh transfer needs to be cancelled and replaced with freezing all embryos.

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Q: How can we witness a step with no container involved, for example witnessing a ‘COVID-19 triage questionnaire check’ or ‘Disinfect work area’ procedure?

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A: Either a barcode label can be applied to the paper questionnaire which can then be scanned as normal. Or if you will not use a barcode, for example in the case of a prompt to the user to disinfect the work area, a witness step can be configured to require the user to confirm completion of this action, recording the ‘who, what, where and when’ and even, if you like, a second user’s logon and password.

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Q: Don’t we still need to remember to do each witness step? And if someone forgets how would we know?

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A: Users are prompted by the forcing function of the Process Maps to perform each witness step. If a procedure has not been performed it is visible to all users in all locations and shown as pending. The patient’s card in the scheduler will not turn green for the day until all procedures scheduled for the day have been completed with a correct match. If there are any outstanding procedure that have still not been performed by the end of the day the patient’s card turns red as an alert to all

• users. Users can only skip ahead in the process map by actively ‘overriding’ the expected procedure, which is recorded and requires them to give an explanation.

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Q: How long would it take to get it put in our center fully working?

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A: Less than one month from us receiving all the completed questionnaires about your centre and requirements. Equipment installation does not require amendment

• f your existing work areas, nor cutting any surfaces or changing microscope heights etc, so can be performed even by a member of your own staff if distributor

personnel cannot travel to you. Phase 1 of any installation is as a self-contained network so your IT department should not have to do any work to get your up and running, until later when they will be involved in migrating the database in phase 2 to it’s permanent home on your own IT network.

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Q: In practice does using Matcher save us time or add to our daily workload?

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A: It should reduce, not increase, users’ daily workload. There are many significant time savings generated by using Mather compared to manually witnessing, handwriting on dishes, manually typing individual brady labels, manual entry of lot or cryo item traceability data, duplicating data entry from paper forms, generating real-time reports, etc. How much time is saved depends on each customer’s configuration and work practices, but customer testimony supports significant gains.

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Q: Do Matcher staff need to come to our centre to implement the system? How will you do this with COVID-19 travel restrictions?

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A: Equipment installation does not require amendment of your existing work areas, nor cutting any surfaces or changing microscope heights etc, so can be performed even by a member of your own staff if distributor personnel cannot travel to you. Our team can support you and your distributor remotely for all technical, IT, configuration and training requirements. We have had to implement a number of customer centres using remote-only working during 2019 and 2020 before COVID-19 restrictions so this is not a new challenge for us, and one we already have well-established processes for.

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Q: Who will provide support and how is that affected by UK travel restrictions?

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A: Local distributor teams provide the first line support, with IMT Matcher’s product expert and technical support teams for elevated issues, which can be provided

• remotely. We have been supporting customers worldwide remotely for years, using our e-Learning materials, online support portal and remote access sessions, so we

have not had to change these well established methods since the outbreak of COVID-19.

➔ Webinar Q&A