Roche cobas IT 1000 User manual

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cobas IT 1000 application
User Manual
Version 4.7
Software version 2.07.00
cobas IT 1000 application
Roche Diagnostics
2 User Manual · Version 4.7
Revision history
Manual version Software version Revision dates Main change
1.0 1.0 June 2004 Software update
2.0 1.05 June 2005 Software update
2.1 1.06 November 2005 Software update.
Alarm definitions
added.
2.2 1.07 February 2006 Software update
2.3 1.07.01 August 2006 Software update,
corrections
2.4 1.07.02 October 2006 Software update,
corrections
2.5 1.07.03 April 2007 Software update,
corrections
2.6 1.07.03_01 June 2007 Corrections
2.7 1.07.04 August 2007 Software update
2.8 1.07.05 November 2007 Software and manual
updates
2.9 1.08 February 2008 Software and manual
updates
3.0 1.09 May 2008 Software and manual
updates
3.1 1.09.01 October 2008 Software and manual
updates
3.2 1.09.02 December 2008 Software and manual
updates
3.3 1.10 March 2009 Software and manual
updates
3.4 1.11 June 2009 Software and manual
updates
3.5 1.12 November 2009 Software and manual
updates
3.6 1.13 February 2010 Software and manual
updates
3.7 1.14 June 2010 Software and manual
updates
3.8 1.14.00.02 October 2010 Software and manual
updates
3.9 2.0 June 2011 Software and manual
updates
4.0 2.00.01 April 2012 Software and manual
updates
4.1 2.01.00 March 2013 Software and manual
updates
4.2 2.02.00 November 2013 Software and manual
updates
4.3 2.03.00 June 2014 Software and manual
updates
Table 1 Revision history
Roche Diagnostics
User Manual · Version 4.7 3
cobas IT 1000 application
Editor’s note This manual is for users of the cobas IT 1000 application.
Every effort has been made to ensure that all the information contained in this
publication is correct at the time of publishing. However, the manufacturer of this
product may need to update the publication information as output of product
surveillance activities, leading to a new version of this publication.
Software updates are done by Roche Service representatives.
Intended use The cobas IT 1000 application is a data management software system for managing
professional Point of Care testing. It collects test results and associated data and
evaluates the data based on user-configurable criteria. The system automatically
receives data from POC devices and delivers this data to a server application that can
be accessed via a thin client via the hospital’s network for review by professional
personnel.
The professional personnel can review data coming from multiple devices, auditing
that appropriate quality controls have been run, detect duplicate analyses and
perform other data management functions.
Not in scope of intended use This product is not intended for the diagnosis, screening, monitoring or treatment of
patients.
Features and Functionalities The main functions are:
o Receiving electronically: patient test results, quality control results, instrument
messages and instrument maintenance events
o Receiving manually: quality control results and comments
o Storing patient test results, quality control results, instrument messages and
instrument maintenance events
o Managing users & certifications
o Sending patient test results and quality control results to customer IT systems
(HIS&LIS)
o Assessment of patient and quality control results to support compliance with the
customer’s quality environment
o Configuring the workflow of connected instruments
o Reporting
o Support for cobas® infinity POC mobile, access granted through connection to
cobas® infinity POC mobile adapter. cobas® infinity POC Mobile is an App that
uses already existing cobas IT 1000 application data and displays it on a mobile
device, information displayed covers: POC devices, operators and certifications.
Before using the system, it is important to read this manual thoroughly.
4.4 2.04.00 December 2014 Software and manual
updates
4.5 2.05.00 June 2015 Software and manual
updates
4.6 2.06.00 November 2015 Software and manual
updates
4.7 2.07.00 June 2016 Software and manual
updates
Manual version Software version Revision dates Main change
Table 1 Revision history
cobas IT 1000 application
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4 User Manual · Version 4.7
Intended users
User roles, profiles and access
rights
User access rights to the application are governed by means of user profiles.
User access rights to instrument types are governed by means of certification.
CAUTION
General attention
To avoid incorrect results, ensure that you are familiar with the instructions and safety
information.
r Pay particular attention to all safety notices.
r Always follow the instructions in this publication.
r Do not use the software in a way that is not described in this publication.
r Store all publications in a safe and easily retrievable place.
Training Do not carry out operation tasks or maintenance actions unless you have received
training from Roche Diagnostics. Leave tasks that are not described in the user
documentation to trained Roche Service representatives.
User group Description of use
(1)
(1) include potential system interfaces
Nurses/Nurse Educator Manual entry of quality control results
Entry of test material data (lot no., expiry date)
Retrospective assessment of results to support compliance with
thecustomer’s quality environment
View information generated by cobas IT 1000 application on
cobas infinity POC mobile
POC Coordinator Retrospective assessment of results to support compliance with
thecustomer’s quality environment
Entry of test material data (lot no., expiry date)
Adaptation of the configuration of cobas IT 1000 application
Configuration of connected instruments
View information generated by cobas IT 1000 application on
ccobas® infinity POC mobile
IT Manager WLAN device configuration security type EAP
EAP Settings management (EAP settings and EAP
settingsassignment).
WLAN device configuration security type EAP
Table 2 Users
User role Description of use
User Person who physically interacts with the software and/or the
instrument.
A user is assigned to one or several locations.
User profile: Operator The user profile “Operator” is used for individuals who do not
have access to the application but who physically interact with the
instrument.
An operator is assigned to one or several locations.
An operator is required to be certified for each of the instrument
types used.
Table 3 User roles
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User Manual · Version 4.7 5
cobas IT 1000 application
Screenshots The screenshots in this publication have been added exclusively for the purpose of
illustration. Configurable and variable data such as patient demographics,
parameters, results, path names etc. visible therein is fictitious and must not be used
for laboratory purposes.
War ranty Any customer modification to the system renders the warranty or service agreement
null and void.
For conditions of warranty, contact your local sales representative or refer to your
warranty contract partner.
Always leave software updates to a Roche Service representative, or perform such
updates with their assistance.
Copyright © 2007-2016 F. Hoffmann-La Roche Ltd. All rights reserved.
License information The cobas IT 1000 application software is protected by contract law, copyright law,
and international treaties. The cobas IT 1000 application contains a user license
between F. Hoffmann-La Roche Ltd. and a license holder, and only authorized users
may access the software and use it. Unauthorized use and distribution may result in
civil and criminal penalties.
Open Source and Commercial
Software
The cobas IT 1000 application may include components or modules of commercial
or open-source software. For further information on the intellectual property and
other warnings, as well as licenses pertaining to the software programs included in
the cobas IT 1000 application, refer to the electronic distribution included with this
product.
This open source and commercial software and the cobas IT 1000 application as a
whole can constitute a device regulated in accordance with applicable law. For more
detailed information, refer to the user manual and labeling.
Please note that the respective authorization is no longer valid according to the
corresponding legislation should any unauthorized changes be made to the cobas IT
1000 application.
Trademarks Recognized trademarks:
o ROCHE, ROCHE OMNI, ACCU-CHEK, ACCU-CHEK INFORM, ROCHE
CARDIAC, COBAS B, COBAS, COAGUCHEK and LIFE NEEDS ANSWERS are
trademarks of Roche.
o Roche and the Roche symbol are registered trademarks of the Roche group.
o All other trademarks are trademarks of their owners.
Feedback Every effort has been made to ensure that this guide fulfills its intended use. All
feedback on any aspect of this guide is welcome and will be considered during
updates. Please contact your Roche representative, should you have any such
feedback.
cobas IT 1000 application
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6 User Manual · Version 4.7
Disclaimer This manual and the cobas IT 1000 application may contain information and
references to products that may not be available in your country or sold by Roche
Diagnostics. This manual makes no claims regarding the use or performance of those
products. Selected 3
rd
party products are available for use with the cobas IT 1000
application.
The complete list of Roche Diagnostics and 3
rd
party products available for use with
the cobas IT 1000 application in the US can be found at
http://usdiagnostics.roche.com/cobasITdevices.
Other Roche Diagnostics or 3
rd
party products listed within the software or manuals
which are not listed at http://usdiagnostics.roche.com/cobasITdevices are not
available for use with the cobas IT 1000 application in the US.
Contact addresses
Manufacturer
US Distribution
What is new in publication version 4.4
Safety information Safety information regarding WLAN communication were added.
u For details, see System safety information (p. 17).
Predefined user profiles New predefined user profiles were added to cobas IT 1000 application.
u For details, see User Profiles (p. 146).
EAP security It is possible to configure EAP security for WLAN communication between
instruments and cobas IT 1000 application.
u For details, see Device Configuration (p. 251), EAP Settings (p. 256), and EAP Settings
Assignment (p. 265).
q
WLAN communication using EAP security is not available for all instruments.
Manual result entry The manual entry of patient test results has been deleted.
u See Results & Patients (p. 355).
Roche Diagnostics GmbH
Sandhofer Strasse 116
68305 Mannheim
Germany
Made in Switzerland
Roche Diagnostics
9115 Hague Road
PO Box 50457
Indianapolis, IN 46250-0457
USA
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User Manual · Version 4.7 7
cobas IT 1000 application
Content of reports For the 2008 Monthly Report and the User Statistics report, additional information
were added about the content of the reports.
u
For details, see 2008 Monthly Report (p. 408) and User Statistics (p. 419).
The description of the report fields of the User Certification History report was
added.
u For details, see User Certification History (p. 418).
What is new in publication version 4.5
Versions of Silverlight and
Internet Explorer on client
Higher version of Silverlight is needed, either in 32 bit or 64 bit version. Required
version of Internet Explorer added.
u System requirements (p. 25).
Warnings applicable to user access
rights
Only warnings applicable to the corresponding user profile and privileges can be
assigned to a user.
u Warnings Configuration (p. 51)
u Defining warnings for other users (p. 158).
Recently expired certification
timeframe (Days)
The default value of the Recently expired certification timeframe (Days) parameter
was changed to 60.
u Recently expired certification timeframe (Days) (p. 72)
New patient alarms Two new patient alarms were added:
o PD: Patient discharged
o PN: Patient not admitted
u Patient alarms (system alarms) (p. 101).
Operator lists for instruments Operators with certifications in status (long-time) expired are not downloaded to the
respective connected instruments requiring operator lists.
u Certification Tasks (p. 164)
u Certification concept (p. 173)
u User Certifications (p. 191).
q
Operator lists are not available for all instruments.
Certification Tasks screen Information about required exams was added to the Certification Tasks screen. The
Reset academy counter button was renamed to Reset Exam Attempts button and is
now always enabled for exam tasks, even if cobas academy is not installed.
u Certification Tasks (p. 164).
Import of exam results to cobas IT
1000 application
Training courses in a 3
rd
party learning management system (LMS) can be set as
certification tasks in cobas IT 1000 application. Exam results of such training courses
can be imported to cobas IT 1000 application.
u Importing exam results from a 3rd party learning management system (LMS) (p. 167)
u Certification details (p. 174).
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8 User Manual · Version 4.7
Manual entry of test lots The manual entry of test lots for instruments using code key information has been
removed.
u Adding a new lot (p. 219).
Data display on Instruments
> Status screen
o The default filtering of the Event column on the Status screen was changed and
depends on the way the screen is accessed.
o The user name in the format “Last Name, First Name” is displayed as tooltip for
entries in the User Name column.
u Status (p. 233).
Field definitions for Result
Management screen (QC RiliBÄK)
The field definitions of the Detail area of the Result Management screen (QC
RiliBÄK) were added.
u Result Management (p. 321).
POCT Monthly Feedback report This report includes statistical information about QC results only if the control
material and lot remained unchanged during the reported calendar month.
u POCT Monthly Feedback (p. 416).
What is new in publication version 4.6
Intended use The intended use section has been updated.
u Intended use (p. 3)
u Features and Functionalities (p. 3)
u Intended users (p. 4)
Login after Silverlight installation The Manual describes how to start cobas IT 1000 application after installing
Silverlight.
u Initial steps (p. 29).
Filtering criteria The Manual describes the filtering function in the List area.
u Filtering (p. 40).
LMS exam results imports The manual explains how to avoid failed LMS exam results imports.
u Correcting failed imports of exam results (p. 169).
Printing Levey-Jennings charts The description of how to print Levey-Jennings charts has been extended.
u Printing Levey-Jennings charts (p. 302).
Result validation The manual describes the multi-select functionality in the Result validation screen.
u (p. 369).
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cobas IT 1000 application
What is new in publication version 4.7
Update front matter The front matter has been updated.
u Copyright (p. 5)
u License information (p. 5)
u War ranty (p. 5)
u Open Source and Commercial Software (p. 5)
Online help The section on now to access the Online help has been revised.
u Online help (p. 14)
Safety information The system safety information has been revised and updated.
u System safety information (p. 17)
Login in with Network ID The manual describes how to log in with the Network ID.
u To login to the cobas IT 1000 application (p. 30)
https The manual explains how to log in when https is enabled.
u To login to the cobas IT 1000 application (p. 30)
Supported characters The supported characters for patient ID and visit ID have been extended.
u Business rules (p. 34)
Instrument alarms The user is instructed not to edit alarm texts.
u Instrument Alarm Definition (p. 95)
New alarms A new user alarm (OII), and a new patient alarm (PII) have been added.
u User alarms (system alarms) (p. 100)
u Patient alarms (system alarms) (p. 101)
HIS Locations The manual describes when a manually entered description of a HIS Location is
overwritten.
u Description of HIS Location (p. 143)
LDAP and Network ID New information about the use of LDAP and the Network ID has been added.
u User Management (p. 154)
u Importing user information (p. 204)
Patient ID mapping A new safety message about changing patient ID mapping has been added.
u Device Configuration (p. 251)
Levey-Jennings Review by Lot The manual explains how assigning an instrument affects the counting of results in
the Result management screen, but not in the Levey-Jennings Review by Lot screen.
u Levey-Jennings Review by Lot screen (p. 303)
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Effective QC range The manual explains how the lower and upper range limits of the QC range are
calculated.
u Calculation of lower and upper range limits (p. 353)
Results with invalid characters The manual notifies the user about the potential consequences of accepting results
containing invalid characters in the user ID and/or patient ID.
u Sample Validation (p. 358)
Invalid patient ID/visit ID A new safety message about the manual entry of Patient ID/Visit ID has been added.
u Single Patient Edit (p. 365)
LmsId Reference Field If the LmsId Reference Field is enabled, cobas IT 1000 application now identifies the
user solely by the Comment, Email, or User ID.
u Formatting for the LMS input file (p. 425)
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cobas IT 1000 application
Table of contents
Revision history 2
Contact addresses 6
What is new in publication version 4.4 6
What is new in publication version 4.5 7
What is new in publication version 4.6 8
What is new in publication version 4.7 9
Table of contents 11
Conventions used in this manual 13
This document 13
Online help 14
Safety classifications 16
System safety information 17
Maintenance 18
Laboratory workflows 19
Third-party software 19
Understanding
cobas IT 1000 application
1 Software Overview
System requirements 25
Browser settings 27
Security concept 28
Initial steps 29
2 User Interface
Application screen overview 37
Software basics 43
Using cobas IT 1000 application
3 My Settings
Language 49
Warnings Configuration 51
Personalizations 56
4 System
General Settings 63
Demographic Definition 89
Demographic Assignment 91
Patient Demographic Assignment 93
Instrument Alarm Definition 95
Instrument Alarm Assignment 105
System Alarm Assignment 107
Comment Definition 109
Sample Type Definition 111
Tube Definition 113
Test Definition 115
Test Group Definition 122
Message Broker Monitor 127
5 Organization
Organization module components 131
Sites 132
Locations 137
HIS Locations 142
Workgroup Definition 144
User Profiles 146
User Management 154
Certification Tasks 164
Certification 171
Competencies 195
Notification Templates 197
HIS Location Import 201
User Import 203
6 Materials
Material Definition 209
Lot Management 212
7 Instruments
Status 233
Maintenance 240
Configuration 244
EAP Settings 256
EAP Settings Assignment 265
Instrument Assignment 268
Maintenance Definition 277
Comment Assignment 280
Off-Line Instruments 283
8 Quality Control
Quality Control module 287
Result Management 289
Levey-Jennings Chart 295
Cumulative Chart 298
Levey-Jennings Review 300
Levey-Jennings Review by Lot 303
Linearity Review 305
Multirules 308
Manual Result Entry 311
QC Test Mapping 313
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cobas IT 1000 application
9 Quality Control (RiliBÄK)
Quality Control (RiliBÄK) module 319
Result Management 321
Levey-Jennings Chart 328
Cumulative Chart 330
Levey-Jennings Review 332
Manual Result Entry 335
RiliBÄK Test Assignment 337
Result Alarm Monitor 340
QC Test Mapping 344
RMSE Alarm Monitor 347
Effective QC Range Review 351
10 Results & Patients
Results & Patients module 357
Sample Validation 358
Patient Query 360
Single Patient Edit 365
Result Validation 369
Result Query 380
11 Reports
Report Generation 385
Report Log 388
Types of Reports 390
Appendix
12 Formats for exam results input files
Configurable formats 425
13 Glossary
Index
Index 433
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cobas IT 1000 application
Conventions used in this manual
Within step by step procedures, we have included screen captures from the
application to provide you with graphical representations of where and how to
perform tasks.
The following symbols and conventions are used in this manual.
Symbols The following symbols may be used to draw your attention to important information:
q
o Keep this manual in a place where it will not be damaged.
o Ensure that this document is available at all times.
This document
This document serves three purposes:
o It provides descriptions of the cobas IT 1000 application user interface elements.
o It provides step by step procedures to perform routine tasks.
o It provides information regarding various aspects of the cobas IT 1000
application.
The document consists of two main parts and an appendix.
o Understanding cobas IT 1000 application (p. 21).
An overview of the cobas IT 1000 application, a description of the user interface
and a description of the warnings and error messages.
o Using cobas IT 1000 application (p. 45).
Instructions on using the various software modules.
o Glossary (p. 427).
The list of used terms and their definitions
To help you find the information you are looking for, there is a table of contents at
the beginning of each chapter, as well as at the beginning of the manual.
This same document is used to produce the help, in addition to the printable User
Manual.
Symbol Meaning
u Cross-reference
p Procedure start
s Procedure end
o List item
q Tip
Safety alert
Table 4 Information symbols
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14 User Manual · Version 4.7
RiliBÄK Installation of
cobas IT 1000 application for
Germany only
In Germany only, the RiliBÄK quality rules apply. To reflect this, a special RiliBÄK
installation of cobas IT 1000 application is available for Germany only. Therefore, all
RiliBÄK related content in this User Manual is taken from this RiliBÄK installation,
is applicable for Germany only and does not show in the standard installation.
Online help
The Online help provides quick access to help information on screen.
Context-sensitive help You can find specific information relevant to the currently active window by pressing
<F1> on the keyboard.
System help You can open the Online help on the first page and search for information about
cobas IT 1000 application.
Figure 1 Online help window
A Navigation area B Main area
A
B
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cobas IT 1000 application
Navigation area At the top, the Navigation area contains 3 buttons supporting different search
strategies as explained in the table below.
Main area The content of the Online help is shown on the right. Links to related topics are
highlighted by underlined blue text.
q
Only the English language pack is installed by default. To use context-sensitive help with a
different language, install the respective language pack. For more information on language
packs, contact Roche Service.
Accessing Online help
Online help provides context-sensitive help and system help to search for
information about cobas IT 1000 application.
p To access system help
1
Click the button in the Global area.
2
From the drop-down list, choose the System Help option.
The first page of the Online help opens.
Figure 2 Online help title page
s
p To acces context-sensitive help
1
Open the window in cobas IT 1000 application for which you desire more
information.
2
Press <F1> on the keyboard to open the context-sensitive help.
Alternatively, click the button in the Global area and choose the Help option
in the drop-down list.
s
Button Description
Contents Table of content of the Online help opens
Index Search for topics based on a list of keywords
Search Full-text search within the Online help
Table 5 Search options
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16 User Manual · Version 4.7
Safety classifications
The following safety information applies to the system and is listed in accordance
with ANSI Z535.6. The Danger safety classification to indicate a situation that will
result in injury or death is not applicable to this system and is therefore not listed.
Safety alert symbol
r The safety alert symbol alone promotes awareness to hazards that are generic or direct
the reader to safety information provided elsewhere in the document.
These symbols and signal words are used for specific hazards:
WARNING
Warning
r Indicates a hazardous situation which, if not avoided, could result in death or serious
injury.
CAUTION
Caution
r Indicates a hazardous situation which, if not avoided, could result in minor or moderate
injury.
NOTICE
Notice
r Indicates a hazardous situation which, if not avoided, may result in damage to the
system.
Important information that is not safety relevant is indicated with the following icon:
q
Tip
Indicates additional information on correct use or useful tips.
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cobas IT 1000 application
System safety information
Failure to observe the following safety information may result in incorrect results,
data corruption, and data losses.
CAUTION
Malicious software or unauthorized access can result in data loss or solution
unavailability.
To avoid infection by malicious software or the unauthorized access and misuse of the
solution, the following recommendations are essential:
r Do not install and/or execute unapproved software on the cobas IT 1000 server.
r It is the customer’s responsibility to ensure that other computers and services on the
network (for example, the LIS, archiving share, backup share, or service) are properly
secured and protected against malicious software and unauthorized access.
r Customers are responsible for the security of their local area network, especially in
protecting it against malicious software and attacks. This protection might include
measures, such as a firewall, to separate the server from uncontrolled networks as well
as measures that ensure that the connected network is free of malicious code.
r Make sure that access and queries to the database are properly secured and protected
against unauthorized access.
r Make sure that system backup and archive files are protected from any unauthorized
access and disaster, this includes: remote storage location; disaster recovery sites;
secure transfer of backup files.
r Prevent credential theft.
o Use strong passwords.
o Do not share passwords.
o Do not write passwords down.
o Do not use the same credentials on multiple instruments.
CAUTION
Unauthorized access to the system
Unauthorized physical access to the system and attached IT infrastructure can
compromise the integrity and confidentiality of private data stored on the cobas IT 1000
server or on related removable media.
r Restrict physical access to the system to authorized persons.
r Physically protect the server running the application.
r Store related removable media in a safe place.
r Make sure that all device components maintaining private data are physically secure
(i.e. require a physical key to be accessed or removed).
r Implement security and authentication measures for removable media (i.e. USB drives,
CD-Rom/DVD, tapes, etc.).
CAUTION
Unauthorized access to the system configuration
Unauthorized access to the system configuration (administration interface, configuration
store, query packages) can lead to system failure, corrupted data, and unauthorized
disclosure of protected health information.
r Make sure that the system configuration in properly secured and protected against
unauthorized access.
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CAUTION
Sensitive data - data tampering in transmission
Unprotected Wi-Fi connections between instruments and the cobas IT 1000 application
can lead to unauthorized data access and tampering.
r Make sure that your Wi-Fi connections are properly secured.
o If supported, use EAP security for Wi-Fi connections.
CAUTION
Data loss and disaster recovery
Unexpected disasters, such as hard disk failures, system software failures or natural
disasters such as fires or floods can occur.
r The Customers IT department must assemble a disaster recovery kit to protect the
entire system.
r Ensure that backups are made regularly (ideally ever day) and stored securely.
NOTICE
Data transmission is not secured
Unsecured communication can compromise the integrity and confidentiality of the
transmitted data. It is the customer's responsibility to ensure that the network
infrastructure provides appropriate protection for the transmitted data.
r Such protection can be achieved by system level tunneling protocols or other means of
network encryption.
NOTICE
Data is not encrypted
Data in the database is not encrypted. It is the customer's responsibility to ensure that
access to the data storage and backup files is permitted only to authorized entities.
Maintenance
Failure to observe the following safety information may result in incorrect results,
data corruption, and data losses.
CAUTION
Data loss or damage to the system due to power failure
r Ensure regular maintenance of the uninterruptible power supply.
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cobas IT 1000 application
Laboratory workflows
Failure to observe the following safety information may result in incorrect results,
data corruption, and data losses.
WARNING
Incorrect results due to expired calibration and quality controls
r Perform regular quality controls and calibrations.
WARNING
Incorrect results due to incorrect entry
r Ensure that manually entered data is correct.
CAUTION
Incorrect results due to incomplete patient data
Patient results can only be correctly validated if all of the required patient data is stored in
the system.
r In case of incomplete transmission of patient data through the Hospital Information
System, tests may have to be repeated.
CAUTION
Unreliable validation due to unauthorized changes to the validation settings
r The manufacturer is not liable for any consequences whatsoever resulting from
subsequent, unauthorized modifications to accepted validation settings included in the
system upon customer request.
Third-party software
Failure to observe the following safety information may result in incorrect results,
data corruption, and data losses.
CAUTION
Malfunctions and incorrect results due to third-party software
The installation of any third-party software that has not been approved by Roche
Diagnostics International Ltd may lead to malfunctions.
r Do not install any unapproved software.
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