Roche Vantage User manual

VANTAGE workflow solution

User Assistance

1019484EN Version 1.0

Software version 2.7

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

2

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

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Publication information

Edition notice This publication is intended for users of the VANTAGE

workflow solution.

Every effort is 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.

Where to find information The User Assistance contains all information about the

product, including the following:

• Routine operation

• Safety

• A software reference

• Configuration information

In addition, the User Assistance includes videos.

The User Guide focuses on routine operation and

configuration. The chapters are organized according to

the normal operation workflow.

Privacy notice

When you use User Assistance online, viewing events

(topics viewed and searches performed) and IP addresses

are logged.

The data collected is for Roche internal use only and is

never forwarded to third parties. It is anonymized, and

after one year it is automatically deleted.

Viewing events are analyzed to improve User Assistance

content and search functionality. IP addresses are used to

classify regional behavior.

!

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.

Publication

version

Software version Revision date Change description

1.0 2.7 June 2020 Initial version. Documentation for software version 2.7.

y Revision history

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

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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.

Images The screenshots and hardware images in this publication

have been added exclusively for illustration purposes.

Configurable and variable data in screenshots, such as

tests, results, or path names visible therein must not be

used for laboratory purposes.

Warranty 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.

License information System software is protected by contract law, copyright

law, and international treaties. The system contains a user

license 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 VANTAGE workflow solution 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 VANTAGE workflow solution, refer

to the electronic distribution included with this product.

Trademarks The following trademarks are acknowledged:

VENTANA, BENCHMARK, VANTAGE, VENTANA

CONNECT, VENTANA HE, and the VENTANA logo are

trademarks of Roche.

All other trademarks are the property of their respective

owners.

Feedback Every effort has been made to ensure that this publication

fulfills the intended use. All feedback on any aspect of

this publication is welcome and is considered during

updates. Contact your Roche representative, should you

have any such feedback.

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

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Contact addresses

Ventana Medical Systems Inc.

A member of the Roche Group

1910 E. Innovation Park Dr.

Tucson, AZ 85755

USA

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

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Table of contents 1

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

Table of contents

Publication information 3

Contact addresses 5

Table of contents 1

Intended use 3

Symbols and abbreviations 3

What is new in publication version 1.0 5

Safety

4 General safety information

Introduction 11

Safety classifications 12

Safety precautions 13

Warning messages 15

Caution messages 17

System Description

6 Overview of the software

About the slide labels and printers 25

List of date formats for slide labels and

cassettes 26

List of specifications 27

7 User Assistance

Accessing the User Assistance 31

About the User Assistance tabs 32

Searching the User Assistance 33

Operation

9 Basic software overview

Using the workstations 39

Viewing sample processing on the web

portal 46

Changing your password 52

10 Order management

Creating and modifying a case 55

Editing order item details 58

Canceling individual case order items 60

Canceling or deactivating an existing case 61

Reactivating an order item or canceled case 63

Printing cassettes and labels from a case in the

web portal 65

11 Grossing

Verifying cassettes 69

Printing a cassette 70

Printing tech consult labels 72

Assigning and removing special instructions 73

Assigning tissue pieces and baskets to a

cassette 75

Assigning quality issues and resolutions 77

Adding and deleting a cassette 78

12 Tissue processing

Sorting cassettes, baskets, and retorts 83

Running a retort 87

13 Embedding

Processing cassettes at Embedding 93

Assigning and removing special instructions 94

Assigning quality issues and resolutions 96

14 Microtomy

Printing slides 99

Assigning and removing special

instructions 101

Assigning quality issues and resolutions 103

Adding a slide 105

Canceling a slide 107

Reconciling an unstained slide with reflex

order 109

15 Case assembly

Assembling a case folder 113

Deleting case folders 115

Signing out case folders and slides 116

Printing a packing list 117

16 Specimen management

Assigning a quality record from the web

portal 121

Tracking specimen 122

Archiving blocks and slides 123

Reconciling blocks and slides 125

2 Table of contents

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

Configuration

18 Configuration

Changing the display language 131

Adjusting sound settings 132

Entering lab information 133

System connectivity 134

Case IDs and label types 141

Workstations 145

Configuring case overview fields 154

Managing requesting facilities and

physicians 156

Managing case order items 158

Configuring case assembly 165

Managing specimen tracking locations 168

Configuring specimen archive 170

Quality associations 173

Lab training and maintenance 179

19 Printing

Creating and modifying printers 187

Assigning web portal printers 189

Assigning individual workstation printers 190

Managing printing templates 192

Maintaining the Zebra label printer 196

20 Security

Setting up workstation security 205

Configuring account lock settings 207

Setting up users 208

21 Informatics and Reporting

Portlets 221

Reports 226

Configuring reporting parameters 228

22 Troubleshooting

Viewing support information 235

Troubleshooting software issues 236

Reconfiguring and resetting the Honeywell

barcode scanners 239

Order cancellation and update scenarios 242

Troubleshooting the Zebra printer 243

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

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Intended use

The VANTAGE workflow management system is intended

to support workflow automation within the anatomical

pathology laboratory through the following capabilities:

• Manage laboratory case information and process

order requests from the Laboratory Information

System (LIS)

• Provide new test requests to VENTANA platforms

• Generate order request and new case data without an

LIS

• Display laboratory case information to track specimen

workflow

• Print specimen identifiers and labels

• Enable reporting of workflow events and inventory

information

Symbols and abbreviations

Product names Except where the context clearly indicated otherwise, the

following product names and descriptors are used.

Symbols used in the publication

Product name Descriptor

VANTAGE workflow solution software

y Product names

Symbol Explanation

o List item.

u Related topics containing further information.

q

Tip. Extra information on correct use or useful

hints.

r Start of a task.

I Extra information within a task.

f Result of an action within a task.

c Frequency of a task.

n Duration of a task.

d Materials that are required for a task.

j Prerequisites of a task.

u Topic. Used in cross-references to topics.

p Task. Used in cross-references to tasks.

w

Figure. Used in figure titles and cross-

references to figures.

y

Table. Used in table titles and cross-references

to tables.

z

Equation. Used in cross-references to

equations.

y Symbols used in the publication

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

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Abbreviations The following abbreviations are used.

k

Code example. Used in code titles and cross-

references to codes.

Context search. Used on the context search

tab.

Search. Used on the search tab.

Table of contents. Used on the table of

contents tab.

Hardware explorer. Used on the hardware

explorer tab.

History. Used on the history tab to show

previously viewed topics.

Favorites. Used on the favorites tab and on the

content panel.

Enlarge. Button used on images.

Settings. Button used to open the settings

dialog box.

Contact. Used in the User Assistance.

Functionality currently unavailable.

Tip. Extra information on correct use or useful

hints.

Symbol Explanation

y Symbols used in the publication

Abbreviation Definition

ANSI American National Standards

Institute

ID Identifier

LIS Laboratory information system

N/A Not applicable

QA Quality administration

QC Quality control

TAT Turnaround time

VIP VENTANA Interface Point

VSS Ventana System Software

y Abbreviations

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

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What is new in publication version 1.0

The changes listed in this section describe the major

updates to the VANTAGE workflow solution User Guide

and User Assistance for VANTAGE workflow solution v2.7

(1019484EN and 1019484UAEN).

New functionality This is a list of the new functionality documented in this

guide.

• Redesign of portlets, case history, and search

functions

• Block tissue subtype assignment to items

• Display of daily progress bars and grossing

descriptions

• Printer configuration for all workstations

• Printing template configuration

• Printer specifications, maintenance, and

troubleshooting for the Zebra printer

New topics This lists the topics that are new in this guide.

u Viewing and customizing portlets (47)

u Editing individual portlets (222)

u Exporting portlets (224)

u Searching for cases (49)

u Viewing case details (50)

u Creating and modifying block tissue subtypes (159)

u Configuring daily progress reset (228)

u List of date formats for slide labels and cassettes (26)

u Creating and modifying printers (187)

u Assigning web portal printers (189)

u Assigning individual workstation printers (190)

u Managing printing templates (192)

u Maintaining the Zebra label printer (196)

u Troubleshooting the Zebra printer (243)

User Assistance The VANTAGE workflow solution user guide is available

in portable document format (PDF) and an interactive

help system (User Assistance). The User Assistance

contains unique features that are not included in the PDF.

These features include videos.

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

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Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

Safety

4 General safety information.....................................................................................9

4 General safety information

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

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Table of contents

General safety information 4

In this chapter

4

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Safety classifications . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Safety precautions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Operator qualification . . . . . . . . . . . . . . . . . . . . . . . 13

Installation and deinstallation . . . . . . . . . . . . . . . . . 13

Operating conditions . . . . . . . . . . . . . . . . . . . . . . . . 14

Safe and proper use of the system . . . . . . . . . . . . 14

Warning messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Electrical safety. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Incorrect results . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Laser beam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Caution messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Software and data security . . . . . . . . . . . . . . . . . . . 17

4 General safety information

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

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Table of contents

4 General safety information

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

Introduction 11

Introduction

!

General attention

To avoid serious or fatal injury, read the safety information

thoroughly before you use the instrument.

r Pay particular attention to all safety precautions.

r Always follow the instructions in this publication.

r Do not use the instrument in a way that is not

described in this publication.

All safety-related regulations, local codes, and

instructions that appear in this document or on

equipment must be observed. To ensure personal safety

and to prevent damage to the instrument or equipment

connected to it, observe the safety information. If

equipment is used in a manner not specified by the

manufacturer, the protection provided by the equipment

may be impaired.

4 General safety information

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

12 Safety classifications

Safety classifications

The safety precautions and important user notes are

classified according to the ANSI Z535.6-2011 standard.

Familiarize yourself with the following meanings and

icons:

!

Safety alert

r The safety alert symbol is used to alert you to potential

physical injury hazards. Obey all safety messages that

follow this symbol to avoid possible damage to the

system, injury, or death.

These symbols and signal words are used for specific

hazards:

WARNING

!

Warning…

r …indicates a hazardous situation that, if not avoided,

could result in death or serious injury.

CAUTION

!

Caution…

r …indicates a hazardous situation that, 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.

4 General safety information

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

Safety precautions 13

Safety precautions

In this section

Operator qualification (13)

Installation and deinstallation (13)

Operating conditions (14)

Safe and proper use of the system (14)

Operator qualification

Insufficient knowledge and skills As an operator, ensure that you know the relevant safety

precaution guidelines and standards and the information

and procedures contained in these instructions.

r Do not carry out operation and maintenance unless

Roche Diagnostics has trained you to do so.

r Leave maintenance, installation, or service that is not

described to trained Roche Service representatives.

r Carefully follow the procedures specified in the

instructions for operation and maintenance.

r Follow standard laboratory practices, especially when

you work with biohazardous material.

Installation and deinstallation

Errors in installation Only trained Roche Service representatives may install

the system.

r Leave installation that is not described to trained

Roche Service representatives.

4 General safety information

Roche Diagnostics

VANTAGE workflow solution · Software version 2.7 · User Assistance · 1019484EN Version 1.0

14 Safety precautions

Operating conditions

Power interruption When using with other associated equipment, power

failure or momentary drop in voltage may damage the

system or lead to data loss.

r Operate only with an uninterruptible power supply

(UPS).

r Ensure regular maintenance of the UPS.

r Do not switch off power while the control unit

accesses the hard disk or storage device.

Safe and proper use of the system

Missing personal protective equipment When using with other associated equipment, working

without personal protective equipment means danger to

life or health.

r Wear appropriate personal protective equipment,

including, but not limited to, the following items:

o Eye protection with side shields

o Fluid-resistant laboratory coat

o Approved lab gloves

o Face shield if there is a chance of splashing or

splattering

Fatigue due to long hours of operation Looking at the monitor over an extended time may lead to

eye strain or body fatigue.

r Take a break to relax, in accordance with your local

regulations.

Non-approved parts Use of non-approved parts or devices may result in

malfunction of the system and may render the warranty

null and void.

r Use only parts and devices approved by Roche

Diagnostics.

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Roche Vantage User manual

Roche Vantage User manual

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