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Roche Vantage User manual

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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
3
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.
Copyright 2020, Ventana Medical Systems, Inc.
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
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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.
/