Automation of Donor Eligibility Check and Data Entry at the Collection Site

Cost savings average $6.00 per donation

• Eliminate administrative audits and donor callbacks for incomplete data
• Reduce blood unit disposal for incomplete data or ineligible donors
• Paperwork is reduced, staff productivity is improved, and donation time is shorter
• Eliminate manual data entry by uploading Blood Donor Record Form data to the BECS
• Confidential cost/benefits evaluations are encouraged

Quality

• Potential donor identification and eligibility errors are identified before the donation
• All data is captured at the Collection Site at the time of donation
• Potential screening errors are identified as they occur, before the donor leaves
• Errors are reduced by bar code scanning, process control, and prompted data entry
• Reduced errors due to electronic interfaces

Accuracy

• System is fully configurable by each Blood Center
• Donor demographic, deferral, and eligibility by product data is received from the BCDMS
• Help screens, medication tables, and other reference data are easily viewed and selected
• Donor and blood unit are linked electronically through the use of bar coding and scanning
• The Blood Donor Record Form, printed by Donor-ID™, remains as the physical control document.
• All data entered is retained in the database with staff ID, time and date

Other Benefits

• Paperless options
• Staff training time is reduced and staff retention is improved
• Reliability of donor responses is improved
• Donors and sponsors are more likely to repeat
• Management Reports are available at the Collection Site and at the Central Site
• All data is available for query in the History Database
• Manufacturing interface is faster, more accurate, and simplified
• Use of iCASI reduces donor time at the drive

Donor-ID^TM technology is web based supporting fixed and mobile collection sites from a central site PC server farm eliminating the need to distribute software and donor data to collection sites. Remote mobile collection sites are supported by deploying a PC web server.

Donor-ID^TM requires a front-end interface to the blood centers data management system (BCDMS) for the data listed below. Numerous interfaces currently exist.

• Donor eligibility by product
• Donor deferrals
• Donor demographics
• Historical donor comments - optional
• Special Process Codes - optional

Drive Set-up allows the collection site staff to enter data important to the collection day including collection site, blood center staff, bag and supply lot numbers, equipment QC (see QC), and temporary staff passwords.

Donor Self-Check-In allows the donor to log in immediately upon arrival to the collection, enter appointment time (if applicable), and enter the queue. A monitor feature included in this module allows the donor's progress to be tracked throughout their visit.

Identify Donor is used by the collection staff to enter donor data as configured by the blood center to access the donor record.

Donor Registration is used by the collection staff to enter or update donor demographic data as configured by the blood center.

Donor Eligibility allows the collection staff to select a donor and a procedure type for this donation and to verify that the donor is eligible.

Health History presents the questions, as configured by the blood center, to the collection staff to capture the donor responses, select deferrals and other items from the blood center configured reference tables, add staff comments, and determine donor suitability. If the donor elected one of the CASI (Computer Assisted Self-Interview) options, Health History reviews the donor responses and prompts the staff to do all follow-ups, as required.

CASI allows the donor to read and respond to the health history questions in privacy.

iCASI allows the donor to read and respond to the health history questions in privacy via the internet on the collection day prior to arrival at the collection site.

iCASI Mobile allows the donor to read and respond to the health history questions in privacy via a Mobile App or the Mobile Optimized Website on the collection day prior to arrival at the collection site.

Physical Exam captures all of the data and verifies that the data falls into acceptable ranges as configured by the blood center. All data is presented to the staff to determine the donor suitability. Multiple PE device interfaces are also available.

Post Screening can be configured by the blood center to print the donor record form and other donor documents, to capture donor signature manually or electronically, and to enter additional data such as blood assurance.

Paperless Donor-ID™ can be configured by the blood center to store forms and documents digitally.

Donor-ID™ offers a back-end interface to the blood centers data management system (BCDMS) for all of the donor data.

History Database is a data warehouse of all the donor data captured by Donor-ID™ including collection staff and time/date stamps for every significant data element.

Healthcare-ID is committed to continued development of new features and modules for collection site automation. Contact us fro additional information or a demostration.

The Donor Self Check-In module standardizes and manages the donor check-in process, mininimizing the time required for staff to handle this procedure.

Donors

• Greeted by a configurable Welcome page
• Check in by scanning a donor number, driver's license or military ID or by manually entering name and birth date
• Manage scheduled appointment or create a 'stand-by'
• Monitor the donor queue on a donor-facing monitor
• View configured messages/information

Employees

• Blood Center employees can view donor queues with appointment time, wait time, product type, donor status and other configurable information
• Automation reduces time required by staff for check-in procedure

Configuration

• Interfaces with Blood Center’s appointment system
• Define acceptable early or late appointment windows

The iCASI module allows donors to complete the Health History Questionnaire electronically, on the day of donation, in private, prior to arriving at the collection site, from anywhere that internet access is available

• iCASI Mobile can be completed on a mobile device using the iCASI App or the Mobile Optimized Website
• Donors bring an iCASI “boarding pass” to the blood center, and responses are uploaded to the health history screening module via barcode scans.
• The option exists for donors to hear the question text as it is displayed on the screen.
• Donors have the ability to review, change, and skip responses as needed.
• All changes, unanswered questions, and warning responses are tracked by the system and require follow up by the Screener.
• Donors have the option of printing out a hard copy of the iCASI “boarding pass” after questions are answered, or of having it emailed to them as an attached pdf file that can be scanned directly from their smart phone at the blood center.
• The use of iCASI results in increased donor satisfaction from less time spent at the blood center.
• iCASI achieved an adoption rate of over 33% by donors in its first year of implementation at one blood center.

Cost Savings

• Reduced time at the collection center for donors
• Less employee time spent on donor Health History Questionnaires at the collection center

Inventory Managment allows Blood Centers to easily track all supplies and equipment in a centralized location, providing a record of Quality Control (QC) testing. The centralized data interfaces with QC data available at the drive, streamlining the on-site QC process.

Centralized Equipment and Supply Management

• Configurable Dashboard views of assets with multiple search filters
• Customizable test plans for each asset or asset category
• Past due testing indicator for assets and warning for impending tests
• Inventory reports can be generated and sent to individuals or groups on a recurring schedule
• Transfer of asset status from Equipment and Supply Management to Quality Control module at the drive
• Upload documents related to an asset
• Unique user roles to restrict/allow access to various functions
• Complete Audit Trail of all activity for each asset
• Equipment can be tracked for periodic QC, repair, and vendor qualification
• Track lot numbers and expiration dates for supplies

ESM at the drive

• Asset data from IM streamlines the QC process at the drive, minimizing potential for errors reducing the time needed for employees to perform QC
• Drive QC data uploaded to IM, eliminating manual processes for reporting equipment failure

Automate and record Quality Control procedures.

QC at the Collection Site takes the User through a defined path:

• Identifying the asset to be evaluated
• Identifying calibrators used (if needed)
• Documenting test results
• Entering comments (if needed)
• Indicating out of range results
• Entering corrective actions taken and re-test results (if allowable)
• Documentation of assets taken out of service

QC at the Collection Site also provides a real-time display of the testing process:

• Identity of calibrators used in testing specific equipment
• Test results
• Comments
• Re-test reasons and results
• Removal of unsatisfactory equipment or supplies from service

Cost Savings

• Eliminate discarded units caused by QC related issues
• Eliminate quarantined units caused by QC related issues
• Improve device management
• Standardize and simplify the procedure

Automation and control of the phlebotomy process.

Blood bags and test tubes are scanned linking them to the specific donor

All Phlebotomy data is captured wirelessly

• BUI - all bags and tubes can be scanned
• Start Time
• Complete Time
• Vital Signs, as appropriate
• Phlebotomist(s) for the veni-puncture and the removal by arm
• Completion Code
• Volume
• Reaction Code

Labels can be created after the draw with bar coded ID's, phlebotomy start and stop times, and phlebotomist ID along with blood bag and specimen tube ID's

• Blood Donor Record Form as a permanent record
• Blood Bag as an interface to manufacturing
• Scans of bar codes on tubes, products and BDRF assure accuracy of placement on the related items

Cost Savings

• Eliminate blood disposal for inaccurate draw data
• Link collection hardware to blood and donor
• Capture start and completion times
• Calculate draw duration
• Improve the timing and accuracy of data for manufacturing
• Numerous Phlebotomy device interfaces exist, helping to eliminate manual procedure record errors

Blood In-Transit - Data

• As blood is selected for transport from the collection site to the manufacturing facility, all of the donor data collected by Donor-ID™ is available to go with the blood. This allows the manufacturing system to be updated as the blood begins to be processed

Blood In-Transit - Manifest

• As blood is selected for transport from the collection site to the manufacturing facility, the transporting container is scanned along with all of the blood products placed into the container for a positive record. A hard copy manifest can be printed.

Cost Savings

• Improve the timing and accuracy of data for manufacturing
• Allow manufacturing to begin when the blood arrives

Donor Survey - pre-donation

• Blood Center configurable questions by day
• Flexibility to turn on/off by drive
• Donor responses prior to the donation
• Data available for donor recruiting
• Data available for research

Donor Survey - post-donation

• Blood Center configurable questions by day
• Flexibility to turn on/off by drive
• Donor responses after the donation in the canteen
• Donor responses via the Internet after the donation
• All donor responses tied to the blood donation record
• Data available for donor recruiting
• Data available for staff performance
• Data available for donor follow-up
• Data available for research

Cost Savings/Revenue Increases

• Increase repeat donors
• Opportunities for increasing donor satisfaction
• Improve donor information to build profiles for new donors

Maintenance application allows the blood center to configure all necessary data elements and options, including, but not limited to, the below:

• Data content and format of each module
• Health History questions in multiple languages
• Deferrals and Reference Tables
• Pre-formatted comments
• Physical exams and acceptable ranges
• Staff permissions and approvals

Forms

• Blood Donor Record Form
• Phlebotomy Label
• QC Summary Report
• Drive Setup Summary Report
• Other forms

Resource Files

• Blood Center terminology
• Multiple languages for all captions and buttons

Master Pages

• Blood Center configuration with internal and external links

Style Sheets

Blood Center look and feel

Cost Savings

• Donor-ID™ is fully configurable by the blood center which reduces the time and resources required to make changes
• Configurable changes can be implemented across all collection sites consistently the day after they have been approved and validated, as required
• Staff training is reduced because all screen formats and terminology are blood center standard
• Internal and external links including blood center SOP's reduce staff and supervisor time in making decisions

Donor reactions are captured to fulfill AABB Biovigilance (DonorHART™) reporting requirements.

The Add Reaction module collects donor reaction information during the donation process.

• Donor reactions can be recorded at any time after registration.
• Donation data, donor vitals, treatment details and free-form comments can be recorded.
• Fields can be configured to display and be required based on location, status, type of reaction or other factors.
• Data can be captured wirelessly.
• All activity is captured in a complete audit trail

The Reaction Report Management module displays reaction data entered at the donation site and new information can be added after the drive including follow-up details.

• Donor reaction reports can be updated and reviewed at any time.
• New donor reactions occurring after the donation date can be added.
• Information reported is configurable by the blood center.
• Multi-level reviews are available.
• Report reviewers are tracked by the system.
• Files are archived after report completion, and can be uploaded directly to AABB.
• All activity is captured in a complete audit trail

Cost Savings

• Simplifies the reaction reporting procedure, requiring fewer employee hours to manage
• Reduces entry errors
• Eliminates the need for time consuming manual recordkeeping
• Formats files for upload to the AABB Donor Hemovigilance Site (DonorHART™)

• Company history
• Long product history
• All modules
• Interfaces
• Successful Installs
• Excellent support
• FDA Clearance
• Integration services
• Experienced staff
• Continued commitment
• Attractive pricing
• Strong ROI potential