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HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA 20151 phone 703.463.2070 fax 703.463.2099 www.HistoTrac.com System Requirements Microsoft Windows.

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Presentation on theme: "HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA 20151 phone 703.463.2070 fax 703.463.2099 www.HistoTrac.com System Requirements Microsoft Windows."— Presentation transcript:

1 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Store all your laboratory activities in one database. Query the patient database for speedy answers to your patient care questions. Use HistoTrac for billing, for inventory, for workload tracking. Add only the modules you need to track the work done in your lab. Integrate reagent vendor software results for single data entry. Interface with third party systems using HL7. Merge your present database for continuity of patient care. HistoTrac® - Automating your laboratory HistoTrac® HistoTrac is Microsoft ® Windows-based software for managing the specialized needs of the clinical Histocompatibility Laboratory. The software design is flexible, intuitive, and customizable. It tracks your samples from accessioning through reporting and stores all your test results in the patient’s or donor’s history. The many reports provided in the software will assist you in managing your workflow and will meet your client’s needs for clear presentation of patient and donor results with interpretation. HistoTrac is presented in modules so you can build a system that is customized to your laboratory. The Core Package performs all the main functions of the lab. Add Modules for batch accessioning and batch test ordering, tray map creation, UNET PRA upload, integration with reagent vendor software, supply and equipment inventories, infectious disease and red cell testing, paternity testing, cord banking and more. Merge data from your current database(s). Develop a custom interface with other laboratory systems. Establish remote access for your employees and/or your clients.

2 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Patient and donor database Sample registration Test ordering – for charge or no charge Work flow management with TAT and workload Patient/Donor case building with haplotype alignment and assignment Test result review and compliancy check Serum+DNA inventory DNA extraction history with worksheet Ad hoc query tool Unacceptable sample documentation for QA purposes Billing – use an invoice or export a delimited file Client-directed and work management reports HistoTrac® - Automating your laboratory The HistoTrac Core Software is all you need to manage your laboratory. Handle samples and ordered tests on new and existing patients/donors from request through reporting. Create a billing invoice. Calculate TAT. Print reports of your own design for your clients. Reply to information requests using the query tool. Look up patient test results and associated data on a single screen. HistoTrac uses many features to make the software customizable to your lab. 1.Patient demographics, sample descriptors and test attributes are all table-driven. Enter values that serve your needs in the tables under the Administration menu. 2.Customize the column headers on most screens in the software to provide the information that you need to see as quickly as possible. 3.Add user-defined help statements on each screen. Core Features Core Component

3 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Use unlimited “Log Books” and select the fields you wish to see. Auto-generate accession numbers. Auto-generate patient ID numbers. Select from multiple provider-type screens (patients, donors, panel member, proficiency, paternity, etc.) Use table-driven drop- down windows to individualize patient and donor information. Track and report unacceptable samples. Look for sample entries with predefined searches. Order tests and prioritize completion. HistoTrac® - Automating your laboratory Sample Registration has never been easier. Throw away those paper log books. Design multiple log books. Order user- defined tests and fees. Register new patients during sample accessioning. Use Save and Add to speed your work. 1.Enter the sample information. Add the sample to the DNA Extraction worklist. 2.Select the provider from the existing demographics database or enter a new one. The system automatically pulls up your patient or tells you the number entered is unique. 3.Use a search screen to view/select existing patients and donors. 4.Then order your tests, either individually or as batteries. Order a crossmatch and link donor with recipient. 5.Send test charges to a billing queue. Sample/Patient Registration Core Component

4 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Group HLA typing and antibody screening tests that are ordered together regularly. Place all the tests that make up your crossmatch into a battery. If you run a different crossmatch battery for each kind of patient, set up multiple batteries. Include tests and fees as battery components. Order some members of the battery at no charge while billing for others. HistoTrac® - Automating your laboratory Ordering Tests using Batteries speeds the test ordering process. Group tests and/or fees that are always ordered together into a battery. Order all tests in the battery with the click of the mouse. Establish as many as you like. Bill the battery of tests using a fee or bill the component tests. 1.In Administration, first set up all the tests that are performed in the lab. 2.Then establish any fees that you charge. 3.Create groupings of tests and fees into batteries. 4.When placing an order during sample registration, select from the battery list. 5.The individual tests will appear in the Orders window. Test Batteries Core Component

5 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Group all your samples awaiting extraction. Print a worksheet for recording values while at the bench. Enter the DNA volume and concentration in HistoTrac for reference during testing. Print a worksheet with the names and DNA data of those ready for molecular testing. See the location of the DNA samples for easy retrieval. Store the DNA tubes in inventory and locate them later. And know just how much DNA you have to work with. HistoTrac® - Automating your laboratory The DNA Sample Registry functionality treats the DNA extraction process like a test. You have a worksheet to take to the bench for recording the details of your DNA isolation. Record the amount and concentration of DNA in HistoTrac. The DNA Sample Inventory is accessed from the DNA extraction screen while entering DNA concentration data or from the Inventory menu. Should you need to run another test at a later time, you’ll know just where the DNA sample is located and how much you have to work with. 1.Click the ‘DNA extract?’ checkbox to place the sample on the worklist. 2.Print a work sheet for recording the DNA data while at the bench. 3.Return to HistoTrac. Record the values for reference later when testing. 4.Enter a location for the DNA samples in inventory. DNA Registry Core Component

6 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. HistoTrac® - Automating your laboratory Work Management is quick and easy. No test is left undone. Tests follow a review cycle until signed out when they are available in the patient record. The system lets you know where each test is along the route to completion. Use paper reports or just view test lists on the HistoTrac screen. 1.Highlight tests in groups to make assignments, perform results completion, or provide review expertise. 2.Quickly view test lists to monitor incomplete tests by order date, priority, or other critical field. 3.Calculate TAT, not just from beginning to end of testing, but in increments within the testing process. 4.Use an individual user To Do list to keep track of all those outstanding tasks yet to be done. Work Management Key Features Assign all ordered tests to testing benches or to technologists, either by default or user selection. View only those tests that are relevant to your bench assignment(s). Use My Worklist to filter the tests for easy access by individual users. Print worklists for use at the bench. Following results entry, move tests through a review cycle until signed out. Calculate TAT by test, technologist or bench. Tally testing volumes for a date range. Core Component

7 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Establish the correct results fields for each test during test setup. Select and result groups of like tests to speed data entry time. Use the allele tables to validate assignments at each locus. Enter NMDP codes with translations to clarify multi-alleles results. Let the software assist with calculations for flow crossmatches. Enter comments for internal sharing of testing information. Use test-level reportable comments to place on reports. HistoTrac® - Automating your laboratory The Results Entry process is streamlined to save time during a tedious and exacting task. Select groups of like tests and to enter results on a single screen. 1.Patient identification on each test is readily available. 2.Column headers label the data field. 3.Enter Reportable Comments during results entry or leave the field blank for entry by a review or sign out user. 4.Use free text fields or pull-down windows to complete the results. 5.Use the Notes field to pass along comments to the supervisor or director. 6.Save data and move on to the next entry. Results Entry Core Component

8 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Use a zero-, one- or two- step review process for tests and for cases. Move directly from results entry to sign off if your last review is on the paper report. Correct typographical errors at once. Send the test back to the worklist to perform additional testing. Add your comments about the test results or instructions for repeat testing. (No more sticky notes to lose!) Print the report during the sign out process. HistoTrac® - Automating your laboratory Test Review and Sign Out has never worked so smoothly. These two processes work exactly the same way. With your stack of patient folders, compare the recorded test results with the test worksheets. Move the review to the next level (sign off) with the click of the mouse or send it back for more testing with your instructions. 1.Select a group of like-tests from the Review Menu. 2.Agree, correct, or disagree with the entered results. 3.Add internal notes or reportable comments. 4.Open the History screen and review test history while completing the review process. 5.From the sign out screen, select the report to print and press the Print button. 6.Review and sign out cases following completion of test review. Review and Sign Out Core Component

9 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features View the person’s demographics and testing history all from the same screen. View test history for all signed out tests. Create case relation- ships with related or unrelated donors. Document sensitizing events. View sample history and place samples into inventory. View patient record changes from the Audit screen. Select and open official reports for each patient that have been stored as.pdf files. HistoTrac® - Automating your laboratory The Patient Record displays all the provider’s demographics, test history, related and unrelated case relationships, sensitizing events, sample history, and antibody specificities. See it all together! 1.Search/locate for the provider of interest using a search tool for quick retrieval. 2.Use the ‘My Patients’ menu for easy access to frequently reviewed patients or donors. 3.Manage the demographic information as needed. Change the address, phone number. See an Audit trail of changes for user-selected fields. 4.View Serological and Molecular current phenotypes on the patient and case members. Align and assign haplotypes. 5.View antibody testing results. Sort for optimal analysis. 6.Review crossmatch results with each donor. 7.See a history of all sample received. 8.Edit test results if an error has been found in signed-off results. The Patient Record Core Component

10 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Enter the location of a serum sample when you receive it or after the work is completed. Establish the identity of your inventory system, regardless of what size containers you use. (8x8, 9x9, etc.) Enter the location of both serum and DNA on the same sample. See the location of each sample from the patient record. Open any box and see what samples are there. Use a search screen to locate samples. HistoTrac® - Automating your laboratory Serum/DNA Sample Inventory let’s you put everything away and know exactly where it is!! A sample can be placed into inventory from several spots in the software – during the sample registration, at test completion, from the Patient’s Sample screen, and from the Inventory menu. Whatever your laboratory routine – the inventory has easy access. 1.Set up the box sizes and names in Administration. 2.View the freezer location content as a list or in grid format. 3.Add samples manually or auto-fill locations. 4.Search for a sample by using the name, patient ID, or accession #. 5.Enter multiple aliquots on the same sample or multiple samples in a single location. 6.Check for samples location from the patient record at crossmatch time. Sample Inventory Core Component

11 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features All tests ordered with an instruction of ‘charge’ will move to the billing queue. Tests can appear in the billing queue immediately after ordering or after the test is signed out. Establish a template for each client with billable tests. Use the same templates for each billing cycle. Print a billing report (invoice) or export a delimited file. Include the specific data fields that your clients need. View billing history at any time without keeping a paper file. HistoTrac® - Automating your laboratory The Billing functionality offers you total flexibility. Bill tests on order or on sign out. Send billing files on paper or electronically. Include whatever information that you’ll need to bill each client. Generate credits if a billing error occurred. Look at billing history by batch. And view the billing status of each test on the sample registration Orders screen. 1.Create templates for each group of patients, using filters to fully define the billing criteria. 2.Generate a billing list and select the patients to be billed. 3.Print an invoice with all the necessary content. 4.Or export the selected test list to a file. 5.Credit a test billed in error. Billing Core Component

12 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Use the correct report whether you do serological or molecular typing (or both). Report the patient or donor alone or the patient with all or selected family/donors. Print an antibody screening report of each/all the samples that are important to your client. Sign crossmatch reports that contain the donor identification and the date of each sample used in testing. Create.pdf files of all patient reports. View.pdf reports from the patient record. HistoTrac® - Automating your laboratory Reports are generated using the leading report-writing software, Crystal Reports, v8.0. The official reports contain all the fields required by ASHI regulations. AND they look nice! Internal reports help you get your work done more efficiently. The list of reports is extensive!! 1.The official reports contain your institution’s logo and your laboratory’s information. 2.Print reports from convenient locations – during test Sign Out and from the patient list view. 3.Use Worklist reports to assign and track the tests being done each day. 4.Print a patient test summary report for quick review when you are away from the computer. 5.Generate a report to track unacceptable samples received in the laboratory. Reports Core Component

13 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Use the simple, yet sophisticated, query building tool. Access any field in the database. Ask questions about patient subsets, based on category, location, status, diagnosis, etc. Search for a particular HLA type. Select sample statistics for administrative reports. Export these text files to another database or to a spreadsheet. Execute the same query if you need the same information again and again, maybe for a different date range. HistoTrac® - Automating your laboratory The Ad Hoc Query Tool is a powerful database search tool. Ask any question from any table in the HistoTrac database and GET the ANSWER!! 1.Create a query template and give it a name. You may use this template periodically with different date qualifiers. 2.Select the Patient, Sample, and Test tables to build the query to answer the most commonly asked questions. 3.Use a filter to better define each field. Sort to present the results in the desired order. 4.Export this selection to a delimited text file for importing in another software application. 5.Create as many templates as you need to answer your questions and prepare for reports. Ad Hoc Query Core Component

14 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Establish access to functionality of the software by staff ‘role(s).’ Fill tables with your transplant categories, your physicians, your test names, etc. Add interpretive remarks that you use again and again, for quick selection when printing the report. Enter the methods you use for crossmatching. Use software generated patient and/or case ID numbers. Set up your reports with your laboratory’s name and pertinent facts. HistoTrac® - Automating your laboratory Administration is the menu of the software that puts you in control of the database. Table set up is organized under Patient, Sample, Test, Security and Report Dictionaries. Fill the tables with choices that will be available in all the drop-down fields throughout the software. Select default values and other routines that will benefit the laboratory’s work flow. 1.Establish user name and passwords in the Security Dictionary. 2.Set up test definitions in the Test Dictionary. 3.Define one or more ‘log books’ in the Sample Dictionary. 4.Fill patient demographic tables in the Patient Dictionary. 5.Add to/edit the table choices as you become more familiar with the software’s ability to manage your laboratory. Administration Core Component

15 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Create batches for each kind of antibody testing. Use for batch handling of molecular tests. Set up a Batch Accession Rule to quickly accession samples. Create Batch Ordering Rules to order tests on many patients with a single click. Use batch review to speed the review/sign out process. Send batches to tray locations with the Tray Management tray wizard. Print a report of the batched tests or of individual results for a patient. HistoTrac® - Automating your laboratory The Batch Test Management Module makes handling large groups of the same tests, like those monthly antibody screens, easy. Use batches to group tests by assay method, Handle the review and sign out as a batch for speedy turn-around-times. Use Batch Accession Rules to select groups of patients for rapid accessioning of new samples. Use Batch Order rules, specific to your testing algorithms, to speed test ordering. 1.Create a batch, enter the name, deter- mine the size and the review cycle. 2.Assign tests to the batch. 3.Send a batch to an interface. 4.Use batch entry of results or import a file from an interface. 5.Review and sign out the tests in batches. Make corrections, as needed. Module Batch Test Management

16 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Use the Panel Member provider type to create records for those on your antibody screening panels or on your reagent quality control panels. Build either lymphocyte panels or DNA panels. Search for panel members with a desired specificity. Record demographic information on panel members to reach them when needed. Create panels of various sizes and calculate antigen representation. Store panel members in the inventory system. Look up the DNA concentration and volume on the panel member’s record. HistoTrac® - Automating your laboratory The Cell/DNA Panel Registry Module helps you maintain either a fresh/frozen lymphocyte panel or a DNA panel for use in screening – either for antibody or for quality control. If you use a different panel for various levels of antibody detection, develop a panel for Class I and for Class II, either for screening or specificity assignment. If you use a panel of DNA samples for testing typing reagents, create a different panel for each reagent type. Maintain several panels of differing sizes. Use the query tool to locate a desired specificity to make panel building easy. HistoTrac calculates antigen representation, quickly recalculating when a panel member is removed and a new one added. Try adding different panel members and recalculate. Quickly get the best selection of cells/DNA for the purpose of your testing. Cell/DNA Panel Registry Module

17 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Maintain Cord Bank samples on a log separate from your other samples. Capture Cord Unit # and Mom’s ID. Extract DNA and store it in the inventory system. Track cord sample testing through the work management process. Look up the DNA concentration and volume in inventory. Store the HLA typing results on the History screen. Print a report specific for Cord Blood Units. HistoTrac® - Automating your laboratory The Cord Bank Sample Registry Module is specially designed to collect and store the sample information that is unique to cord blood units. Capture mom’s sample ID as well as the cord unit numbers. Inventory the DNA remaining after testing for use at a later time. 1.Accession the sample from the Cord Blood unit with its Unit #, its volume, and mom’s ID. 2.Capture the extracted DNA concentration and volume. 3.Use the Worklist function to track workflow. 4.Enter results and print a Cord Unit HLA Typing Report. 5.Store typing results in history. 6.Store the DNA sample in inventory. Cord Bank Registry Module

18 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Record the purchase date, price, vendor name, address, and contact person, to know when and where you obtained an instrument. Keep the serial number, model number available for reference when calling the manufacturer. Know where the equipment is located. Keep track of equipment that you have borrowed or loaned. Document the service requirements and schedule. Set reminders of warranty expirations and service deadlines. HistoTrac® - Automating your laboratory The Equipment Inventory Module takes care of that necessary task of documenting the ‘vital statistics’ on every piece of equipment you own. Know when you bought it, from whom, when the warranty runs out, what its depreciated value is, and so on. This information isn’t needed very often, but when you do need it, it’s nice to have it at your fingertips for easy retrieval. Just look up the phone number when you have a repair issue and quickly make that call to get it taken care of. If you’re thinking of replacing an old not-so- reliable item, look up the depreciated value to see whether there will be a budget impact to this decision. 1.Select Equipment under the Inventory Menu and record your new piece of equipment. 2.Set reminder flags for service deadlines. 3.Print an equipment list for easy reference of all equipment history. Equipment Inventory Module

19 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Bring patient records from a third party system into HistoTrac to save user entry of demographic information. Receive test orders from a third party system and validate the order before accepting. Keep each HistoTrac patient record up to date with the HIS patient record. Receive important billing event data for use with a billing interface. Send appropriate billing transmissions to a third party system. Transmit test results electronically to the on- line medical record. HistoTrac® - Automating your laboratory HL7 Interfaces will connect your HLA Laboratory Management System with your clinical laboratory and/or hospital management system(s) to exchange health-care related information using the industry standard messaging language. Communication links can occur for several purposes – patient data validation and update, test ordering, billing, and results transmission. Admission, Discharge, Transfer (ADT) is the interface that will bring patient demographics into HistoTrac, using either a query-based design or a full ADT database load with periodic data purge. The approach used is selected by the client. Either design provides for a continual update of patient data, along with the necessary information to provide a billing file – all without user entry. Orders interface lets your client services department or your remote clients order tests in their system and transfer them to yours. View the orders brought into HistoTrac before accepting. Make changes if an incorrect test has been ordered. Billing files can be periodically exported, manually, by users, from HistoTrac using the Core software. However, if you wish to have billing transactions transmitted automatically, a billing interface will send the transaction to a third party system. A per-primer billing interface is available for specific billing of molecular test results. Test Results can be sent to on-line medical records systems, remote clients, or any destination accepting test results in HL7 format. The results are parsed by the remote system, for viewing there. HL7 Interfaces Module

20 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Track all persons who view, add, or edit sample, test, or patient and donor records. Audit the HistoTrac login and the Windows login of the user, and the computer where the transaction occurred. Search for a specific transaction. Store Procedures and Policies. HistoTrac® - Automating your laboratory The HIPAA Auditing Module is an indispensable tool with the Federal Regulations that require knowledge of access to patient information. Keep track of everyone who even looks at a patient record as well as who adds new records or changes existing records. In addition to the audit trail that is a feature of the HistoTrac Core software, the HIPAA module tracks all records that are viewed, when the user observed the record, and from which computer. Track not only transactions with the patient record, but also all samples and tests associated with a patient. A search tool is provided to assist in the location of a particular transaction. The user can store HIPAA Procedures and Policies within the HistoTrac system. HIPAA Auditing Module

21 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Patient demographics entered in HistoTrac are available for selection in HistoScope when scoring trays. Trays created in HistoTrac’s Tray Groups function are available for scoring in HistoScope. HistoScope tray definitions can be exported to other centers when screening crossmatch trays are shared, saving hours of data re-entry. HLA phenotypes determined in HistoScope will load ordered test for automatic resulting in HistoTrac. Trays scored in HistoScope can be viewed on your desktop while reviewing test results in HistoTrac. HistoTrac® - Automating your laboratory The HistoScope software operates a motorized microscope stage. When users of HistoTrac have an motorized microscope stage, HistoScope is integrated with the HistoTrac database. The HistoScope application is loaded on the microscope computer and operates the existing hardware. The application can also be loaded on any other desktop for viewing of trays and scores while not at the scope. 1.Enter patient and donor demographics in HistoTrac, and accession samples. 2.Create HLA Typing trays in HistoScope. 3.Create patient screening trays in HistoTrac, available for scoring in HistoScope. 4.Score trays in HistoScope. 5.Link HLA phenotypes to ordered tests in HistoTrac. Tests continue through the review and sign out process, ready for reporting. HistoScope - Integrated Module

22 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Interactive analysis allows the user full input on the determination of difficult specificities. Tail analysis with multi- specificity calculation of R-value provides the user a powerful tool to optimize the assessment of complex antibody reactions. Run a QC analysis of your typing trays periodically to document correct reagent specificity. Print reports of the cell panel with phenotypes and the serum reactions. Print patient PRA reports for each tray. Analyze Class I and Class II trays. HistoTrac® - Automating your laboratory The Antibody Analysis module used with the HistoScope software analyzes the specificity of tray scores stored on either typing trays or patient antibody screening trays. Perform typing tray quality control or patient serum analysis and use the interactive, flexible design to provide a full analysis of serum reactivity. Print a number of reports. For Tray QC, print or view on the screen PRA with % strong, Probable specificity, Highest R-value, True and false positive/negative reactivity values. For patient serum analysis, enter single or multiple-allele specificities and calculate 2x2 statistics for each well on the tray. Use tail analysis to complete the analysis. HistoScope Antibody Analysis Module

23 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Use printed labels for storing samples in inventory. Print labels, with user- defined content, automatically with each sample accessioned. Apply labels to tubes used during testing. Print labels for tube mailers to obtain patient samples. Use barcodes to speed sample accessioning. Create mailing labels to the patient’s home address or for batch mailers to a single address. Print labels from the Batch Test Module following batch accessioning. HistoTrac® - Automating your laboratory The Tube Label Module saves time and reduces errors. No more small print on small tubes with blunt-tipped markers! Every label is legible. And you choose the information you want on your labels. The Tube Label Module works with a label printer to provide labels automatically with each newly accessioned sample. Print the number of labels required for specimen storage. If you use specific label stock for individualized purposes, implement a different label associated with each log books or individual tests. Tube labels can be printed with barcodes. Send bar-coded tubes in sample mailers for easy scanning of patient ID information on return of the sample tube. The Sample Mailer Label Module creates labels containing name and address of patients in the database. Send those mailers each month with ease. Label Printing Module

24 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Set up tests for the specific loci used for testing in your laboratory. Select from a variety of test-result terminologies to report your results for either engraftment studies or for paternity. Test patient pre- and post-transplant along with donor samples in the same test. Move the test through the Work Management process. Flexible test format accommodates the needs of all users. HistoTrac® - Automating your laboratory The Microsatellite Testing Module is used by laboratories performing this type of testing for either engraftment studies or for paternity testing. The appropriate fields are available for either qualitative or quantitative testing. For engraftment studies, the patient’s pre- and post-transplant samples can be used along with the donor’s sample in the same test. Calculations are made based on mixed and informative loci. Days post transplant are calculated relative to the tested date. For paternity testing, the family’s members can be recorded in the same test with comparison values specific to paternity. Microsatellite Testing Module

25 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Establish process groups associated with patients, samples and/or tests. Move selected samples from one step in a process to the next. Samples in one process can be selected to move to any number of other processes. Reduce the manual work list creation by printing work lists from the system. Set up processes for those tasks that tend to slip through the cracks. Once testing processes are finished, move on to results entry. Develop patient checklists for remembering specific tasks. HistoTrac® - Automating your laboratory The Process Management Module is an additional Work Management tool that helps reduce the handwritten paper trail associated with high volume molecular testing and with other tasks necessary for the completion of the patient testing routine. Each testing process that is done between patient registration, sample accessioning, and results entry can be managed to ensure completion of all tasks. 1.Patient process groups are initiated when a new patient is registered. 2.Sample and Test Process groups are established in test set up and activated when a test is ordered. 3.Move selected samples from DNA extraction to PCR to SSP/SSOP/SBT steps. 4.If samples are tested by a variety of methods, generate a work list for each plate, each allele, each special PCR, etc. 5.Create checklists for cell and serum sample freezing batches. Process Management Module

26 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Manage entire testing batches from ordering through reporting with single data entry for multiple testing systems. Implement an interface with each vendor software used in the laboratory, whether for HLA typing, DNA extraction, or for HLA antibody screening. Create a 96-well tray definition using the Tray Management module, then export the patient ID associated with a well location. Export test batches for SSP, SSO, and FlowPRA. Import test results without user data entry. HistoTrac® - Automating your laboratory Reagent Vendor Software Interfaces provide for the bi-directional exchange of patient, sample, and test information between HistoTrac and any software used with analysis of test results, whether for HLA typing or antibody screening. Single data entry into HistoTrac, interfaced with other software applications, saves time and reduces data entry errors. HistoTrac interfaces with software for: 1.Luminex technology for HLA Typing by any reagent vendor. 2.Luminex technology for antibody screening by any reagent vendor. 3.ELISA technology for antibody screening. 4.Flow cytometry technology for antibody screening. 5.SSP or SSOP methods for HLA Typing. 6.Sequence based typing using PC-based analysis software. 7.Sequence-based chimerism testing. 8.DNA Extraction measurement with any instrument with computer connectivity. Integration saves so much time and reduces transcription errors. The results of tests recorded by the testing vendor’s analysis soft ware are imported into HistoTrac, with edit capability, and are matched with the test that has been ordered on the patient. Tests continue through the Work Management Tool for review and sign off. The Reagent Vendor Interface provides the software that recognizes the format requirements of the third party software, allowing for the movement of data between the two software products. Depending on the testing system, some interfaces require other HistoTrac modules to provide full functionality. Interfaces using 96-well plate maps require the Tray Management Module. Some interfaces require Batch Test Management. Reagent-Vendor Software Interfaces Module

27 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features List supplies by vendor for a quick look-up of all products you use. See what shipping and handling policy each vendor uses. Enter Lab Requests for each user in the system. Track total orders to a vendor to calculate discount levels. Receive all supplies and view the amount on hand. Use flags when the amount on hand reaches the minimum order level. Create Purchase Requests and Purchase Orders. Receive supplies. Decrement budget codes automatically. HistoTrac® - Automating your laboratory The Supply Inventory Module helps you keep track of every supply your laboratory uses – that’s how much and where it’s stored, from whom it’s ordered. It groups disposable supplies, reagents, general laboratory supplies and office supplies. Vendor information is stored for use when needed to place an order. The Purchasing Module works with the Supply Module to create purchase orders, track receipts and payments for all the supplies in your inventory. 1.Enter vendor information. 2.Establish minimum/maximum levels for all supplies used. 3.Enter supplies on hand, the amount, and the location. 4.Reorder when an message warns of low supply. 5.Create a Purchase Request and send through approval for a Purchase Order. 6.Track supply expenditures to your budget. Supply Inventory and Purchasing Module

28 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Establish a schedule for automatically printing every report generated. Schedule reports to be printed daily, weekly, and monthly at time intervals. Connect hospital and physician choices on the patient’s record to the printing of reports of selected test codes. Generate reports automatically each time a test with an established schedule is signed out. View a list of printed reports from the Report Manager. View all printed reports on the patient record. HistoTrac® - Automating your laboratory The Report Manager is an life saver for laboratories with high volume testing. Using the Report Manager, reports are automatically generated following the sign out of tests. Regardless of the length of your test list and the number of clients receiving reports, you can establish a schedule for each. 1.Set up a schedule for each kind of test, whether you want a report printed daily, weekly, or monthly. 2.Identify which physicians and hospitals are to receive reports. 3.Select the appropriate report for each test during test definition. 4.Include any interpretive or procedural comments in the Reportable Comments section of each test during the resulting and sign out process. 5.Sign out each test. 6.Collect reports at the printer according to the established schedule. Report Manager Module

29 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Allow new users the comfort of learning the software without concern for altering patient or donor records. Try new test definitions and billing queries in a testing environment. Order and result new tests to confirm the test setup meets your needs. Fine tune batch ordering rules without ordering tests in the production database. Use software upgrades on a testing database and learn new features before putting them into production. Set up a workstation for training only or use the same workstation for both. HistoTrac® - Automating your laboratory The Training and Test Database option provides a database(s), separate from the HistoTrac production database, to use for training new employees or testing new software upgrades. Once your production database contains your current patient and donor records, you’ll want to be certain that the testing history associated with each is an accurate record. With a test or training database, you can add fictitious patients and donors, order tests, bill them, and result them without altering your real patient data. New upgrades of software may contain additional functionality with which current users will want to get familiar. Load the new application, connected to a training database, and work through new features. A training or test database is a recommended, not required, tool for easily training new employees or for testing updates. Use of the software will be easier without concerns for adding inappropriate tests to your production workload. Training and Test Databases Module

30 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Use tray formats of 60-, 72-, or 96-well configuration. Position samples in serpentine or left-to- right directions. Fully document the contents of each location on the tray. Store a template for use again and again. Use a search tool to identify the samples for placement in a tray. Make an antibody screening tray using batches of samples with ordered tests. Print a work sheet for recording results. HistoTrac® - Automating your laboratory The Tray Management Module is an indispensable tool if you make antibody screening trays, crossmatch plates, or any kind of serological or molecular typing plates. Identify the content of each well, by name or ID number, by specificity, by date. Create templates for trays that you prepare again and again with minor modifications. Create templates containing controls. Define the tray-loading order. Then add samples with ordered tests using the Tray Building Wizard. Print a tray map and use it for plating samples. Easy! Add a reagent vendor interface and export the tray map file to another software. No need for duplicate patient data entry in the reagent testing system. Tray Management Module

31 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Export from HistoTrac the Peak and current PRAs on all UNOS-listed transplant candidates. Exportable file is in the current format required by UNOS. Enter UNOS waitlist transactions for reference within the patient record. Select a query flag for all UNOS listed patients when using the query tool or when creating tray maps. Query the database by PRA value to create a list of patients for regional or local screening tray preparation. HistoTrac® - Automating your laboratory The UNET Module with PRA Upload saves time at the UNet keyboard by providing an export file of the patient’s peak and current PRA values, formatted according to the UNet standard. This feature not only saves time, but eliminates transcription errors of tedious data entry. Maintain a record of the UNOS waitlist activations and use query flags associated with transplant events. 1.Sign out all patient antibody results in HistoTrac. 2.The patient’s record is updated with Current and Peak PRA values along with sample dates. 3.Create a file containing patients and their IDs, grouped by UNOS hospital, with their current antibody values. 4.Export the file from HistoTrac. 5.Upload the file from the UNet web site. UNET Interface Module

32 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Download the Match Run file with donor ID and HLA typing, the patients’ information and their order on the list. Exclude patients from testing who have unacceptable antibodies for the donor’s HLA type. Add patients to the list to be crossmatched, if requested. Quickly select samples for crossmatch. Enter results for the list of patients who are tested, all on one screen. Send a report of only patients with negative results or select a different report for all tests performed. HistoTrac® - Automating your laboratory The UNOS Final Crossmatch Module is an important tool to speed donor workups for laboratories that perform large numbers of final crossmatches for each donor. Download the Match Run list from the UNOS web site and validate against the patient database. Select patients from the list for final crossmatch or add new patients. The system confirms identity between the Match Run patient and the HistoTrac patient. Select samples for crossmatch from each patient’s sample history. The system notifies the user of unacceptable antibodies a patient may have for the donor’s HLA type. Following testing, return to the system to record results. Select from several reports that summarize testing for all patients who were crossmatched. Report results to your clients quickly. UNOS Final Crossmatch Module

33 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Download the UNOS Waitlist for your institution(s). Validate the patients on the waitlist against those in HistoTrac. HistoTrac confirms patient name and ID agreement between the two data sources. HistoTrac alerts the user to any patient name, ID, ABO, and HLA type non-agreement between the two data sources. Correct any UNOS status entries in HistoTrac following the validation process. HistoTrac® - Automating your laboratory The UNOS Waitlist Management Module helps bridge that communication gap between the program responsible for maintaining the UNOS waitlist and those in the laboratory who maintain patient testing. The UNOS waitlist is downloaded from the UNOS web site. Patients on the waitlist are validated against the patients in the HistoTrac database. The software validates name, SSN, ABO, and the HLA type. 1.Download the Waitlist from the UNOS web site. 2.Waitlist patients who are found in HistoTrac and match name spelling and ID number are color-coded. 3.Waitlist patients not identical to HistoTrac patients are color coded. 4.The screen displays the fields that are not matched between the two sources. 5.The user will manage any changes to the HistoTrac patient record. UNOS Waitlist Management Module

34 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Create screening trays in HistoTrac, integrated with HistoScope – all part of the same database. Organize the trays by ABO for easy selection during the donor workup. Score the selected trays on the same donor, printing tray results if desired. Update the Match Run with screening crossmatch results – WITHOUT manual data entry and the associated data entry errors. More quickly select patients for final crossmatch, with awareness of patients who have positive preliminary results. HistoTrac® - Automating your laboratory The UNOS Screening Crossmatch Module is used in conjunction with the HistoScope software on the automated stage microscope. Scores from screening crossmatch trays are captured and available for upload to the UNOS Match Run program. 1.Create the screening crossmatch trays in HistoTrac, available for scoring in HistoScope. 2.During a donor workup, select and score the appropriate trays for the ABO of the donor. 3.After scoring, export the scores using HistoScope. 4.From the UNOS Match Run web page, upload the scores. 5.Update the Match Run with the screening crossmatch results. UNOS Screening Crossmatch Module Module

35 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Manage any test performed in an HLA lab. Create user-defined fields for test values, normal range, and comments for any method of testing. Order user-defined tests on the same logbook as HLA tests or on a separate log book. Manage these tests as part of the workflow with other HLA tests. Print a separate report designed to specifically for this test or report with other HLA tests. View test history on the User-defined Test History screen of the patient record. HistoTrac® - Automating your laboratory The User-defined Test Classification Module lets you order and report tests that are not provided in the Core software. Examples of these special tests are Red Cell Typing, Infectious Disease Tests, Immunosuppressant Drug Tests, and Platelet Antibody Tests. Create any test definition. Name the Test Classification and add user-defined test fields. Document the test methods you use and the test results in the provider’s history files. 1.Order User-defined tests on any sample for charge or no-charge. 2.Use the Work Management Tool to move the tests through the laboratory work flow. 3.Print a report for this test. 4.View the testing history on the Provider’s history screen along with all the other histocompatibility test results. User-defined Test Classifications Module

36 HistoTrac 4230 Lafayette Center Dr. Suite I Chantilly, VA phone fax System Requirements Microsoft Windows 98/00/XP/NT+ SQLServer 7.0/ MB of disk space 128 MB of memory VGA (1024 x 768) For More Information about HistoTrac, visit To contact a HistoTrac sales representative, call , or send an message to Request an on-line demonstration at your convenience. Key Features Speed the implementation of your new software system with individual or group training. Use a web-accessed demonstration version of HistoTrac to acquaint your staff with the basic functions. Have a trainer work with a few employees for in-depth familiarity. Give additional attention to those who most need help in a transition period. Use the trainer as a consultant to get the most use from your new software system. Use training materials provided to create your own software procedure manuals. Position Quik Reference tools at each workstation to help staff more quickly adapt to software navigation. HistoTrac® - Automating your laboratory Training of you and your staff on-site will shorten the learning curve always associated with the changes inherent in the implementation of a new software system. Not only will the staff learn the software functions more quickly but the trainer can evaluate the use of the software in your setting, making suggestions to help fully utilize the many features offered in HistoTrac. Prior to on-site training, a Key User will be identified. Some portion of the table set up in Administration will be accomplished via web demos and phone conversations with the Key User. On- site time will then be optimized to speed the learning process. This on-site approach gives the trainer a better visualization of your setting, allowing more efficient, productive response to the questions asked, over the phone, at a later time. Obtain the amount of training that best fits you and your staff’s needs. Use the trainer’s time, not yours, to plan and schedule the implementation process. Training


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