Admin Station - Getting Started¶

Login and Dashboard overview¶

Log in to the web application.

There are two dashboards:

Activity Dashboard: This provides an overview of key metrics, including instruments, packing sets, maintenance rules, total service requests, and total locations.

Config Dashboard: This allows you to import data, and manually new word add new instruments, packing sets, and maintenance rules.

Left Side Panel¶

The homepage of the admin station includes a left side panel. The panel contains several main sections, including:

• Dashboard
• Instruments and Sets
• Surgery Management
• Gateway
• Maintenance
• Configuration
• User Management

Each section is further divided into sub-sections for easy navigation.

At the bottom of the left side panel, users will find 2 more tabs:

• Help where they can access to Documentation like User guide, quick guide and installation guide, release notes, the ability to report issues, or contact Caretag Support.

• Feedback option is to submit feedback and to provide feedback for further improvement.

Instruments and sets¶

On the left side menu, go to Instruments & Sets. Once you select this menu option, a list of surgical assets will be displayed, including all surgical instruments, surgical trays, surgical containers etc. Click on any item in the list to view its details.

View Instrument details and Edit Instrument¶

All the relevant information is displayed here: name, brand, article sku, tag type etc. Within the detail mode, there is an Edit instrument button. Clicking on this button, leads to Edit instrument page. In the First step of edit instrument, it displays the instrument details. Make changes to any of the fields or add/remove attachments, then click Continue. The second step displays the articles that are similar but from other brands. Articles can be added/edited or removed.

UNITS:

• In the Units tab it displays the following: picture, Tag ID, LOT number/manufacturing date, Owner/Department, Location of the instrument, last used, by whom and its status.
• There is a search bar to search for a specific ID when there are larger number of units.
• On the top right corner there is an option to Export an Excel file that downloads the unit data present in this page.

• When an Unique device ID is clicked it shows the unit details, packing info, Identification details, Specifications.
• On the right side the picture of the instrument, location details and movements are displayed.

Add Instrument¶

Items can be added manually. Clicking on the Add New button on the Instruments & Sets page, takes you to the Add New Instrument page. All required fields must be filled in to continue. Fill in the brand details and press save.

Instrument Units¶

• Here it displays unit details of all the packed instruments, trays/container

• Select one of them to view the full details

Packing Sets¶

• All packing sets are displayed in this tab.

• When an item is selected, it navigates to the details page where the user can see 2 tabs: Tray details and Units and on the right corner there is an option to Edit the item.

- In the units, it displays the details of the packing set units.

Add new Packing Set¶

Administrators primarily add new packing sets to the web using the import option. However, a manual option is also available for adding a new packing set.

• Click the Add new packing set button.

Fill in all the required fields and add one or more attachments. Use the count section to place the instruments in their correct position in the set.

Add instruments one by one, select their section in the set and provide the count number. Instruments can be moved within the list by drag & drop and save.

Add mini sets¶

Mini sets are sets that contain less instruments than trays (6 instruments or less) and are packed into surgical pouches. The flow creation is exactly as the one for the tray, except a surgical pouch is chosen in the first step. Also, container and sections options are not available.

On the second step, select the instruments that will take part of the pouch and the count. A warning message is displayed if more than 6 instruments are added.

Packed items¶

This page displays all packed items with their location and if they are available or not. Clicking on one of the items opens a preview panel with all the details.

View Full Details opens the details page in Gateway.

Surgery Management¶

• In surgery management, the system displays surgery pick lists containing details such as the surgery date and time, name, location, case ID, surgeon, and status.

• Choose a surgery to view the full details.

• There are four tabs: Surgery Details, Pick List, Packed in Trolley, Check-In/Out

• In the Surgery Details tab it shows the surgery ID, type, diagnostic, date,surgeon name, process and status.

• The Pick List specifies the trays, pouches, and disposables required for this surgery.

• While packing a case cart in the packing station it displays exactly the same trays/pouches/disposabale mentioned in the pick list.

• The user scans the required items and completes packing the case cart by either scanning all the items listed in the pick list or unlocking the surgery if any items are missing or not needed.

• To do a force finish, user needs to enter their pin and can add notes.

• Packed in Trolley shows the items(trays/pouches/disposables) picked in the case cart in the packing station.

• Check in/Out - Here it shows the items checked in for the surgery and checked out after the surgery has completed.

Gateway¶

Trays, pouches, mini sets and trolleys are grouped into tabs, giving an overview of what is packed and where it’s used.

Trays¶

All the packed trays, pouches and mini sets are displayed in a list. Selecting one, opens a preview panel with all the details about the packing set. For more information, click on the View Full Details button and the Packed items details page will be displayed.

Trolleys¶

The trolleys available are displayed in a list with a map, showing their position in the building. Clicking on one of the trolleys, opens a preview panel with all the item’s details, the current position, the destination and all the items that are planned to be packed and the ones which are actually packed.

Location management¶

This page offers an overview of the building were all the processes take place. This involves floor plans, stations and machines. Add a building with a simple click and a name. Then add one or more floors to it by clicking on the Add Floor button. A map of the floor is needed, but it can also, be saved without it and added later.

Locations¶

Accessing a floor displays all the locations within that floor (operating rooms, sterilization rooms etc.). These can be added manually by giving it a short code and placing the pin on the map.

Stations¶

The devices through which the packing is done or checked in/out are called stations. Stations are associated to a location so they cannot be created if there is no location added first.

Machines¶

The sterilization devices are displayed in a list with a real-time status. They cannot be inactivated unless the status is Available. The machines cannot be added if there is no location added first.

Clicking on one of the machines, opens a preview panel where all the details of the machine are displayed and also, the programs that run on that machine. Programs have pdf files attached, which can be opened and downloaded.

Service requests¶

Within the Packing Station, service requests can be created for instruments that are faulty or don’t work as intended. All the requests are created with status Open and are displayed on the Service Requests page, under Maintenance.

Change request’s status¶

Selecting a request takes you to the details view, where requests can be triaged by status. A note can be added optionally, when changing to another state.

Service History¶

On the History tab, you can check if the asset had any service requests before and how they were resolved.

Rules config¶

Some surgical assets have maintenance rules that need to be applied on certain sterilization cycles. This page centralizes all the existing rule sets.

Add new rule set¶

Clicking on the Add New Rule Set button, opens the Create Rules Set page. The first step, requires a title, a status which is by default Draft (can be changed in Edit mode) and optionally, attachments.

On the second step, the rules can be added one by one, with a description and their significance: mandatory, optional or info. Do not forget to add the Frequency that the rules need to be applied to.

On the last step, select the category that the rules apply to. Can be one or more.

Edit rule set¶

From the detailed view, the rule set can also, be edited. Go through all 3 steps by making the desired changes such as the title, status, add/remove attachments, add/remove/edit rules etc.

Export data¶

Data present on web can be exported by category. Clicking on Create New Export button, displays the categories available for export.

Select one of the categories to export data. A csv file will be downloaded automatically in the Downloads folder on your computer.

The In progress tab will be displayed afterwards and when finished, the export will be visible in the Completed or All tabs. If the export was successful, the file will be downloaded properly, if the export fails, an error will be displayed as a toast notification and an error report can be downloaded, see on Reports how.

Import Data¶

Different types of files can be imported alone or in bulk using the New import button.

In the first step, assets must be included in a category as follows: Asset Definition, Users, Asset Categories, Costs, Asset Units, Packing Sets, Locations and Translations. Every category describes what it contains, right under the name.

In the second step, you can upload the file from your computer or by drag&drop. Keep in mind that the file uploaded must be converted to json for the import to be processed.
Tips & tricks: First, download the file you need from the Exports page so that you will have the template done, fill in with the new data, export csv to json and import it as stated above.

The In progress tab will be displayed afterwards and when finished, the import will be visible in the Completed or All tabs. If it was successful, the assets/users/category will be visible on web, if the import fails, an error will be displayed as a toast notification and an error report can be downloaded, see on Reports how.

Reports¶

Reports are generated everytime an export or import is done. These reports reflect the status of the document: success, error, in progress, warning, pending. They can be downloaded from the Import or Export page by clicking the Download Report button.

Locations¶

The surgical assets/packs can be placed in different rooms in the building, so the tag allows the user to see where. Each instrument/set has a designated number that displays its location on the map. It can be manually edited and placed in the correct area if necessary.

Search by Image¶

Use image recognition to identify instruments that may not have a tag/barcode. Activate Search by image by going into Settings and toggling on the feature. Then, go to Instruments & Sets and select Image Search History page where all the latest searches are displayed. Click on Search by image button to start the process.

Upload image¶

Images can be uploaded from your computer or from a URL. After uploading, the application will recognize one or more instruments in the picture and it will display the results found. Change the status based on the recognition

Edit item¶

If the instrument recognized is not fully complient to what you are searching for, it can be edited by clicking the pen icon. Item can be search by name or article SKU. The status will change into manual.

Add Item Manually¶

Sometimes, the results do not reflect the instrument from the picture, so it can be added manually. Click on Add Item manually, fill in the name or article SKU and drag over the image to place the correct item in the picture, then save changes.

User management¶

User management is used mainly, by the Administrator to add/remove users from accessing web and desktop apps and to add roles to them.

Users¶

The Administrator can add/edit or remove users. Add users using the Add button, fill in all required information and Save changes. The user will be visible on the Users page.

Clicking on a user opens a preview, where the details are displayed. Edit user by clicking on the button at the bottom of the panel.

Deactivate a user by toggling off the Status. You can always reactivate it back as it will be moved at the bottom of the page. Remember, after deactivating a user, he needs to logout for changes to take place or it will take about 30 minutes until force sign out.

Archiving a user will remove his entire access to the app and will move him in the Archived tab. An archived user cannot be activate again.

Roles¶

The Administrator adds roles based on the permissions he intends to give. There can be read-only roles, create/edit/remove roles, web roles or desktop app related roles. These may differ from one organization to another. Add a role by clicking on the Add User Role button, fill in all required information and assign users.

While on edit mode, go to Permissions tab and toggle on the desired rights. Permissions are grouped by sections, each section belonging to a desktop app or web admin.

Roles can be inactivated and/or archived. An inactive role will inactivate all the permissions for the users assigned to it. The role will be moved at the bottom of the list and it can be activated whenever. An archived role will behave as an inactive one except it will be moved to the Archived tab and it cannot be activated again.