Admin Station - User Manual¶

Login¶

Connect to the Admin Station Web application website and enter your credentials.

Admin Station Homepage¶

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

• Dashboard
• Instruments and Sets
• Surgery Management
• Cleaning and Sterilization
• Gateway
• Maintenance
• Alert Management
• 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 3 more tabs:

• Help where they can access to Documentation like User guide, quick guide and installation guide, release notes.
• Support where they can contact Caretag Support or report issues.
• Feedback option is to submit feedback and to provide feedback for further improvement.

Language Selection

In the upper right corner, users have the option to select their preferred language to adjust the dashboard language.

User Profile

• The user profile is located in the top-right corner. By selecting profile settings, users can edit their profile, upload an image or avatar, change their password or pin code, and save the changes.
• A detailed explanation of changing the user password, pin code are explained in the user management section.

Dashboard¶

After successfully logging in, you will be directed to the Caretag web application.

Within the application, you will find two distinct dashboards.

1) Activity Dashboard

2) Config Dashboard

Activity Dashboard

The Activity Dashboard offers a comprehensive summary of total instruments, packing sets, maintenance rules, service requests, and total locations. Additionally, it presents the latest service requests alongside a visual representation of service overview through charts.

Config Dashboard The second dashboard is the Config Dashboard, which provides functionalities to import data, add instruments, packing sets, and maintenance rules. It also showcases lists of the most recent instruments added, as well as imports and exports.

Instruments & Sets¶

Instruments tab overview¶

Exploring the instrument tabs and understanding it features.

When navigating to the Instrument tab, users are greeted with a comprehensive interface designed to streamline their experience. Here’s a breakdown of the key features:

• Table view
• Search bar
• Search by Image
• Export XLS
• Filters
• Views(list or image)
• sorting
• Archive

Table View¶

Upon selection, users are presented with a tabular display showcasing various attributes of the instruments.

Below are the description of the columns in the table

Search Bar¶

The search functionality is provided to facilitate quick retrieval of specific instruments based on user input.

In the image below the user is searching for “Forceps” it lists down all the instruments that are specific to the type Forceps.

With the help of Export button user can download the list of instruments they searched for, in this case the download will contain all the forceps and their relevant details.

Filters¶

Users can utilize filter options to refine their search results based on various criteria such as asset type, tag types, material, category and more.

For instance, here there are 2462 instruments and it will be time consuming for the user to view specific types.

By using the asset type filter and selecting tray, it gives only 25 items, this simplifies user’s search process. Likewise, the user can use other filters based on their requirements. To reset the filter click the clear all button.

After applying the filter, the user can see the list of items in the instruments tab, it also shows how many filters are applied. In this case, only filter has been applied.

Export¶

This feature allows the user to download an Excel file with lists of instruments or packing sets or packed items. User has to simply click on the Export XLS button and the file will be downloaded.

Viewing modes¶

Users have the flexibility to switch between different viewing modes, including list view and image view, catering to diverse preferences and needs.

List view: In list view, the user can able to view the item with small images of the instruments, its name, length, date of manufacturing, units, date of creation.

Image view:

In the image view user can able to view the items with their article name and images in larger view

Sorting¶

This feature helps the users to sort their list of instruments by hovering over certain columns like Item, Manufacturer, Units, and Created, a small upward arrow is displayed. This arrow indicates that users can sort the data in these columns, enhancing their ability to organize and navigate through their instruments.

In the picture below, we have sorted the created column and you can see the list sorted by dates.

Archive¶

The user can archive an instrument by clicking on the 3 dots on the right most corner. Once an item is Archived, it cannot be retrieved again. Users cannot able to view the archived instruments.

Warning: Please remember once an instrument is archived you cannot view it or undo the action. It will be deleted from the system.

Instrument¶

Upon selecting an item, users will be directed to the details page, featuring three tabs: “Instrument Details,” “Units,” and “Alternative Articles.”

Instrument Details¶

Here, users can access various functionalities, including editing the instrument details, exporting them as XLS files, and viewing attachments located at the bottom of the page.

• Any specific notes or comments to this specific instrument can be seen here.

In the detail you will discover comprehensive information about instrument, including its name, brand, SKU, material, category, and more.

Instrument 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.

Service request- If there are any service request related to a specific unit, it will be displayed here.

And the user also has options to search for an unit, export the list if there are any, select the type of request and status.

Alternative articles¶

It is the same type of instrument but from a different manufacturer having different names.

For instance, in the below image the instrument type is eye scissors but from different manufactures with different names.

If an user identifies one or more instruments of the same type or name but from different brands, they should add these articles in the “Add Brand Article” column rather than entering them as new instruments in the system. Attempting to add instruments with the same name but different brands as separate new entries will not be allowed by the system.

Edit an existing instrument, click on add brand article.

Enter the brand details and Article SKU and save it

Now the new instrument of same type with different brand name is linked to this artilce.

The instrument “scissors Mayo 14cm” is available from two brands: KLS Martin and Aesculap, each with a unique SKU.

Once the tray is packed, users can review the details in the “Packed Items” section on the admin station in the web interface. In the instruments section, blue arrows under the “Manufacturer” column indicate where a similar article from a different brand has been packed. In this way the user knows they have packed the instruemnt from different brand.

Add New Instrument¶

New instruments are typically imported through a JSON or Excel file via configuration settings, but there’s also an option to manually add new instruments.

Steps to add a new instrument:

1) Click add new instrument button

2) Name: Type the name of the specific asset, it could be an instrument, tray, pouch, trolley, sterilization cart.

3) Description: Write a small description of the instrument.

4) Enter length: User has to enter the dimensions of the instrument

5) Select UOM: Select the unit of measurement whether it is in cm or mm

6) Select Author: Write the manufacturer name of the instrument

7) Select Material: Select in which material the instrument is made, for example: Stainless steel

8) Select Category: Select under which category, i.e the surgical department, the new instrument should be added.

9) Select the usage type: Select the functionality of the instrument, f.ex. the instrument is used for cutting, clamping.

10) Tag Type: What type of tag is used on the instrument for scanning purpose.It can be RFID, barcodes, matrix etc.

11) Class Type: This is the type of the asset, it can be instrument, pouch, trolley, tray, container.

12) Attachments: In the attachment, the user can add images of the instrument from their PC. Once the image is added the user has the opportunity to crop the image.

13) Add brand details: The name and description fields are automatically fetched from the instrument details page.Select brand and vendor details, add artilce SKU

14) Save and close and click on the Add instrument button.

Once the new instrument has loaded, you will be redirected to the instruments page. Look for a small prompt at the bottom of the page confirming the successful creation of the new instrument.

Edit Instrument:

After adding an new instrument, the user can edit it at any time using the Edit instrument button

When accessing the “edit instrument” feature, users will be directed back to the instrument details and brand details page. Here, they can make modifications to the fields and save their changes. The process essentially mirrors the steps followed when adding a new instrument.

Detailed description of the Instrument detail fields:

Instrument units tab¶

• In this tab it displays the unit details of all the packed instruments, trays, containers.

• In the below table we have explained the each column and it is description.

• Click on any unit you wish to see the full details.

Packing Set¶

Packing Set Overview¶

Exploring the Packing sets section in instrument tabs and understanding it features.

The user will receive a list of instruments that needs to be packed as a packing set for a specific surgery. This list will be provided by the hospitals to the user(nurses/staff in charge in CSSD)

When you select the Packing sets tab, you’ll be presented with a table view that has 6 columns.

Packing sets tab Overview

ITEM VIEW:

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.

- Units are the number of packing sets with the same packset definition.

EDIT ITEM:

The edit option can be found 2 ways:

1) Click on the 3 dots on the right end to edit an item

2) Click on an item and press the edit button on the upper right corner.

Once the edit button is clicked, the user will be taken to a page where they can edit the details and instrument list.

The user can able to edit the details as per their requirement.

Name: The name of the packing set

Description: A short description of the packing set

External ID: An ID that refers to the surgery, usually provided by the the internally.

Category: Here the user can select the type of category to which the packing set belongs to.

Tray type: The selection must correspond to the designated branch of the surgery.

Container: The user has the option to select a container for a specific packing set. If the option for the container is not available, then the user can activate it through the configuration section in the left side panel-settings-make sure “Use surgical container ” option is selected and click on save changes.

Section Count: This shows the position of the instrument in the pack. For example, 1 in the left, 2 on the right top, 6 on the bottom right side.

Attachments: User can add documents, images, PDFs.

INSTRUMENT LIST

User can add instruments from the list or delete it by clicking on the delete button under remove column.

Select Section: Position of the instruments into the packing set

Select count: Add the number of same instruments present.

Tray Details:

At the top of the page, you’ll see the name of the packing set prominently displayed, which in this instance is labeled as “Small Tray Demo.”

The tray details are neatly organized into three distinct categories: Details, Attachments, Instruments.

Details

On the left-hand side of the page, users can easily access specific details about the tray. The fields are explained in the below table.

Attachments

On the right-hand side, users can conveniently view attachments such as images related to the tray.

Instruments

Towards the bottom of the page, users will find a comprehensive list of the instruments included in the packing set.

Upon selecting an instrument, user can see a window that opens in the right side that shows the instrument details.

Click view full details to see the full details of the instrument, here the user can also edit the instrument details if needed.

Add New Packing Set¶

Follow the steps below to add a new packing set.

1) Click on the “+Add New” button and select New packing set

2) In the Packing set details fill the required fields. Each category and fields are described below

3) The first category is Details, it consists of 3 fields Name, Description and External ID

Name: Name of the packing set

Description: A short description about the packing set

External ID: It is a reference ID that refers to the surgery or packing set. It is generally provided internally(hospitals)

4) The following step involves selecting a category from the dropdown menu, which corresponds to the type of surgery for which the packing set is being prepared.

5) Next, select the tray type, the selection must correspond to the designated surgery branch

6) Container: The user can select the container based on the requirement for the surgery.

If the option for the container is not available, then the user can activate it through the configuration section in the left side panel-settings-make sure “Use surgical container ” option is selected and click on save changes.

7) Section Count: This shows the position of the instrument in the pack. For example, 1 in the left, 2 on the right top, 6 on the bottom right side.

8) Attachments: User can add documents, images, PDFs.

Click on the Drag and drop or browse and select an image or document from your local PC.

Once the user has selected an image from their Pc, it appears as below and they can also crop the image if needed and click on Done.

9) The next step is to add instrument details

Select the instrument from the dropdown and enter count and click on Add to set button

Create Set

• Once the user has added all the required instruments, the set can be created.
• The user can sort the order of instruments by simpply drag and drop, it will change the order of the instruments displayed under the instrument list.
• The same order will be displayed in the packing station while packing this set.

• In this scenario, we are moving number 1 instrument to the 4th position

• Drag the instrument in the first order and place it in the fourth.

• Order changed.

• Click the create button.

• A small prompt will appear on the main page as shown below

• Once the packing set is created successfully, the packing set can be viewed under the packing sets tab.

Packed items¶

Packed Items Overview¶

Exploring the Packed items section in instrument tabs and understanding it features. Once the user finishes packing the tray/pouch/trolley via the packing station, it will appear in the Packed items tab within the web application.

When you select the Packed items tab, you’ll be presented with a table view that has 5 columns

Packed Items tab Overview

Item:

When a user clicks on an item, a small window appears on the right side displaying the location of the packing set within the building, along with details such as tray name, ID, container, and the number of items packed.

To access comprehensive information about the Packed items, simply click on the “View Full Details” button.

At the top of the page, you’ll see the name of the packing set prominently displayed, which in this instance is labeled as “Gen-Abdomen-Demo set J”

The page is neatly organized into four distinct categories.

1) Details

2) Location

3) Attachments

4) Instruments

Details:

On the left-hand side of the page, users can easily access specific details about the packed item.

Packing set name: Name of the packing set

Tray: Name of the tray in which the instruments are packed. This corresponds to the designated surgery

Tray Tag ID: Tag ID associated with the tray

Container: Name of the container. The instruments, pouches and trays are stored in the container

Container UDI: Unique identification number of the container

Packed Items Count: Number of instruments packed.

Version: It shows how many times the packing set has been updated. Click on the view version history to view the changes made to the packing set.

Packed by: The user who packed the items

Packed Date: The date & time when the instruments were packed

Location:

On the right-hand side, users can view the location of the packing set within the building. Additionally, they can observe the status of the packing set, including whether it is packed, unpacking, or checked in. The interface also provides details on who made the changes and when they were made.

Attachments:

Users can conveniently view attachments such as images related to the packing set.

Instruments:

Towards the bottom of the page, users will find a comprehensive list of the instruments included in the packing set.

Upon selecting an item, user can see a window that opens in the right side that shows the details of the item.

To access comprehensive information, users can click on the “View Full Details” button. Here, they can review instrument details and check whether the instrument has undergone any services.

Search by Image¶

Image Search is a functionality located within the Instruments and Sets tab. This feature allows users to upload an image and retrieve relevant search results.

Upon clicking Search by Image button, it will take to a page where images can be upload.

Once the user clicks on upload button, it will allow the user to select the image from their local P, the user can upload an image with one or more instruments.

After uploading the image successfully, the results are displayed as shown below. In this case, from the uploaded image it derives 3 instruments.

The user can verify the results, if the result shown is not correct the user can change the status to fail.

The user can also add an item manually that is related to the search.

Now the item that was manually added appears in the results table.

The results of the image search appears in the Image history tab. It displays the name of the instrument, Article SKU, Who has searched for the items, when and the status of the search.