ec² Software Solutions - Frequently Asked Questions

Hot Lab Management → Inventory → Edit

This situation often arises when there are leftover non-Tc99m products, such as Thallium that you may wish to use the next day or combine with another dose. Go to Inventory → Edit and select the item that you would like to change (a “U” next to the name of the dose indicates that it is a unit dose). Click on the Edit button and when the window opens, find the Dose Flags button and click on it. The next window will have a radio button (·) next to Unit and all that you need to do is click on Bulk. Close the window to save it and you now have the dose available for use.

Hot Lab Management → Product Tracking → Radiopharm.

Summary Report Select a range of dates and the report will itemize the amount of each radiopharmaceutical and provide a breakdown of the activity and volume that was used and unused.

Hot Lab Management → Disposal → Disposal Setup Re-run the Disposal Wizard.

It will ask a series of questions to allow you to change the settings. At the completion of the Wizard, you will be asked if you would like to print the settings. It's a good idea to save a copy of this should you ever need to redo it.

Hot Lab Management → Disposal RTM or In-House → Display Option select Disposable

Use the down arrows next to Display Option and Inventory Type filters to change the inventory that appears on the screen. Remember to click on the Apply button after making a selection and changing filters.

Hot Lab Management → Sealed Source Disposal

This module will let you send your sealed sources back to the manufacturer and keep track of the return surveys/wipes. The source will remain the in the Sealed Source database and will be marked as along with the return date.

Hot Lab Management → Disposal → Disposal Maintenance

At the top right of the screen, there is Disposal Criteria Options. Click on the box beside Show Criteria in the top right of the screen. The half-lives will be displayed in the criteria column.

Patient Management → Filecard

Find the record of the patient that has the correct spelling/format. Click on it to highlight it, then click on Merge and select the incorrect record. The system will verify that these two records are to be merged. Click on yes to proceed. Only the correct record remains. This situation happens relatively often: If the patient’s name is misspelled or the name format is different, two records for the same patient end up in your system. Maintaining a standard format for using commas and spaces when entering the patient's name will help.

Patient Management → Draw Dose

These sections of draw dose have their own unique functions, and they all aid in keeping your draw dose and statistical records accurate. Multiple Dose is to be used when a patient is having a procedure that required more than one injection, for example, a Lung V/Q scan or a Cardiac Stress Test. The initial injection is given using the Draw Dose, but subsequent injections for that patient are given using the Multiple Dose button. This makes dosing quicker since only previously dosed patients for that day appear on the list, and statistically, it is counted as 1 patient with 2 exams, rather than 2 separate records. Multiple Exam is used for patients that are having a subsequent scan but without another injection, delayed Ga-67 scans for example. When the Multiple Exam button is clicked, it may be necessary to change the date to show the list of dosed patients for a previous day. Multiple Exam will also help keep your statistics accurate. Reinjection is to be used when a patient is receiving another injection, but it is not to be counted as another exam. An example would be if a dose is infiltrated and another injection is necessary or if there was a technical problem during the test. Reinjection will not be counted in statistics.

Patient Management → Scheduler Profiles Scheduler

Profiles are pre-defined exam combinations that can help save time when scheduling. For instance, if your department typically schedules cardiac patients for the resting images and then schedules a revisit 1.5 hours later for the stress test, you may define the exam, time, days, revisit hours and revisit exam. When you schedule a patient using this profile, the program will automatically enter both the rest and stress exams in the schedule. Don’t worry about any changes, as always, you are free to edit the schedule record and make any adjustments.

Health Physics → Area Surveys/Wipes → Monitor/Wipe Groups

Set up a group called Nuclear Medicine and another called Nuclear Cardiology. Then set up the corresponding areas and be sure to fill in the Group field appropriately. Hint: When you set up the Groups, you may also determine the survey and wipe instrument to be used for each group. This will override the preferences so leaving them blank is the best option.

Health Physics → Area Surveys/Wipes → Incident Report

The Incident Report provides a basic format for entering the details of a spill or contamination. The fields for surveys and wipes help to document the initial and the final readings. The text area is provided for an explanation of the situation as well as the steps that were taken to remedy it.

Health Physics → Dose Calibrator → Linearity → Calibration

The Calicheck and Lineator kits provide an easy, quick and accurate way to check the linearity of the dose calibrator in your department. Select the type of kit that you are using in the Calibration section and enter the readings for the appropriate tubes. The calculations will be performed in NMIS to arrive at the correction factors for the tubes. For subsequent Linearity tests, simply use the Calicheck or Lineator button and the correction factors will be applied to the linearity test every time you use that kit. Note: if your department changes kits or purchases a new one, the calibration must be performed again.

Reports → Daily Reports

You have complete control of what reports you would like to see in the Daily Report. Simply go to the Preferences → Reports. Look through this list and answer YES for the areas that you would like to see on the report.

Statistics Gallery → Draw Dose

Click on Draw Dose and select the date range. Use the Default profile on the next window and click on Apply. At the bottom of this box is a button called Comparison. Click on this and select the option and the type of graph. This creates an easy way to evaluate your busiest times of the year. Hint: You may enter up to a 3 year period to get yearly comparisons.

Reports → Report Design → Draw Dose

Click on New and name the new profile. To select the fields that you wish to show on the report, select the available items from the left side of the screen and click on Add to move them to the right side of the screen. Be careful that you do not go over the amount of characters that is allowed for each type of report (this is defined in the window). To create a profile based on one that has already been defined, use the Copy button to make a copy of a profile, name it and click on Edit to make your changes.

Utilities → Backups → Backup Settings

If your backups will be directed to the hospital network or to a physical media (i.e. USB drive, external hard drive), browse for the appropriate location.

Utilities → Test Barcode Reader

First, check that the connections from your computer and the bar code reader are secure. Click on the Test Barcode Reader Button and press "Enter" through the date and time fields. Swipe a barcode at the barcode screen. If the reader does not make a beep, then first try restarting your computer. The barcode reader should beep when the computer is coming back up. If not, try a different USB port. Often the port in the front of the computer does not work as reliably as a port in the back. If you are using all the ports in the back, try moving the mouse to the front and the barcode reader to the back.

System Setup → Setup Database → Radiopharmaceuticals

All of your databases are located in the System Setup section. Click on the Radiopharmaceuticals button and when the window opens, you will see what's known as the "master list." These are the items that appear when you see the list of radiopharmaceuticals to select in Inventory or Draw Dose. Now, click on New. A list will appear on the left. Scroll through it to find the item that you would like to add. Double-click on it or highlight and click on the "Add" button. You may select more than one radiopharmaceutical at a time. When finished, click on OK. These items will appear in the "master list" now. (If there are items that are on this list that you do not use, you may select them and click on the Delete button - they will be placed on the alternate list, so if you ever need them, you will be able to add them again.) If you would like to see this list in alphabetical order, click on Sort. Otherwise, you may rearrange it in the order that you like by dragging and dropping a selected item or by holding down the Shift key and using the up and down arrows.

System Setup → Setup Database → Examination Information

When you are in the exam database, click on New. Fill in the required fields - Exam Name, Prescribed Dose Activity, Dose Route, Target Organ (for dosimetry), Radiopharmaceutical, and Kit/Misc (if this applies). The Fees and Codes fields are not required to be filled in. Click OK to save it and now it has been added to the exam list. This may also be rearranged alphabetically or according to your own preference as described above.

System Setup → User Access

Enter the names of the employees as well as their level of permissions. An Administrator has full privileges. Next, you may set up the Program Access where you will define the level of access for each employee title. This way you may define what areas of the program a staff technologist has permission to use and what areas he/she does not.

System Setup → Setup Database → Manufacturers/Suppliers

When the Manufacturers/Suppliers database window opens, click on New. Enter the name of the new pharmacy and other pertinent information such as contact name, phone number and address. Time zone is important if you will be receiving radioactive doses from this supplier.

System Setup → Setup Database → Miscellaneous Dose Calculator

Select New, then enter formula name and select a non-radioactive drug from the list. Check display from draw dose if you want to utilize this formula within the draw dose module. Select YES to enter infusion time. Enter the dose amount. Entering the minimum and maximum dose is not required.

Reminder → Settings

Click on New. Select the task that you would like to add, or select "Other" if it is not on the list. Enter your frequency, start date and other information. To delete an item from the Reminders list, click on the Settings button again and highlight the profile that you would like to remove. Click on Delete. A message will appear informing you that this profile will be put into the Orphans. The Orphans section will store deleted Reminders in the event that you would like to restore one or more to the Reminder list.

Reminder → Settings

Click on New. Select "Other" and fill in the name of the event and the frequency. This event will now appear on the reminders list and is run manually. This means that when it is invoked, the initials screen appears and when OK is clicked, the check mark and time are displayed just like they are for the other reminders.

Preferences → System

Scroll down the System Preferences until you see the option for Year Entry. Click on the Value field and use the drop-down list to select "2."

Health Physics → Equipment → Set Default Instrument

For each area of the program click the button on the right to select the instrument from the list.

Open up BioRx Communicator and click on View & Verify Orders button. Select the new order and click on Associates Values. Choose from the dropdown windows where needed for physician and product. Save. Click on accept orders.

Click on Software Administrator, select the Option tab at the top. Open Program Options button and click on the Data Entry tab. Select the Disposal Container tab and check off Use Inside Wipe and/or Use Outside Wipe. Click on Save and Close.