Installing and Testing the DECG Barcode Scanner

Installing and Testing the DECG Barcode Scanner Installing and Testing the DECG Barcode Scanner........................................................................................................................ 1 Installing and Testing the DECG Barcode Scanner........................................................................................................................ 2 Overview ............................................................................................................................................................................................................... 3 Supported Barcode Symbologies.................................................................................................................................................... 3 Entering Patient Demographics............................................................................................................................................................ 4 Patient Demographic Windows on Holter ............................................................................................................................... 4 Recorder Utility Window................................................................................................................................................................ 5 New Patient - Demographics Window .................................................................................................................................. 6 Patient Demographic Tabs on the TC Cardiograph ........................................................................................................... 7 New Patient tab ..................................................................................................................................................................................... 7 Edit Patient tab ...................................................................................................................................................................................... 8 Barcode Scanner .............................................................................................................................................................................................. 9 Maintaining the Barcode Scanner .................................................................................................................................................. 9 Cleaning the Barcode Scanner .................................................................................................................................................... 9 Disinfecting the Barcode Scanner............................................................................................................................................. 9 Testing the Barcode Scanner .......................................................................................................................................................... 10 Barcode Scanner Test on Holter............................................................................................................................................. 10 Barcode Scanner Test on the TC Cardiograph .............................................................................................................. 11 Troubleshooting ...................................................................................................................................................................................... 13 Resetting the Barcode Scanner ..................................................................................................................................................... 14 Philips Holter/TC Cardiograph Default Settings......................................................................................................... 14 Customized Hospital Barcode .................................................................................................................................................. 14 Philips Response Center .................................................................................................................................................................... 15 Appendix ............................................................................................................................................................................................................ 16 Barcode Scan Programming Process ........................................................................................................................................ 16 2-Dimensional (2D) Checklist .................................................................................................................................................. 16 2-Dimensional (2D) Scanner Process ................................................................................................................................. 18 Trademark acknowledgements .................................................................................................................................................... 18

Installing and Testing the DECG Barcode Scanner

2

Overview The DECG Barcode Scanner is used to populate the Holter and TC series cardiograph application with patient demographics information.

On the Holter product, the patient demographics information is populated in two locations: • Recorder Utility window • New Patient – Demographics window

The use of each window depends on when data will be entered. The Recorder Utility in the Holter application is used to preload Philips recorders with new patient demographics information, either manually or by using the DECG Barcode Scanner. The DECG Barcode Scanner is also used to load the New Patient – Demographics window in the Holter application with patient demographics prior to scanning the downloaded patient ECG data.

On the TC series cardiographs, the patient demographics information is populated in two locations: • New Patient tab on the ID screen • Edit Patient ID tab on the ID screen

This document explains the process steps for entering patient demographics by using the barcode scanner on both products. It also provides information on maintaining, testing, troubleshooting, and resetting the barcode scanner to the Philips’ default settings, as well as how to contact the Philips Response Center, if you encounter any issues.

In addition, the Appendix explains the process to obtain customized barcode programming that your facility would need to follow if you are implementing a programmed barcode scanning process.

Supported Barcode Symbologies

The DECG barcode scanner can read the following barcode symbologies: Australian Post

Interleaved 2 of 5

British Post

Kix (Netherlands) Post

Aztec Code

Japanese Post

Canadian Post

Matrix 2 of 5

China Post

MaxiCode

Codabar

MicroPDF417

Codablock F

MSI

Code 11

PDF417

Code 128

Planet Code

Code 39

Postnet

Code 93

QR Code

Data Matrix

GS1 DataBar Limited

Straight 2 of 5 IATA

GS1 DataBar Omnidirectional GS1 DataBar Expanded

Straight 2 of 5 Industrial Telepen

Installing and Testing the DECG Barcode Scanner

3

Entering Patient Demographics The scanner is attached to a cord with a USB connector. Before you begin scanning, make sure you are familiar with the barcodes used at your facility. Refer to the Appendix for information on implementing a programmed barcode scanning process. CAUTION: A USB clamp can be used to prevent the scanner from accidentally disconnecting from the PC or damaging the USB port. A USB clamp can be purchased locally; it is not provided with the product.

Patient Demographic Windows on Holter There are two windows used by the DECG Barcode Scanner to enter patient demographics: • Recorder Utility window • New Patient – Demographics window

The Recorder Utility window in the Holter application, version 3.0 and above, is used to pre-load Philips recorders with New Patient demographics. This patient demographic information can be manually entered and retrieved using the DECG Barcode Scanner and via other options. Refer to the Holter Instructions for Use for manual as well as other entry options.

The New Patient – Demographics window in the Holter application is used to load patient demographics after the return of the Holter device from the patient.

Installing and Testing the DECG Barcode Scanner

4

Recorder Utility Window To pre-load the recorder with patient demographics data, via the barcode reader: Step

1 2 3 4 5

6

7 8

Slide the barcode scanner’s USB plug directly into a PC USB port. The scanner beeps to confirm a successful connection. Remove the battery from the recorder.

Insert the recorder into the docking station. Open the Holter application.

Click Tools > Recorder Utility. The Recorder Utility window opens.

Place the cursor in the Patient Last Name field. Put the scanner up to the hospital’s barcode on the patient’s wristband, which contains the patient information. The scanner must be held between 2 and 6 inches from the barcode. If your barcode scanner is programmed, the scanned information is automatically transferred to the corresponding patient demographics fields in the Recorder Utility.

Click the Write to Philips Recorder button. The recorder is now pre-loaded with the patient demographics. After the hourglass symbol disappears (which takes several seconds), remove the recorder from the docking station and click Close.

Installing and Testing the DECG Barcode Scanner

5

New Patient - Demographics Window If you did not pre-load the recorder with patient information, you can use the DECG Barcode Scanner to automatically populate the New Patient – Demographics window with patient demographics.

To populate the New Patient – Demographics fields in the window using the barcode reader:

Step 1 2 3 4 5 6

7

Slide the scanner’s USB plug directly into a PC USB port. The scanner beeps to confirm a successful connection. Remove the battery from the recorder.

Insert the recorder into the docking station. Open the Holter application. Select New from the menu.

The New Patient -Demographics window opens.

8

Place the cursor in the Last Name field.

9

If your barcode scanner is programmed, the scanned information is automatically transferred to the corresponding patient demographics fields in the New Patient Demographics dialogue box.

Put the scanner up to the hospital’s barcode on the patient’s wristband, which contains the patient information. The scanner must be held between 2 and 6 inches from the barcode.

Click the Next button.

Installing and Testing the DECG Barcode Scanner

6

Patient Demographic Tabs on the TC Cardiograph On the ID screen, there are two tabs used by the DECG Barcode Scanner to enter patient demographics: • New Patient tab • Edit Patient ID tab

The New Patient tab is used to input patient demographics for a newly connected patient. The Edit Patient ID tab is used to change patient demographics of the current patient. This patient demographic information can be manually entered and retrieved using the DECG Barcode Scanner and via other options. New Patient tab

To input demographic information for a new patient: Step

1 2 3

4

5

Slide the barcode scanner’s USB plug directly into a USB port on the TC cardiograph. The scanner beeps to confirm a successful connection. Click the ID button on the panel or the ID icon on tool bar. Click the New Patient tab.

Place the cursor in the Patient ID, Last Name, First Name, or Add’l Name field. (Note: The cursor can be placed in any editable demographic field for barcode input; for example, Patient ID, DOB, etc. However, the cursor can’t be placed in a field that only provides options for selection, such as Gender.) Put the scanner up to the hospital’s barcode on the patient’s wristband, which contains the patient information. The scanner must be held between 2 and 6 inches from the barcode. If your barcode scanner is programmed, the scanned information is automatically transferred to the corresponding patient demographics fields. Click the OK button to start the test.

Installing and Testing the DECG Barcode Scanner

7

Edit Patient tab To change demographic information for a patient:

Step 1 2 3

4

5

Slide the barcode scanner’s USB plug directly into a USB port on the TC cardiograph. The scanner beeps to confirm a successful connection. Click the ID button on the panel or the ID icon on tool bar. Click the Edit Patient ID tab.

Place the cursor in the Patient ID, Last Name, First Name, or Add’l Name field. (Note: The cursor can be placed in any editable demographic field for barcode input; for example, Patient ID, DOB, etc. However, the cursor can’t be placed in a field that only provides options for selection, such as Gender.) Put the scanner up to the hospital’s barcode on the patient’s wristband, which contains the patient information. The scanner must be held between 2 and 6 inches from the barcode. If your barcode scanner is programmed, the scanned information is automatically transferred to the corresponding patient demographics fields. Click the OK button to start the test.

Installing and Testing the DECG Barcode Scanner

8

Barcode Scanner Maintaining the Barcode Scanner This section describes how to clean and disinfect the barcode scanner. Your facility needs to be aware of the approved cleaning agents listed below.

CAUTION: Do not submerge the barcode scanner in water. The scanner’s housing is not watertight. Do not use abrasive wipes or tissues on the scanner’s window; abrasive wipes may scratch the window. Damage caused by the use of cleaners other than those listed below may not be covered by the warranty. Cleaning the Barcode Scanner To clean the scanner: Step

1 2 3

Disconnect the scanner from the PC by removing the USB connector plug from the PC port. Dampen a soft cloth with water (or a mild detergent-water solution). Wring any excess moisture from the cloth.

Wipe the surfaces of the scanner and the scanner window. If a detergent solution is used, rinse the scanner with a soft cloth dampened with water only.

Disinfecting the Barcode Scanner To disinfect the scanner: Step 1 2

Disconnect the scanner from the PC by removing the USB connector plug from the PC port.

Use any of the wipes or cleaning agents in the following list. If using a cloth dampened with a cleaning agent, wring any excess moisture from the cloth and wipe the scanner to disinfect it. • Virex 256 • Sani-Cloth®HB • Sani-Cloth®Plus • Super Sani-Cloth®Wipes • Hydrogen Peroxide • CaviWipes® • Formula 409® Glass and Surface Cleaner • Windex®Blue • Clorox®Bleach — 10% • Isopropyl Alcohol • Gentle dish soap and water

Installing and Testing the DECG Barcode Scanner

9

Testing the Barcode Scanner Use the following procedure to test the barcode scanner. This test checks the scanner’s ability to accurately read data and input that information into the PC. If your barcode scanner is programmed, the scanned information is automatically transferred to the corresponding patient demographic fields. Barcode Scanner Test on Holter To perform the barcode scanner test on Holter:

Step 1

2 3

Scan the programming code below to configure the Philips scanner to output Patient/Physician information from the Sample Hospital barcode in the following sequence: • Last name field • First Name field • Middle Initial field • DOB field • Sex field • ID Number field • Physician field

Programming barcode

Click Tools > Recorder Utility.

Place the cursor in the Patient Last Name field.

Installing and Testing the DECG Barcode Scanner

10

Step 4

Scan the sample hospital barcode below.

Sample Hospital barcode

Barcode Contents (in italics): Last Name: SMITH First Name: JOHN Middle Initial: A Sex: M DOB (DD/MM/YYYY): 25/12/1965 ID Number: 123456 Physician: MULLHOLLAND

5

During testing, this should auto-populate the dialogue box with simulated patient information. If the barcode information does not appear, see “Troubleshooting.” After the sample barcode has been tested, click Close to terminate the testing process.

Barcode Scanner Test on the TC Cardiograph To perform the barcode scanner test on the TC cardiograph:

Step 1

2

Scan the programming code below to configure the Philips scanner to output Patient/Physician information from the Sample Hospital barcode:

Programming barcode

Click the ID button on the panel or the ID icon on tool bar. Installing and Testing the DECG Barcode Scanner

11

Step 3

Click the New Patient tab.

4

Scan the sample hospital barcode below.

Sample Hospital barcode

Barcode Contents (in italics): Last Name: Li First Name: Scott Gender: M DOB (DD/MM/YYYY): 08/08/1988 Patient ID: PID0001 Room: Room201

5

During testing, this should auto-populate the New Patient page with simulated patient information. If the barcode information does not appear, see “Troubleshooting.” After the sample barcode has been tested, click Cancel to terminate the testing process.

Installing and Testing the DECG Barcode Scanner

12

Troubleshooting Symptom

Possible Cause

Action

The barcode scanner doesn’t function. (No lights, no sound; scanner cannot read barcodes)

The scanner is not plugged into the USB port of the PC.

Check the scanner’s physical connection to the PC’s USB port.

The scanner has a mechanical problem.

Replace the scanner.

The barcode scanner cannot read barcodes. (Lights and sounds function, but scanner cannot read barcodes.)

The system does not recognize the scanner.

The scanner is held too close or too far from the barcode. The scanner window is not clean or is blocked.

The system does not recognize the barcode format.

The system does not recognize the scanner. The scanner has a mechanical problem.

Confirm that you are using a Philips-approved barcode scanner.

The scanner must be held between 2 and 6 inches from the barcode. Clean the barcode scanner. See “Cleaning the Barcode Scanner” on page 9.

Barcodes must be written in a recognizable format. See “Supported Barcode Symbologies” on page 3 for a list of recognized symbologies. If the barcode is written in a recognizable format and the scanner cannot read the barcode, reset the scanner. See “Resetting the Barcode Scanner” on page 14. Confirm that you are using a Philips-approved barcode scanner. Replace the scanner.

Installing and Testing the DECG Barcode Scanner

13

Resetting the Barcode Scanner If your barcode is written in a recognizable format and the scanner cannot read the barcode, you will need to reset the scanner.

CAUTION: Use these instructions to reset the barcode scanner to Philips’ default settings only. See “Philips Holter/TC Cardiograph Default Settings” regarding those settings. • •

Scanning the barcode provided below with an unsupported barcode scanner may damage the scanner. If you have added programming to your scanner beyond Philips’ default settings, see your vendor for reset instructions.

To reset the scanner: Step 1 2

Print this page.

3

Note: The scanner must be held between 2 and 6 inches from the barcode.

Scan the following barcode:

When the barcode is processed, the scanner beeps to indicate that it has been reset to Philips’ default settings.

Philips Holter/TC Cardiograph Default Settings The programming barcode in the manual sets the scanner back to manufacturing defaults that will most likely be hard-coded into the scanner’s firmware. Those defaults have not been specified up to now. It also verifies the scanner is set at a USB keyboard device as well as centers the decode window in the scanner. Lastly, the programming code disables decoding of retail codes, i.e., UPC-A; UPC-E; EAN-13. Customized Hospital Barcode

If you have customized your barcode, your barcode scanner will need to reflect your settings. You will also need to use that barcode when resetting the barcode scanner. The Appendix outlines this process in greater detail.

Installing and Testing the DECG Barcode Scanner

14

Philips Response Center If you encounter a problem with your barcode scanner, address the issue as follows: 1.

2.

3.

Review the “Troubleshooting” section to see if your issue is addressed.

Contact your IT administrator.

Contact the Philips Healthcare Customer Care Solution Center (Response Center).

The Philips Response Center can assist with product troubleshooting and provide technical expertise to help with any issue regarding the barcode scanner. For details, visit the following URL on the Web: www.medical.philips.com/main/services/response_center.

Installing and Testing the DECG Barcode Scanner

15

Appendix Barcode Scan Programming Process Philips markets the Diagnostic ECG products with an optional barcode scanner. Generating the barcode scanner configuration code is free of charge to customers who purchase the barcode scanner kit through Philips Healthcare. It includes the DECG HS-1 Barcode Scanner kit (PN 989803189871).

Programming the scanner to auto-populate scanned barcode information into the Holter/TC application will provide Philips customers with an opportunity to take full advantage of the flexibility these scanners offer.

This Appendix outlines the process that your facility will need to follow to implement a programmed barcode scanning process. With this process, regardless of how the sequence of your information (Last Name, First Name, etc.) appears, it will merge in the right order in the Holter/TC application.

The barcode scanning process consists of the following: • 2-Dimensional (2D) Checklist • 2-Dimensional (2D) Scanner Process 2-Dimensional (2D) Checklist

To begin, you will need to identify the barcodes to be scanned and the use case for each barcode. In some cases, your facility may use more than one barcode; for example: physician name and wristband for patient information, etc.

Review the fields below that are required for barcode programming. When you begin the process, you will need to enter the scanned barcode data*, then enter the barcode sample data next to the field, as shown in the following example: • Holter: *Barcode Data __________________________________________ New Patient Label (English) Last Name: First Name: Middle Initial: Birth Date: Sex: ID Number: Physician:

Example for Holter: *Barcode Data: Smith;John;123456;Mullholland X X

•

X X

New Patient Label (English) Last Name: Smith First Name: John Middle Initial: Birth Date: Sex: ID Number: 123456 Physician: Mullholland

TC:

Installing and Testing the DECG Barcode Scanner

16

*Barcode Data __________________________________________ New Patient Label (English) Last Name: First Name: Additional Name: DOB: Gender: Patient ID: Physician Name: Age Room Race Account Number

Example for the TC Cardiograph:

*Barcode Data: Li,Scott,1988-08-08, M, PID0001,Room201 X X X X X X

New Patient Label (English) Last Name: Li First Name: Scott Additional Name: DOB: 1988-08-08 Gender: M Patient ID: PID0001 Physician Name:

Age

Room Race Account Number

Room201

Process to identify barcodes to be scanned: • Gather an example of each barcode. If you cannot get a physical example, capture a bitmap (.bmp) image of the barcode (s) via flatbed scanner or high quality digital photo. The example should be representative of the use case barcode. • Verify any known unique characteristics of the barcodes, if any. This would include delimiters (data separators); for example, semi-colon (;), comma (,), asterisk (*), etc., as shown in the following example. Example: Smith;John;123456;Mullholland (In this example, the delimiters are circled.)

• •

Delimiter: ________________________________

Send this page and any barcode samples to JADAK – see 2-Dimensional (2D) Scanner Process for details. JADAK will send the barcode program back to the designated contact at your facility with instructions to validate.

Service commitment: • Program barcode scanner issue hotline: (24-hour service) call 1-888-274-9654 or (international) +1-315-632-1276 • 3 business-day turnaround after receipt of completed checklist Installing and Testing the DECG Barcode Scanner

17

2-Dimensional (2D) Scanner Process Process to program the 2D scanner: • Gather a sample of all the types of barcodes that will be read by the barcode scanner for the workflow. • Determine if your facility is printing the barcode in a specific internal or standard format. If it is printed using an internal format, include a copy of all internal specifications. • After you have accumulated all the information, send the barcodes* and specifications to: Point of contact is:

Philips Customer Support

US Hotline Phone #: 1-888-274-9654 International Phone #: (+1) 315-449-6221

[email protected]

Philips support:

c/o JADAK 7279 William Barry Blvd. North Syracuse, NY 13212

Include the following: • Hospital name • Address • Point of contact name with phone number

* Ideally physical barcode samples should be sent. If this is not possible, then scan a sample with a flatbed scanner and email bitmap (.bmp) images with the above specifications to [email protected] with the subject line: “Re: Philips Support” and include hospital name, address and phone number. • • • • •

JADAK will use this information to create a programming barcode, validate that the barcodes work with the scanner and will output data correctly into the Holter or TC cardiograph application. Programming changes for your barcode scanner will be created and a programming barcode will be sent to your designated point of contact via email or fax. Note: This barcode must be scanned once by each scanner. After scanning this programming barcode, you will hear two (2) beeps that signify that the scanner has been programmed. At this point, each scanner will then be compatible with the Holter or TC cardiograph application according to your provided specifications. When the barcode scanner is working correctly, send a confirmation email to JADAK, LLC stating that the programming barcode is working properly. JADAK, LLC will then store that programming barcode in their database for future use by your site.

If you have any questions or concerns, contact the Philips Customer Response Center. Consult the section entitled “Philips Response Center” in this document for more information.

Trademark acknowledgements

Sani-Cloth® is a registered trademark of Professional Disposables International, Inc. CaviWipes® is a registered trademark of Metrex Research, LLC. Formula 409® is a registered trademark of The Clorox Company. Windex® is a registered trademark of S.C. Johnson & Son, Inc. Clorox® is a registered trademark of The Clorox Company.

Installing and Testing the DECG Barcode Scanner

18

Philips Medical Systems 3000 Minuteman Road Andover, MA 01810 USA Authorized EU-representative: Philips Medizin Systeme Böblingen GmbH Hewlett Packard Str. 2 71034 Böblingen Germany Copyright © 2015 Koninklijke Philips N.V. All rights are reserved. Installing and Testing the DECG Barcode Scanner Printed in USA 453564431841 Revision E June 2015

*453564431841* *RevisionE*