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									Applies To: UNMH Component(s): Responsible Department: Blood Bank Title: Neoteric

BloodTrack System
( ) N/A ( ) All Ages ( ) Newborns

Procedure
( ) Pediatric ( ) Adult

Patient Age Group:

DESCRIPTION/OVERVIEW This document describes the process for retrieving blood for transfusion from Neoteric BloodTrack blood storage refrigerators. BloodTrack refrigerator locations are as follows: 1. Hemosafe, room 2100 (between MCI and TSI) 2. Hemonine, room 4109 (L-D, anesthesia supply room) 3. Hemonine, room 5701 (Pediatric PACU) 4. Under-counter refrigerators a) Emergency Department, Trauma Room b) ECMO-MICU, room 2827 (equipment room) c) ECMO-TSI, room 2126 (equipment room) d) ECMO-PICU, room 5211 (equipment room) REFERENCES UH Procedure: Transfusion of Blood and Blood Products AREAS OF RESPONSIBILITY 1. TriCore Reference Laboratory Blood Bank – staff are responsible for maintaining blood in the BloodTrack refrigerators and coordinating clinical staff training with appropriate departments. Responsible for keeping Neoteric refrigerators and kiosks in working condition. 2. UH Clinical Staff – responsible for following “Transfusion of Blood and Blood Products” procedure, attending Neoteric training provided by blood bank, and maintaining a yearly Neoteric competency. PROCEDURE Blood for patients with red blood cell antibodies must still be picked up from the main blood bank. If blood is to be retrieved from a BloodTrack Hemosafe or Hemonine refrigerator, the blood bank must be notified prior to or when entering a red cell product order into the computer. A. Collecting crossmatched blood 1. Scan your ID badge (bar code side up) at the kiosk. 2. Follow prompts by touching the buttons directly on the screen. 3. When the keypad displays, scan the patient’s medical record number or enter the number manually and touch “Search”. 4. If there is no blood available for this patient, verify that you are entering the correct patient number.
_________________________________________________________________________________________________________________ Title: Neoterik Blood Track System Owner: Medical Director, Blood Bank Effective Date: 4/2/08 Doc. #

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If blood is available, verify the displayed patient demographics. e) If correct, press “YES”. f) If incorrect, press “NO” and rescan the patient number. g) If still incorrect, call blood bank. Patient’s name may have been changed without blood bank notification. Hemosafe a) Push glass door open and remove unit from opened compartment. b) Scan unit donor number. c) If prompted, scan the supplier number and /or the component code. d) Inspect unit and respond to the visual inspection prompt See Note A. (If unit was previously crossmatched and placed in the BloodTrack refrigerator, continue at step 9.) e) Patient label should print. 1) Touch “Yes” to confirm successful printing of patient label. 2) Touch “No” to reprint the label. Call Blood Bank for printing problems. f) Attach label to donor unit transfusion form. g) Re-scan the blood unit number and immediately scan the barcode on the label attached to the transfusion form. Hemonine a) Open refrigerator door and the drawer indicated by the green light. b) Remove unit from refrigerator. If donor units display on the screen, select the first unit displayed. c) Close the drawer and door. Alarm will sound if refrigerator door is left open too long. d) Scan donor unit number. e) If prompted, scan the supplier number and /or the component code. f) Inspect unit and respond to visual inspection prompt. See Note A. (If unit was previously crossmatched and placed in the BloodTrack refrigerator, continue at step 9.) g) Label should print. 3) Touch “Yes” to confirm successful printing of patient label. 4) Touch “No” to reprint label. h) Attach label to donor unit transfusion form. i) Re-scan blood unit number and immediately scan the barcode on the label attached to the transfusion form. Under-counter refrigerators (blood must have been previously crossmatched in blood bank and placed in these refrigerators). a) Open refrigerator. b) Remove unit from refrigerator. c) Close refrigerator. d) Scan donor unit number. e) If prompted, scan supplier number and/or component code. f) Inspect unit and respond to visual inspection prompt. (Note A). Place unit of blood in Ziploc bag for transportation to patient bedside. Place “Request for Blood” slip in envelope provided. Transfusion should be started within 15 minutes of collection.

_________________________________________________________________________________________________________________ Title: Neoterik Blood Track System Owner: Medical Director, Blood Bank Effective Date: 4/2/08 Doc. #

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If the unit cannot be transfused immediately and must be returned to the refrigerator, scan your ID badge and follow the instructions for returning the unit. h) Unit must be returned within 30 minutes to avoid system alerts. Units returned after 30 minutes will be placed in quarantine. Collecting uncrossmatched O negative blood 1. Touch the red “Emergency blood” button located on the kiosk screen. NOTE: This button is for retrieving “Uncrossmatched Group O blood” only. Do not press this button to retrieve crossmatched blood. 2. Scan your ID badge. 3. Scan patient medical record number (See Note F) 4. Touch “Yes” to continue at patient acknowledgement screen. a) Hemosafe - push door open and remove unit from opened compartment. b) Hemonine 5) Open the main refrigerator door and the drawer indicated by the green light. 6) Remove a group O negative unit. 7) Close the drawer and main door. c) Under-counter refrigerator - open refrigerator door and remove group O negative unit. Close refrigerator door. 5. Scan donor unit number. 6. If prompted, scan supplier number and /or the component code. 7. Inspect unit and respond to visual inspection prompt. See Note A. 8. Remove additional units only if patient has multiple lines and transfusion will be started immediately. Transfusion should be started within 15 minutes after unit is removed from refrigeration. 9. To place unit back into refrigerator, scan your user ID, touch “Putting In” and then respond to the system prompts.

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NECESSARY MATERIALS A. Hospital employee ID badge with BloodTrack access barcode. B. Blood Bank “Request for Blood” slip with patient name and medical record number (attached label with a medical record number bar code is preferred). C. Current red cell order in hospital computer system. 1. When entering the red cell order in the hospital computer system, notify blood bank if blood will be collected from the Hemosafe or a Hemonine refrigerator. Failure to do so will result in blood being crossmatched in the main blood bank. 2. The computer order comment field may be used to indicate BloodTrack refrigerator location for collection. 3. Blood bank will call the ward when the blood is ready to be picked up. NOTES A. Inspect blood unit for: 1. Large clots, hemolysis or discoloration. 2. Unit leaking or damaged. 3. Label intact and legible.
_________________________________________________________________________________________________________________ Title: Neoterik Blood Track System Owner: Medical Director, Blood Bank Effective Date: 4/2/08 Doc. #

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If unit appears unacceptable for transfusion, touch “No” on the kiosk screen, return unit to the refrigerator and notify blood bank. BloodTrack records the date and time of each individual user transaction. Failure to scan units and /or follow system prompts may result in alerts to the blood bank, which may require an immediate contact to the individual user. Alerts are generated if attempts are made to store products that have not been activated in the BloodTrack system refrigerators. Notify blood bank in advance or at the time of collection that a blood unit will be stored in a BloodTrack refrigerator. Refrigerated products initially placed into or returned to a BloodTrack refrigerator after more than 30 minutes may no longer be safe for transfusion and will be placed into quarantine. If a unit is returned to the Hemosafe or Hemonine and issued a second time, no new label will print. ECMO patients not yet in the hospital computer system will be identified using pre – assigned numbers. 4.

DEFINITIONS 1. Neoteric – Brand name of blood dispensing system and all its components including refrigerators, Hemonine, Hemosafe, and Bloodtrack operating software. 2. BloodTrack – registered trademark software used to operate the monitored blood storage refrigerators and dispensers. 3. Hemosafe – registered trademark for the 150 compartment monitored blood storage refrigerator. 4. Hemonine – registered trademark for the 9 drawer monitored blood storage refrigerator 5. Kiosk – touch screen interface for the small stainless steel blood storage refrigerators. SUMMARY OF CHANGES New policy RESOURCES/TRAINING The blood bank will be responsible for all training and system access. A yearly Neoteric competency will be assigned to all staff that has access to the Neoteric system.
Resource/Dept Internet/Link

Blood Bank DOCUMENT APPROVAL & TRACKING
Item Owner Consultant(s) Official Approver Official Signature Effective Date Origination Date Issue Date Contact Dr. Kendall Crookston, Medical Director, Blood Bank Steve Crabb, Project Consultant Sheena Ferguson, Administrator, Professional Services Date Approval

Y

4/2/08 4/2/08 Clinical Operations Policy Coordinator

_________________________________________________________________________________________________________________ Title: Neoterik Blood Track System Owner: Medical Director, Blood Bank Effective Date: 4/2/08 Doc. #

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