Oasis V12 BarCode / Autoclave and Instrument Tracking
Introduction
Oasis provides a Bar Code system for use in processing Autoclave records and tracking instrument usage in dental practices. Oasis also offers a "steriroom" alternative process.
There are three components to the system as follows:
1. Barcode Printing – Oasis prints out barcodes onto single or sheet labels. Each barcode is a unique incrementing number. Most practices will print two copies of each barcode label. One label is affixed to the autoclave pack (either before or after it has gone into the sterilizer). The second barcode label is either affixed to a manual record book or scanned in as a document.
2. Scanned Barcode Documents – Practices wishing to store electronic copies of the second barcode label usually print a series of barcodes a sheet at a time. The second barcode label is left on the sheet. The practice then affixes the sterilizer printout tape onto the sheet and scans both Into the Oasis system.
3. Barcode Reading – From within the Oasis treatment module, the operator selects the Barcode option. This loads a special clinical note entry screen. In this screen the operator is presented with data entry columns enabling barcodes to be scanned in using a compatible barcode reader.
The clinical note is then saved and becomes part of the normal clinical notes auditing system.
Registration
To use the Oasis barcoding system, you must be registered accordingly. The Barcode module is a separate module and must be purchased.
If you do not have "BC" in the registration string, you will need to contact Oasis to arrange to purchase the module.
Label Setup
Within Oasis, click on Component Tools, then barcoding.
Click the Tools menu.
- Select the Setup Barcode Profiles option. This option loads a screen where you can setup 99 different barcode profiles. Click on New and add a profile as follows:
The profile above will produce J8160 labels – 10 labels (2 copies of each) to produce a sheet of 20 labels with 1 space left over at the bottom right.
2. Click on Tools, Setup Autoclave Specialist Note and the following prompt will appear.
Click "Yes" and Oasis will create a Specialist Note form #99 specifically for use with the Oasis Instrument
Tracking system. This note template will hold the details of each new autoclave record. Nine prompts will be created enabling you to store up to nine barcodes per record.
3. Click on Tools, Setup Scanned Document Path.
This will load the Document Workstation settings table. The actual scanned document path is dictated by the path defined in the Main Settings option. The behaviour of scanned documents is controlled by the settings as follows:
Note: changes made to these settings will affect all scanned documents for the practice, not just barcode scans.
4. Install your barcode reader. Follow the manufactures instructions to install the barcode reader on your workstation.
You are now ready to use the Instrument Tracking system.
Using the Instrument Tracking System
1. Print Barcode labels – within Oasis select Component Tools, Barcoding. Select the barcode profile needed. Enter Cycle and Operator details (if required) and then select the Print option.
Oasis will print the barcode labels as specified in the profile. As you remove packs from the autoclave machine, affix a label from the sheet to the pack. Affix the duplicate label to your manual record book (or leave on the sheet for later scanning).
2. Create Autoclave Records – when you are in the surgery and ready to use a pack contents, call up the patient and then click the Autoclave option in the restorative charting screen. It will load the following screen with the cursor in the Autoclave No field - ready for scanning.
Note: you can also access the Autoclave option from the General Notes screen if required.
3. Scanning Label sheets – If your practice does not maintain a manual record system, you can scan the remaining second labels along with the sterilization record into Oasis. To do this, click on the Component Tools icon, Barcoding and then select the View option. This displays the document entry screen for Autoclave Records. Place the sterilizer print-out onto the second label sheet (the one with the remaining duplicate labels) and use the Oasis Scanner option to scan in the document. Use the data entry options to record details of the scanned in sheet including start / end numbers etc. Click Apply to save the changes.
Clicking the Apply button will add the new scanned entry to the system.
Notes:
Avery J8160 labels are inkjet labels and typically will not go through an autoclave machine. If these labels are used, they need to be affixed to packs after they have been autoclaved. There are various heat sensitive label printing systems available but these usually have their own accompanying software.
You can use the system without a barcode reader by entering the barcode numbers manually.
You can also use a barcode reader with the Invoicing system in Oasis. Products with barcodes can be entered into the item code table. At the time of invoicing, they can be scanned and the item will be registered in the invoice screen.
You may want to consider printing single labels rather than two of each. If you print one more label than packs in the cycle, this extra label could be used to affix to the autoclave print-out and scanned instead of scanning a label sheet.
Optional "Steriroom" System
The optional "Steriroom" system allows you to enter a series of barcodes (either created by Oasis or from an alternative barcode source) into a table. As the barcodes are scanned in the clinic, they are removed from the table. This allows the user to identify any packs that may not have been used from a cycle.
To set up the system for Steriroom, select Preferences, My Work, Clinical Note Names and select the
"Autoclave" option. Set field #7 "Link to Steriroom" to "Y".
Select Component Tools, Barcoding and then select the Steriroom option. Select New and add a new
Steriroom table entering barcodes used from each cycle. If you were entering from a sheet of Oasis- generated labels, scan each one tapping the tab key to move between fields.
In clinical notes, when you select the Autoclave option, a modified barcode entry box is displayed allowing the entry of a single barcode only.
Click into the field and then scan the barcode. You can repeat this process for as many packs as required.
When you click OK to save each barcode, the corresponding record in the Steriroom table is removed.
When all barcodes have been used, the table entry is removed from the Steriroom system.