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Order and Inventory Management
Training Manual
v4.2
Online Ordering System
Logging In to BloodHub:
Production/Live environment –
oneblood.bloodhub.com
Validation/Training environment –
oneblood.validation.bloodhub.com
Online Ordering System
Logging In to BloodHub - Email Address
and Secured Password
3
*This information is used for verification and accountability within BloodHub*
Enter email address and
password
Select “Sign In”
Need help signing in?
4
5
Forgot Password – select “Reset Password”
6
Resetting password
• Enter email address and new password into required fields
• Select “Send”• An email will be sent to user
to confirm the password change by selecting the link provided (see next slide)
*minimum of 8 characters long, contain one upper case letter (A-Z), one lower case letter (a-z) and one digit (0-9)* {Example: Bloodbank1}
8
Login with new password
9
Logged In to BloodHub
10
Users with “Group” Access • Select the drop down arrow next to the group
name, to the left of user’s name• In the “Find Hubs:” field, type the desired
facility that you need to create an order for • Select the radio button next to the desired
facilityo Select the Star icon to the right of the
facility to save it as one of your favorites. NOTE: You will not have to search for
the facility again. It will display automatically when you select the drop down arrow next to the group name
o Select the Pin icon to the right of the star to select that facility or group as your default location. Your profile will default to this location when you log into BloodHub.
11
Users with “Group” Access cont.
• Once the desired facility has been selected, select “Impersonate”
• To go back to the group level or another facility, just select the drop down arrow next to the facility that you are impersonating and repeat steps on slide 10
12
Message Center within BloodHub
13
Select message to view
14
Message Acknowledgement & Save
15
Site Menu Button
16
Site Menu Options
17
Managing User’s Profile
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Edit Profile (i.e. change password)
• Select “Reset Password” button
• Enter secured password into provided fields (2)must be 8 characters long, contain 1
upper case letter, 1 lower case letter and 1 digit (i.e. Bloodbank1)
• Scroll to the bottom of page and select “Save”
19
Logging Out of BloodHub
Order Management
Online Ordering System
21
Definitions: Order Types
Standard: Regular orders for blood products
Antigen: Patient information is optional
Autologous: Patient information is required
Directed: Patient information is required
Services: Services provided to customers as applicable; i.e. Specimen Pickups
Non-Blood: Products offered to customers that are not blood products; i.e. dry ice
22
Definitions: Shipping Options
Routine: Orders that are delivered with the next scheduled delivery
Delivered by Date/Time: Specified date and time for delivery
ASAP: Orders that leave the blood center within approximately 90 minutes of submission
STAT: Orders that leave the blood center within approximately 30 minutes of submission
Scheduled: Standing orders
Auto-Reorder: Option to set up orders to be created automatically when par levels are entered into hospital’s profile and hospital’s inventory is updated within BloodHub
23
Definitions: Order Statuses
Pending: Lists orders that have been created but not yet submitted to the blood center. Orders left in a pending status for more than 7 days will automatically be deleted if not submitted to the blood center.
Submitted: Lists orders created and submitted to the blood center. These orders have not been received by the blood center. Hospital staff are able to edit the order in this status.
Received: Lists orders submitted and received by the blood center. Products have not been selected for the order. Hospital staff are not able to edit the order using BloodHub. If the order needs editing, the hospital will contact the blood center.
24
Definitions: Order Statuses cont’d
In Process: Lists orders received by the blood center and currently being fulfilled.
Verified: Lists orders with products that have been packed by the blood center. The order is complete and available for transportation. These orders have not left the blood center.
Shipped: Lists orders that have left the blood center and are in route for delivery.
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Creating an Order
Search Bar
• Select “Create Order”
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Select Order Type
Supplier defaults to “OneBlood”
(Blood products)
(Dry Ice, Gel Packs, Transfer packs)
(Progress Bar)
27
Load a Saved Template
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Select a Saved Template
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Creating an Antigen Screened order
Patient
information fields
are required
but recommended
if available
30
Create an Autologous order
Patient
information fields
required
31
Create a Directed order
Patient
information fields
required
32
Select Shipping Option/Delivery Type
(Routine Courier Routes)(Scheduled Surgeries)
(Standing Order, ie. Pedi Packs)(only displays if Par Levels are entered in profile by Blood Center)
(Select from drop down menu)
33
Select Shipping Option (Delivery by Date/Time)
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Select Shipping Option: Scheduled
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Continue with order, load template, or reset form
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Select a Saved Template, Load, or Delete
37
Order created & assigned an Order #Progress Bar
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Select Quantity & Attributes of Blood Products
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“+Add” Quantity & Attributes of Blood Products
40
Edit Blood Products selected if desired
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Enter Comments (optional) & “Continue”*Comments section is limited to 255 characters*
42
Confirm Order; Submit, Go Back, or Save as Template
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Save Order as Template – Name Template
44
Print Submitted Order if desired*Order Number is available as a barcode and can be scanned into the Search Field
** Order can be printed by selecting “Print” button
***Version Number is provided. Any change to the order will increment a new version
45
View Status of Submitted Order – Time Line
46
View Audit Trail of Submitted Order
47
View Audit Trail of Submitted Order
48
View Order Activity of Submitted Order
49
View Order Activity of Submitted Order
*Fulfillment Activity – OneBlood Units that have been shipped to fulfill the order
**Fill Rate – The fill rate per item ordered
50
Cancel or Edit Submitted Order
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Cancel Order
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Cancel Order – “Reason for Change” *required
53
Edit an Order
“Reason For Change” is a
*required field
54
Track Orders via Dashboard (Sneak Peak)
55
Track Orders via Status Footer Bar
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Track Orders via Distribution Screen
(Submitted, Received, & In Process)
Red Blood Cell OrderPlatelet Order
Plasma Order
Backorder
Scheduled or Shard Order
57
Track Orders via Transportation Screen
(Received, In Process, & Verified)
58
Track Orders via Orders Tab
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View Status of Orders (defaulted Past 7 Days)
60
Select Order to View
61
Order in “Submitted” Status
*Hospital can still cancel or edit order
62
Order in “Received” Status*Hospital can not cancel or edit order, will have to contact Distribution center
**Blood Center has acknowledged order but is not filling order at this time
63
Order in “In Process” Status*Blood Center is processing order
64
Order in “Verified” Status*Blood Center verified units shipped vs. units ordered
**“Packed” icon displays to documented staff member that physically packed
order
***“Verification Override Info” is a notice that the original order has been
modified by the Blood Center
65
Order in “Shipped” Status* Order is enroute to Hospital
66
Order in “Delivered” Status* Order has been delivered and units are available within Hospital’s
BloodHub Inventory
Inventory Management
Online Ordering System
68
Manage Inventory
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Select Transaction TypeProgress Bar
- Products that are available (once the order is set to Delivered, the units that filled the order will automatically be made Available within BloodHub Inventory)
- “Holding Cell” for products- Issuing products (remove from “Available” status)
- Quarantining products (remove from “Available” status)
- Discarding products (remove from “Available” status & option to request credit)
- Returning products to Blood Center (remove from “Available” status & option to request credit)
- Transferring products to another Hospital (remove from “Available” status & option to request
credit)
70
Make Units Available Inventory TransactionOnly to be completed if:
1. Units didn’t get made available through Fulfillment interface from
OneBlood when set to “Delivered” status
2. Units are being returned back to blood bank after the units have
been issued
Step 2:
• Barcode Scan or Type Unit Number (ISBT Format)
• Barcode Scan or Type Product Code (ISBT Format)
71
Units must be in ISBT format*Never select “Yes, it is correct.”
• Select “No, it is wrong!” and re-scan or re-enter unit
72
Make Units Available Inventory Transaction cont.
Step 3:
• Enter Comments (Optional)
• Continue, Cancel, Or Save Transaction
73
Cancelling a Transaction
74
Make Available – Confirm Transaction
Progress Bar
75
Make Available – Print Transaction if desired
76
Issue Units Inventory Transaction
*Issue Info:• Select “Wait Time” from drop down arrow
77
Issue Units Inventory Transaction cont.• Scan, Type (ISBT Format), or Select Units from Ellipsis Button ( )
78
Ellipsis Button*Clicking the Ellipsis Button will provide the Units within the Hospital’s BloodHub
Inventory that are Available, Cross matched, and Quarantined
• Search for desired unit(s) by scrolling through list , sorting columns by the
Headers or pushing “ctrl” and “F” (Find) at the same time to scan or enter unit
(Headers)
(Scroll)
(Find)
79
Issue Units Inventory Transaction cont.• Enter Comments (optional)• Continue, Cancel or Save Transaction
80
Issue Units – Confirm Transaction
81
Issue Units – Print Transaction if desired
82
Discard Units Inventory Transaction
• Enter any applicable comments (optional)
• Select “Continue”
83
Discard Units Inventory Transaction cont.• Scan, Type (ISBT Format) or Select Units from Ellipsis Button ( )
84
Ellipsis Button*Clicking the Ellipsis Button will provide the Units within the Hospital’s BloodHub
Inventory that are Available, Cross matched, and Quarantined
• Search for desired unit(s) by scrolling through list , sorting columns by the
Headers or pushing “ctrl” and “F” (Find) at the same time to scan or enter unit
(Headers)
(Scroll)
(Find)
85
Discard Units – Requesting Credit• Select “Request for Credit” toggle switch to
“Yes” to request credit Broken Plasma Expired Product – not physically
returning to OneBlood
86
Discard Units Inventory Transaction cont.
• Enter Comments (optional)
Broken Plasma
Expired Product – told to keep per
OneBlood employee
• Continue, Cancel or Save Transaction
87
Discard Units Inventory Transaction - Confirm
• Confirm inventory transaction is accurate
Correct unit?
Requesting Credit?
• Select “Confirm”
88
Return Units Inventory Transaction**Return Info:
• Select “Return To” from drop down menu
• Select “Return Reason” from drop down menu
• Enter any applicable comments (optional)
• Select “Continue”
89
Return Units Inventory Transaction cont.• Scan, Type (ISBT Format) or Select Units from Ellipsis Button ( )
90
Ellipsis Button*Clicking the Ellipsis Button will provide the Units within the Hospital’s BloodHub
Inventory that are Available, Cross matched, and Quarantined
• Search for desired unit(s) by scrolling through list , sorting columns by the
Headers or pushing “ctrl” and “F” (Find) at the same time to scan or enter unit
(Headers)
(Scroll)
(Find)
91
Return Units – Requesting Credit
• Select “Request for Credit” toggle switch to “Yes” to request credit
• Read and Agree to the terms stated and select the checkbox
92
Return Units Inventory Transaction cont.
• Enter Comments (optional)
• Continue, Cancel or Save Transaction
93
Return Units Inventory Transaction - Confirm
• Confirm inventory transaction is accurate
Correct unit?
Requesting Credit?
• Select “Confirm”
94
Return Units – Print Transaction• Print Inventory Transaction• Complete “Packing Slip” section• Insert completed inventory transaction inside
shipping container
95
Return Units – Print Transaction cont.
• Print another copy of the inventory transaction with small QR Code Label orprint Full QR Code Label
• Place on outside of shipping container
96
Return Units – Creates Pickup request• “Show Pickup ID” link on Confirmed
Inventory Transaction
• “Pickups” link displayed on Footer Bar
97
Pickups – Requested, Acknowledged & Completed
98
Transfer Units – Transfer Info
• Enter Transfer destination• Select “Pickup Needed:” toggle switch to
“Yes” if OneBlood courier is need to transfer products
99
Transfer Units*Scan, Type ISBT Format or Select Units from Ellipsis Button ( )
10
0
Ellipsis Button*Clicking the Ellipsis Button will provide the Units within the Hospital’s BloodHub
Inventory that are Available, Cross matched, and Quarantined
• Search for desired unit(s) by scrolling through list , sorting columns by the
Headers or pushing “ctrl” and “F” (Find) at the same time to scan or enter unit
(Headers)
(Scroll)
(Find)
10
1
Transfer Units – Requesting Credit
• Select “Request for Credit” toggle switch to “Yes” to request credit
• Read and Agree to the terms stated and select the checkbox
10
2
Transfer Units Inventory Transaction cont.
• Enter Comments (optional)
• Continue, Cancel or Save Transaction
10
3
Transfer Units Inventory Transaction - Confirm
• Confirm inventory transaction is accurate
Correct unit?
Requesting Credit?
• Select “Confirm”
10
4
Transfer Units – Print Transaction and send with unit
QR Code Label will only display if toggle switch for Pickup was “Yes”
10
5
Complete a Pending Transaction
10
6
Complete a Pending Transaction
*Transaction Listing
10
7
Complete a Pending Transaction
10
8
Inventory Summary
109
Inventory Summary
110
Inventory Detail
111
Inventory Detail – Unit Listing
112
Inventory Detail
113
Inventory Detail
114
Transaction Listing
115
Transaction Listing
116
Transaction Listing
117
Transaction Listing
If you have any questions regarding the
function of BloodHub, please contact
your designated Distribution Center or
email bloodhub@oneblood.org
THANK YOU!
The NEW Online Ordering System
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