Optility ™ Nuclear Medicine Management Software Manual

501 Optility™ User Guide

4. Select the drug from the Vendor Drug drop-down list.

NOTE: The type of drug (radioactive or non-radioactive), determines what fields are visible.

5. Enter the match code in the Match Code box.

NOTE: The Match Code box does not appear on Hospital versions of this application.

6. Enter the current volume in the Current Volume box.
7. Select the Active check box if you want this record to be accessed in drop-down lists throughout the

application. If it is not selected, the record can only be accessed from the master list in which it is
listed.
8. Select the Draw check box to automatically draw the inventory.
9. Select the Print check box to print the label for this prescription.
10.Click the button in the Calibration Date Time drop-down list. The Report Calendar displays.
11.Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.
12.Click the button in the Expiration Date Time drop-down list. The Report Calendar displays.
13.Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.
14.Click the button in the Check-in Date Time drop-down list. The Report Calendar displays.
15.Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.
16.Enter the calibration volume in the Calibration Volume box.

NOTE: The Current Volume cannot be greater than the Calibration Volume.

17. Select the dose type from the Dose Type drop-down list.
18.Enter the calibration activity level in the Calibration Activity box.

NOTE: The Concentration is automatically calculated based on the Calibration Volume and
Calibration Activity.

19. Enter a new concentration in the Concentration box if you want to override the calculation.
20.Select your initials from the Initials drop-down list.
21.If you want to create multiple records with similar information and do not want to retype the

information, click the Copy check box.

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22.Click OK. The record is created and The Inventory Label confirmation box displays.

Figure 427 Inventory Label confirmation box

23.Click Yes. The inventory label is printed at the default printer.
For all products that have the QC Required check box selected in the Vendor Drug Master file (see
”Vendor Drugs” on page 293), the Inventory QC confirmation box displays.

Figure 428 Inventory QC confirmation box

24.Click Yes. Go to ”Inventory QC” on page 531.
If you selected the Copy check box, the record is created and a copy of the record is generated and
displayed. Enter your changes and when you click OK, another new record is created.

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Editing Inventory

To edit inventory:

1. Click Inventory > Inventory Management. The Inventory Management list displays.

2. Select the record you want to edit and click . The Inventory - Edit dialog box displays.

Figure 429 Tc99m Kit Standing Order - Edit dialog box

NOTE: Tabbed items at the bottom of this dialog box enable you to view, add, edit, and delete records
associated with this record. The application comes with factory installed tabs that can be customized.
For more information, see ”Detail Tabs” on page 141.

3. Edit the information that you need to update.
4. Click OK.

Returning Inventory

You can return inventory for one of the following reasons:
• Return inventory back to a vendor
• Return inventory to a waste bin
• Return misused or mishandled inventory

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Returning Inventory to a Vendor

To return inventory to a vendor:

1. Click Inventory > Inventory Management. The Inventory Management list displays.

2. Select the record you want to return and click . The Return Inventory dialog box
displays.

Figure 430 Return Inventory dialog box

3. Select Return to Vendor.
4. Click OK. The inventory is returned to the vendor.

Returning Inventory to a Waste Bin

To return inventory to a waste bin:

1. Click Inventory > Inventory Management. The Inventory Management list displays.

2. Select the record you want to return and click . The Return Inventory dialog box
displays.

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3. Select Move to Waste. The Waste - New dialog box displays.

Figure 431 Waste - New dialog box

NOTE: The type of drug (radioactive or non-radioactive), determines what fields are visible.

4. Select the waste bin from the Waste Bin drop-down list.

5. If you want to change the disposition date and time, click the button in the Disposition Date
Time drop-down list. The Report Calendar displays.

6. Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

7. Select your initials from the Disposed by Initials drop-down list.

8. Enter the calibration activity level in the Disposition Activity box.

9. Enter the disposition volume in the Disposition Volume box.

10.Enter any additional comments in the Comments box.

11.Click OK. The inventory is returned to the vendor.

Returning Misused or Mishandled Inventory

An example of misused or mishandled inventory: While a patient is being injected, the needle slips out
of the patient’s vein. 5ml of drug was injected into the patient, but it did not go into the vein. The nurse
must use an additional 5ml of drug and inject it into the patient. The 5ml of drug that was injected
incorrectly would be reported as misused/mishandled inventory.

To return misused or mishandled inventory:

1. Click Inventory > Inventory Management. The Inventory Management list displays.

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2. Select the record you want to return and click . The Return Inventory dialog box
displays.

Figure 432 Return Inventory dialog box

3. Select Misused/Mishandled Materials.
4. Click OK. The inventory is reported as waste.

Returning Wasted Inventory Back to Available Inventory

In some instances you may inadvertently waste inventory. Optility™ allows you to move inventory from
waste back to available inventory. To return wasted inventory:

1. Click Inventory > Inventory Management. The Inventory Management list displays.

2. Click the Waste tab. The Waste Inventory list displays.

3. Select the record you want to return and click . The inventory is moved to available
inventory.

Deleting Inventory

NOTE: You cannot delete inventory if there are studies associated to it.

To delete inventory:
1. Click Inventory > Inventory Management. The Inventory Management list displays.

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2. Select the record you want to delete and click . The Delete Inventory Items confirmation
box displays.

Figure 433 Delete Inventory Items confirmation box

3. Click Yes.

Voiding Inventory

Previously entered inventory can be voided (canceled) with this function. You can recall voided orders
by editing them. A record of the voided order appears in one of the End Of Day Summary reports.

To void an inventory item:

1. Select the order you want to void from the Inventory Management list.

2. Click .

Printing Inventory Labels

You can print labels for each inventory item in which the Print check box is selected (see ”Inventory” on
page 500).

To print inventory labels:

1. Select the Print check box(es) in the Inventory - Edit dialog box(es) for the inventory for which you
want labels.

2. Click File > Print Forms. Inventory labels are printed for all inventory in which the Print check box
has been selected.

Printing Individual Inventory Labels

To print an individual inventory label:

1. In the Inventory Management list, select the prescription for which you want to print a label.

2. Click . The label is printed.

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Elute Generator

All technetium elutions are entered into inventory with this program. After the elution is entered, the
system assigns it a unique control number for tracking purposes.

Adding an Elute Generator

To enter technetium elutions:

1. Click Inventory > Elute Generator. The Elute Generator - New dialog box displays.

Figure 434 Elute Generator - New dialog box

2. If you want to change the elution date and time, click the button in the Elution Date Time
drop-down list. The Report Calendar displays.

3. Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

This date can be the current date or up to seven days prior to the current date

4. Select a generator from the list.

NOTE: The CalAct value in the list must be plus or minus the Elution > Generator Activity Limit %
value defined in system configuration. For more information, see ”Generator Elution Defaults” on

page 166.

5. Enter the M099 content of the elution in the M099 Activity box.

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NOTE: The Calculated M099 Activity is the M099 Activity multiplied by the M099 Attenuation
Factor. The M099 Attenuation Factor is defined in system configuration. For more information, see

”Generator Elution Defaults” on page 166.

6. Enter the Tc99m content of the elution in the Tc99m Activity box.
7. Enter the volume of the elution in the Volume of Elution box.

NOTE: The Mo/Tc99 Breakthru Limits (uCi/mCi), Minimum Elution Expiration (Hours), and
Maximum Elution Expiration (Hours) defined in system configuration determine the Max Hours to
Exp. For more information, see ”Generator Elution Defaults” on page 166.

8. If you want to change the expiration date and time, click the button in the Expiration Date Time
drop-down list. The Report Calendar displays.

NOTE: For example Expiration Date Time calculations, see below:

The following defaults are defined in system configuration:
Minimum Elution Expiration (Hours) = 6
Maximum Elution Expiration (Hours) = 48
Default Elution Expiration (Hours) = 12

Calculated Expiration Date Time Action
less than 6 hours lot expires
6 - 12 hours lot passes using calculated time
12 - 48 hours lot passes using default time of 12
greater than 48 hours lot expires

For more information, see ”Generator Elution Defaults” on page 166.

9. Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

10.Select the Draw check box if you want this generator in active inventory to appear above other
generators that do not have the Draw check box selected.

11.Select the Aluminum Ion Breakthrough < 10 ug check box if the elution contains less than
10 ug/ml.

NOTE: The Perform Aluminum Ion check box in system configuration enables the Aluminum Ion
Breakthrough < 10 ug check box. For more information, see ”Generator Elution Defaults” on page 166.

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12.Select the initials of the person performing the elution assay from the Initials drop-down list.
13.Click OK. The Elution Label confirmation box displays.

Figure 435 Elution Label confirmation box

14.Click Yes. The elution label is printed at the default printer and the Dilute Elution confirmation box
displays.

Figure 436 Dilute Elution confirmation box
15.Click Yes. Go to ”Adding a Tc99m Dilution” on page 511.

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Dilute Tc99m

The Dilute Tc99m function is used to record dilutions of initial elutions.

Adding a Tc99m Dilution

To record a dilution:
1. Click Inventory > Dilute Tc99m. The Dilute Tc99m-Edit dialog box displays.

Figure 437 DiluteTc99m - Edit dialog box

2. Select the elution that you are diluting from the list.

3. Enter the volume of elution used in the Volume of Elution Used box.

4. If you want to change the dilution date and time, click the button in the Dilution Date drop-down
list. The Report Calendar displays.

5. Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

6. If you want to change the expiration date and time, click the button in the Expiration Date Time
drop-down list. The Report Calendar displays.

7. Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

8. Select the Draw check box if you want this generator in active inventory to appear above other
generators that do not have the Draw check box selected.

9. Select the initials of the person performing the elution assay from the Initials drop-down list.

10.Enter the total activity of the new kit in the Total Activity of New Kit box.

11.Enter the volume of the new kit in the Total Volume of New Kit box.

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12.Click OK. The Dilution Label confirmation box displays.

Figure 438 Dilution Label confirmation box

13.Click Yes. The dilution label is printed at the default printer and the Inventory QC confirmation box
displays.

14.Click Yes. Go to ”Inventory QC” on page 531.

Prepare Tc99m Kit

This function is used for preparing a technetium kit for current use. Existing inventory is used to prepare
a new inventory lot, which is then given a new unique control number. A technetium kit with the drug
number 0102 can only be prepared from an elution with the drug number 0101. Any other technetium kit
may be prepared, using either a technetium source with a drug number of 0102 or an elution with a drug
number of 0101. If values have been entered into the Tc99m Kit Parameters (see ”Tc99m Kit
Parameters” on page 285), they control the activities, volumes, and expiration times pertaining to the
brand of the cold vial being prepared.

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Preparing a Tc99m Kit

To prepare a Tc99m kit:
1. Click Inventory > Prepare Tc99m Kit. The Prepare Tc99m Kit - New dialog box displays.

Figure 439 Prepare Tc99m Kit - New dialog box button in the Calibration Date

2. If you want to change the calibration date and time, click the
Time drop-down list. The Report Calendar displays.

NOTE: The Calibration Date Time determines what inventory is available in the lists.

3. Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

4. Select the Tc99m kit to prepare from the Tc99m Kit to Prepare drop-down list.

5. Enter the match code in the Match Code box.

NOTE: The Match Code box does not appear on Hospital versions of this application.

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6. Select the cold kit from the Cold Kit list.
7. Enter the actual number of cold kits used in the VolUsed box.
8. Select the technetium from the Technetium list.
9. Enter the actual activity of technetium used in the ActUsed box.
10.Select the Draw check box if you want to automatically draw the inventory.
11.Enter the total kit value in the Total Kit Volume box.

NOTE: The # of Cold Vials Used, Tc99m Kit Activity, and Concentration values are calculated.

12.If you want to change the expiration date and time, click the button in the Expiration Date Time
drop-down list. The Report Calendar displays.

13.Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

14.Select the initials of the person preparing the kit from the Initials drop-down list.

15.Click OK.

The parameters are verified against the Tc99m Kit Parameters defined in the Master. For more
information, see ”Tc99m Kit Parameters” on page 285.

The Inventory QC confirmation box displays.

16.Click Yes. Go to ”Inventory QC” on page 531.

17. After you perform inventory QC, you can prepare another Tc99m kit. The Prepare Tc99m Kit
confirmation box displays.

Figure 440 Prepare Tc99m Kit confirmation box
18.If you want to prepare another kit, click Yes.

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Confirm Tc99m Kit

This function allows you to confirm a Tc99m kit that you prepared.

Confirming a Tc99m Kit

To confirm Tc99m kit information:
1. Click Inventory > Confirm Tc99m Kit. The Confirm Tc99m Kit - New dialog box displays.

Figure 441 Confirm Tc99m Kit - New dialog box
2. Select the Tc99m kit to confirm from the Tc99m Kit to Confirm drop-down list.
3. Select the cold kit from the Cold Kit list.
4. Enter the actual number of cold kits used in the VolUsed box.
5. Select the technetium from the Technetium list.
6. Enter the actual activity of technetium used in the ActUsed box.
7. Select the Draw check box if you want to automatically draw the inventory.
8. Enter the total kit volume in the Total Kit Volume box.

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9. If you want to change the calibration date and time, click the button in the Calibration Date
Time drop-down list. The Report Calendar displays.

NOTE: The Calibration Date Time determines what inventory is available in the lists.

10.Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

11.If you want to change the expiration date and time, click the button in the Expiration Date Time
drop-down list. The Report Calendar displays.

12.Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

NOTE: The # of Cold Vials Used, Tc99m Kit Activity, and Concentration values are calculated.

13.Enter the match code in the Match Code box.

NOTE: The Match Code box does not appear on Hospital versions of this application.

14.Select the initials of the person preparing the kit from the Initials drop-down list.
15.Click OK. The Inventory QC confirmation box displays.
16.Click Yes. Go to ”Inventory QC” on page 531.

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Custom/PET Preparation

This section describes how to perform a custom/PET preparation. A custom/PET preparation is when
you define the components and manufacture the product. The components are defined in the Custom
Formulary dialog box. For more information, see ”Custom Formulary” on page 278.

Adding a Custom/PET Preparation

To add a custom/PET preparation:
1. Click Inventory > Custom/PET Preparation. The Custom/PET Preparation - New dialog box

displays.

Figure 442 Custom/PET Preparation - New dialog box button in the Calibration Date

2. If you want to change the calibration date and time, click the
Time drop-down list. The Report Calendar displays.

NOTE: The Calibration Date Time determines what inventory is available in the lists.

3. Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

4. Select the custom prep drug from the Custom Prep Drug drop-down list.

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NOTE: The component drugs are defined in the Custom Formulary dialog box and listed in the
Component Drug list. For more information, see ”Custom Formulary” on page 278.

5. Enter the lot number in the Lot Number box.

6. Select the component drug(s) from the Component Drug list.

7. Enter the actual amount used in the Drawn box.

8. Enter the total volume in the Total Volume box.

9. Enter the total activity in the Total Activity box.

10.If you want to change the expiration date and time, click the button in the Expiration Date Time
drop-down list. The Report Calendar displays.

11.Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

NOTE: The Concentration value is calculated.

12.Enter the match code in the Match Code box.

NOTE: The Match Code box does not appear on Hospital versions of this application.

13.Select the initials of the person preparing the kit from the Prepared by Initials drop-down list.
14.Click OK. The Inventory QC confirmation box displays.
15.Click Yes. Go to ”Inventory QC” on page 531.

Un-Doing Preparations

To un-do a preparation:

1. Select the in-house preparation you want to un-do from the Inventory Management list.

2. Click . The preparation components are moved back into inventory.

Process All Standing Orders

Use the Process All Standing Orders function to process the standing orders set up in the Vendor
Standing Order, Customer Standing Order, and Tc99m Kit Standing Order master lists. For more
information, (see ”Standing Orders” on page 311, ”Customer Standing Orders” on page 484, and
”Tc99m Kit Standing Orders” on page 281). The Customer Standing Order(s) check box is not
available on the hospital version of Optility™.

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Processing All Standing Orders

To process all standing orders
1. Click Inventory > Process All Standing Orders. The Process Standing Orders - All dialog box

displays.

Figure 443 Process Standing Orders - All dialog box

2. If you want to change the process date, click the button in the Process Date drop-down list. The
Report Calendar displays.

3. Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

4. Select the Holiday check box if the date is a holiday or a weekend day.

5. Select the Customer Standing Order(s) check box to process all customer standing orders.

NOTE: The Customer Standing Order(s) check box is not available on the hospital version of
Optility™.

6. Select the Vendor Standing Order(s) check box to process all vendor standing orders.
7. Select the Tc Kit Standing Order(s) check box to process all kit prep standing orders.
8. Click OK.

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Receiving Shipments

The Receive Shipments function is used for checking-in incoming shipments.
To receive shipments:
1. Click Inventory > Receive Shipment(s). The Receive Shipment(s) - New dialog box displays.

Figure 444 Receive Shipment(s) - New dialog box

2. If you want to change the shipment date and time, click the button in the Shipment Date Time
drop-down list. The Report Calendar displays.

3. Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

4. Enter or scan the package number in the Package Number box.
5. Select the initials of the person preparing the kit from the Check-In Initials drop-down list.

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6. Select the Active check box if you want this record to be accessed in drop-down lists throughout the
application. If it is not selected, the record can only be accessed from the master list in which it is
listed.

7. Select the Outgoing check box if you want an outgoing package information report to be printed.
This report documents outgoing package information for each box.

8. Enter any additional comments in the Condition of the Box Comments box.
9. You can enter inventory information for the item(s) in the package by:

• Scanning – Scan the box. The Receive Inventory - New dialog displays with the item
information entered.

• Entering information manually – Click Receive Inventory. The Receive Inventory - New
dialog displays.

.

Figure 445 Receive Inventory - New dialog box button in the Calibration Date

10.Select the vendor drug from the Vendor Drug drop-down list.
11.If you want to change the calibration date and time, click the

Time drop-down list. The Report Calendar displays.

Inventory 522

NOTE: The Calibration Date Time determines what inventory is available in the lists.

12.Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

13.If you want to change the expiration date and time, click the button in the Expiration Date Time
drop-down list. The Report Calendar displays.

14.Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

15.If you want to change the check-in date and time, click the button in the Check-in Date Time
drop-down list. The Report Calendar displays.

16.Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

17. Enter the calibration volume in the Calibration Volume box.

NOTE: The Current Volume cannot be greater than the Calibration Volume.

18.Enter the lot number in the Vendor Lot Number box.
19. Select the dose type from the Dose Type drop-down list.
20.Enter or scan the calibration activity level in the Calibration Activity box.

NOTE: The Concentration is automatically calculated based on the Calibration Volume and
Calibration Activity.

21.Enter a new concentration in the Concentration box if you want to override the calculation.

22.Either select an order from the On Order Inventory list.
Or
Select the Create New Vendor Order check box if there is no order for the items being received.
The Vendor Order - New dialog box (see ”Vendor Orders” on page 525) displays. Enter the new
order information and click OK.

23.Click OK. The received item is now listed in the Inventory List window.

24.Repeat steps 9-23 until the entire order is received.

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25.Click OK. The Shipment Receive dialog box displays.

Figure 446 Shipment Receive dialog box

26. Select one of the following shipment duties:
• Wipe and Survey
• Wipe
• Survey
• Exempt Quantity

27. Click OK.
• If you selected Wipe and Survey, perform the following tasks:
• ”Adding a Shipment Wipe” on page 555
• ”Adding a Shipment Survey” on page 559
• If you selected Wipe, perform the following task:
• ”Adding a Shipment Wipe” on page 555
• If you selected Survey, perform the following task:
• ”Adding a Shipment Survey” on page 559
• If you selected Exempt Quantity, go to step 28:
If the Force Package Check-In Daily check box is enabled in system configuration and you do not
perform a shipment wipe and/or survey, the shipment displays when you perform an end-of-day
system check. You must perform a shipment wipe and/or survey before running the end-of day
report. For more information of the Force Package Check-In Daily check box, see ”Inventory
Options” on page 216.

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28.After entering wipe and/or survey information, the Receive Shipment Items message box displays.

Figure 447 Receive Shipment Items message box

29. Click Yes to receive another shipment and repeat step 2 through step 27.
Or
Click No.

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Vendor Orders

The Vendor Orders master list contains all of the system’s vendor orders. You can add, edit, or delete
vendor order records.

Adding a Vendor Order

To add a vendor order:
1. Click Inventory > Vendor Orders. The Vendor Order - Master list displays.

Figure 448 Vendor Order - Master dialog box

Inventory 526

2. Click . The Vendor Order - New dialog box displays.

Figure 449 Vendor Order - New dialog box
3. Select the drug from the Vendor Drug drop-down list.

NOTE: The type of drug (radioactive or non-radioactive), determines what fields are visible.

4. Select the Email Flag check box if you want an email to be sent to the vendor.
5. Select the purchase order from the Purchase Order drop-down list.
6. Select the Active check box if you want this record to be accessed in drop-down lists throughout the

application. If it is not selected, the record can only be accessed from the master list in which it is
listed.
7. If the purchase order was not listed in the Purchase Order drop-down list, enter the purchase order
in the PO# (if not in adj. list) box.
8. Click the button in the Date To Be Received drop-down list. The Report Calendar displays.
9. Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the drop-down list.

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10.Click the button in the Order Date drop-down list. The Report Calendar displays.
11.Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in

the drop-down list.
12.Click the button in the Date Time Received drop-down list. The Report Calendar displays.
13.Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in

the drop-down list.
14.Select the person that made the order from the Ordered By drop-down list.
15.Enter the activity level in the Activity box.

NOTE: If this order is for a radioactive product, enter the activity at calibration. This should be the
number of mCi's specified on the product label. If this order is for a non-radioactive product, enter the
volume you expect to receive.
If this product is being ordered in a unit dose quantity, the activity level defaults to the Activity value in
the Drug Master record. If this order is not for a unit dose quantity, the activity level defaults to the
Vendor Dflt.mCi/unit value in the Drug Master record multiplied by the Quantity Ordered value.

16.Enter the volume in the Volume box.
17. Enter the shipping packing list number in the Shipping Packing List # box.
18.Select the drug vendor quantity from the Drug Vendor Quantity drop-down list.
19. Enter the amount in the Amount box.
20.Enter the shipping charges in the Shipping Charges box.
21.Enter any additional comments in the Comments box.
22.If you want to create multiple records with similar information and do not want to retype the

information, click the Copy check box.
23.Click OK.

If you did not select the Copy check box, the record is created.
If you selected the Copy check box, the record is created and a copy of the record is generated and
displayed. Enter your changes and when you click OK, another new record is created.

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Editing a Vendor Order

To edit a vendor order:

1. Click Inventory > Vendor Orders. The Vendor Order - Master list displays.

2. Select the record you want to edit and click . The Vendor Order - Edit dialog box displays.

Figure 450 Vendor Order - Edit dialog box

NOTE: Tabbed items at the bottom of this dialog box enable you to view, add, edit, and delete records
associated with this record. The application comes with factory installed tabs that can be customized.
For more information, see ”Detail Tabs” on page 141.

3. Edit the information that you need to update.
4. Click OK.

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Deleting a Vendor Order

NOTE: You cannot delete a vendor order if there are studies associated to it.

To delete a vendor order:

1. Click Inventory > Vendor Orders. The Vendor Order - Master list displays.

2. Select the record you want to delete and click . The Delete Master Items confirmation
box displays.

3. Click Yes.

Inventory To Order

The Inventory to Order function displays a general list of your lab’s inventory needed to be ordered. This
is partly based on the reorder limits set for each vendor drug and unfilled studies and prescriptions.

Viewing Inventory to Order

To view the inventory to order data:

1. Click Inventory > Inventory to Order. The Inventory To Order - Master list displays.

Figure 451 Inventory To Order - Master list
2. Click Refresh to refresh the list.

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Tracing Inventory

Optility’s inventory tracing function enables you to view tracing information for each inventory item.
To view inventory trace information:
1. Click Inventory > Trace. The Inventory Trace - View dialog box displays.

Figure 452 Inventory Trace - View dialog box

2. Select the inventory item from the Select an Inventory Lot drop-down list.
3. Click the Details button. The information displays in a report.

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Inventory QC

The Inventory QC function used for entering quality control data for any product prepared by the lab,
printing data summaries, and maintaining quality control parameters for each product. You can add,
edit, or delete an inventory QC.

Adding an Inventory QC Record

To add an inventory QC record:
1. Click Inventory > Inventory QC. The Inventory QC - Master dialog box displays.

Figure 453 Inventory QC - Master list

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2. Click . The Inventory QC - New dialog box displays.

Figure 454 Inventory QC - New dialog box

3. Select the inventory item from the Inventory drop-down list.
4. Select the scaler from the Scaler drop-down list.
5. Click the button in the Test Date Time drop-down list. The Report Calendar displays.
6. Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in

the drop-down list.
7. Select the drug vendor QC from the Drug Vendor QC drop-down list.

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8. Select the Active check box if you want this record to be accessed in drop-down lists throughout the
application. If it is not selected, the record can only be accessed from the master list in which it is
listed.

9. Enter the name of the person performing the test in the Test Performed By box.
10.Enter up to three top readings in the Top 1-3 box(es).
11.Enter up to three bottom readings in the Bottom 1-3 box(es).
12.Enter any additional comments in the Comments box.
13.Select the Pass check box to bypass the calculation process and pass the selected inventory.
14.If you want to create multiple records with similar information and do not want to retype the

information, click the Copy check box.
15.Click OK.

If you did not select the Copy check box, the record is created.
If you selected the Copy check box, the record is created and a copy of the record is generated and
displayed. Enter your changes and when you click OK, another new record is created.

Editing an Inventory QC Record

To edit an inventory QC record:
1. Click Inventory > Inventory QC. The Inventory QC - Master dialog box displays.

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2. Select the record you want to edit and click . The Inventory QC - Edit dialog box displays.

Figure 455 Inventory QC - Edit dialog box

NOTE: Tabbed items at the bottom of this dialog box enable you to view, add, edit, and delete records
associated with this record. The application comes with factory installed tabs that can be customized.
For more information, see ”Detail Tabs” on page 141.

3. Edit the information that you need to update.

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4. Click OK.

Deleting an Inventory QC Record

NOTE: You cannot delete an inventory QC record if there are any dependencies associated to it.

To delete an inventory QC record:

1. Click Inventory > Inventory QC. The Inventory QC - Master dialog box displays.

2. Select the record you want to delete and click . The Delete Master Items confirmation
box displays.

3. Click Yes.

Waste Management

This section describes how to manage your waste bins. You can add, edit, or delete a waste bin.

Adding a Waste Bin

To add a Waste Bin:

1. Click Inventory > Waste > Waste Management. The Waste Management - Master list displays.

Figure 456 Waste Management - Master list

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2. Click . The Waste Management - New dialog box displays.

Figure 457 Waste Management - New dialog box

NOTE: The Waste Bin box is a unique number assigned by Optility™ when you add the waste bin.

3. Select the waste bin type from the Waste Bin Type drop-down list.
4. Click the button in the Opened Date drop-down list. The Report Calendar displays.
5. Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in

the drop-down list.
6. Click the button in the Closed Date drop-down list. The Report Calendar displays.
7. Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in

the drop-down list.
8. Click the button in the Transferred Date drop-down list. The Report Calendar displays.
9. Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in

the drop-down list.
10.Select the person that transferred the waste from the Transferred by drop-down list.
11.Enter the name of the broker receiving the waste in the Transfer Broker box.
12.Enter any additional comments in the Comments box.
13.If you want to create multiple records with similar information and do not want to retype the

information, click the Copy check box.
14.Click OK.

If you did not select the Copy check box, the record is created.

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If you selected the Copy check box, the record is created and a copy of the record is generated and
displayed. Enter your changes and when you click OK, another new record is created.

Editing a Waste Bin

To edit a waste bin:

1. Click Inventory > Waste > Waste Management. The Waste Management - Master list displays.

2. Select the record you want to edit and click . The Waste Management - Edit dialog box
displays.

Figure 458 Waste Management - Edit dialog box

NOTE: Tabbed items at the bottom of this dialog box enable you to view, add, edit, and delete records
associated with this record. The application comes with factory installed tabs that can be customized.
For more information, see ”Detail Tabs” on page 141.

3. Edit the information that you need to update.
4. Click OK.

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Viewing a Waste Bin’s Details

To view a waste bin’s details:

1. Click Inventory > Waste > Waste Management. The Waste Management - Master list displays.

2. Select the record you want view, and then click . The Waste - Waste Bin # list displays.

Figure 459 Waste - Waste Bin # list
NOTE: From here you can edit the waste in the waste bin.

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3. Select the record you want to edit, and then click . The Waste - Edit dialog box displays.

Figure 460 Waste - Edit dialog box

NOTE: Tabbed items at the bottom of this dialog box enable you to view, add, edit, and delete records
associated with this record. The application comes with factory installed tabs that can be customized.
For more information, see ”Detail Tabs” on page 141.

4. Edit the information that you need to update.
5. Click OK.

Deleting a Waste Bin

NOTE: You cannot delete a waste bin if there are studies associated to it.

To delete a waste bin:

1. Click Inventory > Waste > Waste Management. The Waste Management - Master list displays.

2. Select the record you want to delete and click . The Delete Master Items confirmation
box displays.

3. Click Yes.

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Waste Bin Wipe

This section describes how to set up the waste bin wipe areas. You can add, edit, or delete a waste bin
wipe.

Adding a Waste Bin Wipe

To add a waste bin wipe:

1. Click Inventory > Waste > Wipe. The Waste Bin Wipe - Master list displays.

Figure 461 Waste Bin Wipe - Master list

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2. Click . The Waste Bin Wipe - New dialog box displays.

Figure 462 Waste Bin Wipe - New dialog box

3. Select the waste bin from the Waste Bin drop-down list.
4. Select the scaler from the Scaler drop-down list.
5. Select the scaler efficiency from the Scaler Efficiency drop-down list.
6. Enter the counting efficiency percentage in the Counting Efficiency (%) box.
7. Enter the size in the Wipe Area Size box.
8. Select the size measurement from the Wipe Area Size drop-down list.
9. Enter the count time in seconds in the Count Time (Sec) box.
10.Enter the surface background in the Surface Background box.
11.Enter the source background in the Source Background box.
12.Enter the surface counts in the Surface Counts box.
13.Enter the source counts in the Source Counts box.
14.If you want to create multiple records with similar information and do not want to retype the

information, click the Copy check box.
15.Click OK.

If you did not select the Copy check box, the record is created.
If you selected the Copy check box, the record is created and a copy of the record is generated and
displayed. Enter your changes and when you click OK, another new record is created.

Editing a Waste Bin Wipe

To edit a waste bin wipe:

1. Click Inventory > Waste > Wipe. The Waste Bin Wipe - Master list displays.

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2. Select the record you want to edit and click . The Waste Bin Wipe - Edit dialog box
displays.

Figure 463 Waste Bin Wipe - Edit dialog box

NOTE: Tabbed items at the bottom of this dialog box enable you to view, add, edit, and delete records
associated with this record. The application comes with factory installed tabs that can be customized.
For more information, see ”Detail Tabs” on page 141.

3. Edit the information that you need to update.
4. Click OK.

Deleting a Waste Bin Wipe

NOTE: You cannot delete a waste bin wipe record if there are any dependencies associated to it.

To delete an existing waste bin wipe record:

1. Click Inventory > Waste > Wipe. The Waste Bin Wipe - Master list displays.

2. Select the record you want to delete and click . The Delete Master List Items
confirmation box displays.

3. Click Yes.

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Waste Bin Survey

This section describes how to set up the waste bin survey areas. You can add, edit, or delete a waste
bin survey.

Adding a Waste Bin Survey

To add a waste bin survey:
1. Click Inventory > Waste > Survey. The Waste Bin Survey - Master list displays.

Figure 464 Waste Bin Survey - Master list

2. Click . The Waste Bin Survey - New dialog box displays.

Figure 465 Waste Bin Survey - New dialog box

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3. Select the waste bin from the Waste Bin drop-down list.
4. Select the meter from the Meter drop-down list.
5. Select the bar type from the Bar Type drop-down list.
6. Enter the transport index in the Transport Index box.
7. Enter the surface reading in the Surface Reading box.
8. Select the surface reading measurement from the Surface Reading drop-down list.
9. Enter the surface reading from one meter away in the Reading At 1 Meter box.
10.Select the surface reading measurement from the Reading At 1 Meter drop-down list.
11.If you want to create multiple records with similar information and do not want to retype the

information, click the Copy check box.

12.Click OK.
If you did not select the Copy check box, the record is created.

If you selected the Copy check box, the record is created and a copy of the record is generated and
displayed. Enter your changes and when you click OK, another new record is created.

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Editing a Waste Bin Survey

To edit a waste bin survey:

1. Click Inventory > Waste > Survey. The Waste Bin Survey - Master list displays.

2. Select the record you want to edit and click . The Waste Bin Survey - Edit dialog box
displays.

Figure 466 Waste Bin Survey - Edit dialog box

NOTE: Tabbed items at the bottom of this dialog box enable you to view, add, edit, and delete records
associated with this record. The application comes with factory installed tabs that can be customized.
For more information, see ”Detail Tabs” on page 141.

3. Edit the information that you need to update.
4. Click OK.

Deleting a Waste Bin Survey

NOTE: You cannot delete a waste bin survey record if there are any dependencies associated to it.

To delete an existing waste bin survey record:

1. Click Inventory > Waste > Survey. The Waste Bin Survey - Master list displays.

2. Select the record you want to delete and click . The Delete Master List Items
confirmation box displays.

3. Click Yes.

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Process Waste

The Process Waste feature performs the following functions:

• Checks the system to determine which items have been used and/or expired.
• Moves waste items from “available inventory” to “unavailable inventory” or waste bins.

The Process Waste feature automatically opens and allocates waste bins based on the Study Waste
Bin Type and Inventory Waste Bin Type defined in the drug vendor master record. For more
information on drug vendor records, see ”Adding a Vendor Drug Record” on page 293.

After you initiate the Process Waste feature, you have the option to do one of following to the waste
bins:

• Close – Closes the waste bin and assigns a closed date.
• Transfer – Closes the waste bin, assigns a close date and transfer date, and initiates a waste

transfer.
• Cancel – The waste is processed and the waste bin remains open.

Processing Waste

To process waste:

1. Click Inventory > Waste > Process Waste. The Process Waste dialog box displays.

Figure 467 Process Waste dialog box

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2. Click the button in the Process Date Time drop-down list. The Report Calendar displays.
3. Click the arrow buttons to adjust the months, and then click the desired date. The current system

date and time is entered in the drop-down list.
4. Select the person that is disposing of the waste from the Disposed by Initials drop-down list.
5. If you need to change the waste bins, select the updated waste bin from the WasteBin and

WasteBinId drop-down lists.
6. If you need to adjust the study waste, enter the updated waste in the DispAct box in the Study

Waste list.
7. Click OK. A message box displays.

Figure 468 Process waste completed message box
8. Click OK. The Process Waste Bin confirmation box displays.

Figure 469 Process Waste Bin confirmation box
9. Click one of the following buttons:

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• Close – The Waste Management - Edit dialog box displays with the Closed Date automatically
filled in.

Figure 470 Waste Management - Edit dialog box

a. Enter any additional comments in the Comments box.
b. Click OK. If more waste bins were listed in the Process Waste dialog box, The Process

Waste Bin confirmation box displays.

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• Transfer – The Waste Management - Edit dialog box displays with the Closed Date and
Transferred Date automatically filled in.

Figure 471 Waste Management - Edit dialog box
a. Enter who transferred the waste in the Transferred by box.
b. Enter the transfer broker in the Transfer Broker box.
c. Enter any additional comments in the Comments box.
d. Click OK. The Shipment Receive dialog box displays.

Figure 472 Shipment Receive dialog box
e. Select one of the following shipment duties:
• Wipe and Survey

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• Wipe

• Survey

• Exempt Quantity

f. Click OK.

• If you selected Wipe and Survey, perform the following tasks:

• ”Adding a Shipment Wipe” on page 555

• ”Adding a Shipment Survey” on page 559

• If you selected Wipe, perform the following task:

• ”Adding a Shipment Wipe” on page 555

• If you selected Survey, perform the following task:

• ”Adding a Shipment Survey” on page 559

• If you selected Exempt Quantity, the quantity is reported as exempt.

If the Force Package Check-In Daily check box is enabled in system configuration and you
do not perform a shipment wipe and/or survey, the shipment displays when you perform an
end-of-day system check. You must perform a shipment wipe and/or survey before running
the end-of day report. For more information of the Force Package Check-In Daily check
box, see ”Inventory Options” on page 216.

• Cancel – The waste bin remains open.

If more waste bins were listed in the Process Waste dialog box, The Process Waste Bin
confirmation box displays. Go to step 9.