Software Prometheus€¦ · Prometheus to achieve a system that meets the needs for the majority of...
Transcript of Software Prometheus€¦ · Prometheus to achieve a system that meets the needs for the majority of...
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MDP BELGIUM
Software Prometheus
Mechelen, Belgium20 November 2015
Hildegarde Broos
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MDP BELGIUM
1. Agenda
1. Introduction2. Tips and tricks3. Analytic tools 4. New version 5. EMDIS CORD
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MDP BELGIUM
1. Agenda
1. Introduction
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MDP BELGIUM
1. Introduction
• EMDIS: communication system between registries in Europe, and outside Europe
• EMDIS initiated in 1992 : the standard platform for registry communication
• The participants (37 countries) communicate directly with each other through encrypted email messages.
• Each country uses their own software.• Can be seen as 1 virtual system.
1.1. EMDIS
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MDP BELGIUM
1. Introduction
• World-wide used information system for stem cell donor registries created by Steiner, Prague, since 1993
• Used by 20 countries.• It covers all key business processes of
the registry’s daily search process.• Member of the EMDIS IT committee.
1.2. Prometheus
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MDP BELGIUM
1. Introduction 1.3. System architecture
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MDP BELGIUM
1. Introduction 1.4. Project Belgium
• Development of decentralized structure.
• Live since 1-4-2013.• Since then: 2 major updates for the
international EMDIS release (in 2013-2014)
• 2015: preparing for new upgrade combined with the EMDIS cord tool
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MDP BELGIUM
1. Introduction 1.4. Project Belgium
• Donor import tool.• Cord update + import.• Update tool to BMDW• Connected to 32 EMDIS countries
today• All development following WMDA rules
to be ready for the WMDA accreditation.
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MDP BELGIUM
1. Introduction
• Requests from MDPB cooperative centers
• Requests from Prometheus members
• Requests from EMDIS members
1.5. Change requests
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MDP BELGIUM
1. Introduction
• Procedure included in the MDPB standards.
• Change request form MDPB FRM014.• The request must be motivated, with
indication of priority.• Impact assessment – change approval.• If it is not a Registry specific function
the RFC must pass the Prometheus user group.
1.5. Change requests MDPB
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MDP BELGIUM
1. Introduction
• Cooperation between Steiner Ltd and the registries using Prometheus
• Prometheus Change Advisory Board• Responsibility to receive, review and
agree on the prioritization of requests.• Coordinate the functionality of
Prometheus to achieve a system that meets the needs for the majority of the users
1.5. Change requests Prometheus users
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MDP BELGIUM
1. Introduction
• “A formal request for new or changed functionality in the existing IT system and is in response to new or changed business requirements” will have to pass the user group Subcommittee.
• Will be voted on during the bi-annual user group meetings which take place during the WMDA meetings.
1.5. Change requests Prometheus users
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MDP BELGIUM
1. Introduction
• The EMDIS development is driven by request for comments (RFCs) by all member registries.
• Yearly EMDIS implementation package during the last quarter.
• Which implicates a yearly Prometheus update.
1.5. EMDIS change requests
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MDP BELGIUM
1. Agenda
1. Introduction2. Tips and tricks
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2. Tips and tricks : patients2.1. Active patients
Easy tool to check on the status of your activated patients
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2. Tips and tricks: patients2.1. Active patients
A list of your patients with status “active will be displayed”
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MDP BELGIUM
2. Tips and tricks : patients2.1. Active patients report
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MDP BELGIUM
2. Tips and tricks : patients2.1. Active patients report
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MDP BELGIUM
2. Tips and tricks : patients2.1. Active patients
• International registries check the inactive Belgian searches monthly by sending us spreadsheets and they will cancel themselves if we don’t respond.
• Suspend the search within 6 months if the patient search is inactive but cannot be stopped completely.
• Cancel the file in case of transplantation or other reason.
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2. Tips and tricks : donors2.2. Donor status
• Please keep the availability of your donors up to date:
• Delete the donor after donation.• Change donor status to :
Temporarily unavailable – reservation
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MDP BELGIUM
2. Tips and tricks : donors2.2. Donor cancellation or unavailability
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MDP BELGIUM
2. Tips and tricks : donors2.2. Donor status
Donor status:
4. Donor deleted: From: date
2. Temporarily unavailable or reserved:From: date to: date
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2. Tips and tricks : donors2.2. Donor cancellation or unavailability
• At the end date of the donor reservation the system will make the donor available again.
• At the age of 60 the donor will be deleted automatically by the system.
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MDP BELGIUM
2. Tips and tricks :2.3. Archiving
• Files will be archived for 30 years.• Guarantee backup and longtime data
storage• In case of migration to another
software system: all Prometheus data -files will be migrated including attached files.
• (excluded: received initial search results)
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MDP BELGIUM
2. Tips and tricks :2.3. Archiving
Attached files: • Possibility to attach external files such
as text documents, PDF’s, excel files to a donor or patient record.
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MDP BELGIUM
2. Tips and tricks :2.3. Archiving
• Attached files:
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MDP BELGIUM
2. Tips and tricks :2.3. Archiving reports
• One note :• When you save / archive reports to
your local network– backup must be guaranteed by your institution.
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MDP BELGIUM
1. Agenda
1. Introduction2. Tips and tricks3. Analytic tools
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MDP BELGIUM
3. Analytic tools
1. Analytic patient tool 2. Patient tools:
Analytic tool for outgoing typing requestsAnalytic tool for outgoing sample requests
3. Analytic tool for donors4. Donor tools:
Analytic tool for incoming typing requestsAnalytic tool for incoming sample requests
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MDP BELGIUM
3. Analytic tools 3.1. Analytic patient tool
Analytic tools :
• Exports of all data available in Prometheus
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MDP BELGIUM
3. Analytic tools 3.1. Analytic patient tool
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MDP BELGIUM
3. Analytic tools 3.1. Analytic patient tool
In the upper left column: small button to open the window screen with all options:
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MDP BELGIUM
3. Analytic tools 3.1. Analytic patient tool
The list of columns will be displayed and can be selected for further analysis.
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MDP BELGIUM
3. Analytic tools 3.1. Analytic patient tool
Buttons to navigate between records:
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MDP BELGIUM
3. Analytic tools 3.1. Analytic patient tool
Count: number of records
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MDP BELGIUM
3. Analytic tools 3.1. Analytic patient tool
Column headers: Arrow in the corner of the column: filter data.
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MDP BELGIUM
3. Analytic tools 3.1. Analytic patient tool
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MDP BELGIUM
3. Analytic tools 3.1. Analytic patient tool
Data export to file: Export of all columns, or selected columns to different formats:
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MDP BELGIUM
3. Analytic tools 3.1. Analytic patient tool
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MDP BELGIUM
3. Analytic tools 3.1. Analytic patient tool
Save the export to your files:
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3. Analytic tools
• All available data (selected) of the patient database are exported to excel: (records since 2008 available).
3.1. Analytic patient tool
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3. Analytic tools
• Analytic tool for outgoing typing requests
• Analytic tool for outgoing blood sample requests
3.2. Outgoing requests
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MDP BELGIUM
3. Analytic tools 3.2. Outgoing typing requests
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MDP BELGIUM
3. Analytic tools
Export of all activated typing requests (for Belgian donors and EMDIS donors) since 2008 including :
- Requested resolution- HLA typing before request- HLA results- Request date / status - No result date
3.2. Outgoing typing requests
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MDP BELGIUM
3. Analytic tools 3.2. Outgoing typing requests
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MDP BELGIUM
3. Analytic tools
Export of all activated blood sample requests (for Belgian donors and EMDIS donors) since 2008 including :
- Requested details, quantity- Arrival date, arrival status- No result date- IDM results- Confirmatory typing results
3.2. Outgoing blood sample requests
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MDP BELGIUM
3. Analytic tools
Check of blood samples with pending CT results (transplant center) Select the analytic tool for outgoing sample requests
3.3. Practical example: pending CT results
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MDP BELGIUM
3. Analytic tools
Transplant center: Check the blood samples with pending CT resultsTick the following items:* Patient name / request date / donor Id / ARR date / ARR status / RES date / RES status / NORES date / NORES status.
3.3. Practical example: pending CT results
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MDP BELGIUM
3. Analytic tools
Selection of fields:
3.3. Practical example: pending CT results
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3. Analytic tools
Customize the date:
3.3. Practical example: pending CT results
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3. Analytic tools
Then export the date:
3.3. Practical example: pending CT results
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3. Analytic tools
Then export the date:
3.3. Practical example: pending CT results
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3. Analytic tools
And save the file to your local directory:
3.3. Practical example: pending CT results
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3. Analytic tools
And save the file to your local directory:
3.3. Practical example: pending CT results
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MDP BELGIUM
3. Analytic tools 3.3. Practical example: pending CT results
The result is an overview of the status of all the samples you received :
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3. Analytic tools 3.3. Practical example: pending CT results
Samples with CT results not available: so NORES message sent:
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MDP BELGIUM
3. Analytic tools 3.3. Practical example: pending CT results
Samples with CT results not available: so NORES message sent:
Pending CT results:• Sample not yet received• 1 sample received but CT results
pending
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3. Analytic tools
Easy tip:• Keep the Sample requests pending in
the new EMDIS messages as long as the CT typing has not been entered.
3.3. Practical example: pending CT results
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MDP BELGIUM
3. Analytic tools 3.4. Donor analytic tool
• All data available in the donor database are available in the analytic tool
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MDP BELGIUM
3. Analytic tools
3.6. Incoming blood sample requests
3.5. Incoming typing requests
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MDP BELGIUM
1. Agenda
1. Introduction2. Tips and tricks3. Analytic tools 4. New version
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MDP BELGIUM
4. New version Version 181
Implementation date: 2016
- simultaneously with the implementation of EMDIS cord- after interfaces with the cord blood banks are operational
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MDP BELGIUM
4. New version
4.1. Messages and requests
The “messages” tab divided into:• Messages • Requeststo give better overview of status of requests
New options
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MDP BELGIUM
4. New version 4.1. Messages and requests
• Old:
• New:
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MDP BELGIUM
4. New version 4.1. Messages and requests
• Panel on second row:
• Messages: displays all EMDIS messages
• Requests: displays requests and status of requests
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MDP BELGIUM
4. New version 4.1. Messages and requests
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MDP BELGIUM
4. New version
4.1. Messages and requests4.2. Save settings
New options
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MDP BELGIUM
4. New version 4.2. Search result report: save settings
• New option to save the parameters of your search report when editing the printout:
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MDP BELGIUM
4. New version 4.2. Search result report: save settings
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MDP BELGIUM
4. New version 4.2. Search result report: save settings
The “save settings” will archive your parameter selection :
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MDP BELGIUM
4. New version
• Entry of name :
4.2. Search result report: save settings
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MDP BELGIUM
4. New version
When doing another searchyou can retrieve the previoussettings in the :
By clicking on “load”:
4.2. Search result report: save settings
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MDP BELGIUM
4. New version 4.3. User settings
Store user settings at different levels: • EMDIS search results• EMDIS messages
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MDP BELGIUM
4. New version 4.3. User settings: EMDIS search results
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MDP BELGIUM
4. New version 4.3. User settings: EMDIS search results
New option to store and delete your user settings:
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MDP BELGIUM
4. New version 4.3. User settings: EMDIS new messages
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MDP BELGIUM
4. New version
New option: “data typing history tool”Better recording of HLA updates.
4.4. Donor typing HLA update
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4. New version
When you do a typing update the update will be logged in the new HLA “data typing history tool” and discrepancies will be marked:
4.4. Donor typing HLA update
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MDP BELGIUM
4. New version
• All discrepancies will also be logged in the discrepancy analytic tool at the central Registry level.
4.4. Donor typing HLA update
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MDP BELGIUM
4. New version
The new “data typing history tool”also enables to report discrepant confirmatory typing results.
4.5. Discrepant confirmatory typing results
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MDP BELGIUM
4. New version
• Existing Prometheus procedure to send CT results:
4.5. Discrepant confirmatory typing results
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MDP BELGIUM
4. New version
• The confirmatory typing results will be sent by EMDIS to the respective donor Registry.
4.5. Discrepant confirmatory typing results
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MDP BELGIUM
4. New version
• The message will be listed in the EMDIS messages:
4.5. Discrepant confirmatory typing results
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MDP BELGIUM
4. New version
• In case of a discrepant typing the discrepancy has to be reported using the WMDA S70 form.
• Additionally: Prometheus offers a new tool to record the discrepant typing.
4.5. Discrepant confirmatory typing results
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MDP BELGIUM
4. New version 4.5. Discrepant confirmatory typing results
• How to record the discrepancy: select the search results report:
• Select the requested blood sample with the discrepant ct and click on “typing history” button:
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MDP BELGIUM
4. New version 4.5. Discrepant confirmatory typing results
The discrepant typing window screen opens and shows the following options: • Consensus type displays the actual
typing• New HLA typing result: option to enter
the correct typing of the discrepancy found
• Then propose new consensus and savethe results:
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MDP BELGIUM
4. New version
• The discrepant is recorded in the upper part of the window screen.
4.5. Discrepant confirmatory typing results
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MDP BELGIUM
4. New version
• The entry date of the discrepancy is logged in the search results: “Sample res” and the discrepant typing information remains available
4.5. Discrepant confirmatory typing results
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MDP BELGIUM
4. New version 4.5. Discrepant confirmatory typing results
• At the Registry level all reported discrepancies are centrally logged:
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MDP BELGIUM
4. New version 4.5. Discrepant confirmatory typing results
• The registry participates in the WMDA’s survey on HLA discrepancy during CT/verification typing – required for WMDA accreditation
• With this new tool Prometheus offers the option for the Registry to log the discrepancies found and fulfill WMDA requirements.
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MDP BELGIUM
1. Agenda
1. Introduction2. Tips and tricks3. Analytic tools 4. New version5. EMDIS CORD
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MDP BELGIUM
5. EMDIS CORD 5.1. Project
• EMDIS CORD is a feature for sharing all cord blood records between registries.
• Mirroring of complete cord dataset between HUBS: one to one exchange.
• Necessitates a real time interface between the Belgian cord blood banks and Prometheus to have up-to-date cord data.
• In the software of the international registries the extended dataset of the Belgian cord bloods are immediately available.
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MDP BELGIUM
5. EMDIS CORD 5.1. In practice
• In Prometheus 2 pages have been added to the cord record to include the additional data fields.
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MDP BELGIUM
5. EMDIS CORD 5.2. Cord record: tab CBU IBesides availability and HLA typing data sent out today:
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MDP BELGIUM
5. EMDIS CORD 5.2. Cord record: Tab CBU IIAdditional data fields in the EMDIS cord dataset shared between registries
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MDP BELGIUM
5. EMDIS CORD 5.2. Cord record: TAB CBU III
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MDP BELGIUM
5. EMDIS CORD 5.3. EMDIS CORD search
• In the search tool you see immediate the complete dataset of the international cords of the registries linked with Belgium
• Further requests can be done following the existing EMDIS settings.
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MDP BELGIUM
5. EMDIS CORD 5.3. EMDIS CORD search
• How to do a EMDIS cord search? • Go to Search and then EMDIS VIEW
MIRROR:
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MDP BELGIUM
5. EMDIS CORD
• EMDIS mirror opens: EMDIS CBU BROWSER
5.3. EMDIS CORD search
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MDP BELGIUM
5. EMDIS CORD
• Go to:
5.3. EMDIS CORD search
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MDP BELGIUM
5. EMDIS CORD
• Load the database of the cord database:
5.3. EMDIS CORD search
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MDP BELGIUM
5. EMDIS CORD
• The cords of the mirrored Registry will be uploaded:
5.3. EMDIS CORD search
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MDP BELGIUM
5. EMDIS CORD
• Go to the CBU search and initiate a cord search for your patient :
5.3. EMDIS CORD search
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MDP BELGIUM
5. EMDIS CORD
• Set the search parameters:
5.3. EMDIS CORD search
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MDP BELGIUM
5. EMDIS CORD
• The cords matching with your patient will be displayed:
5.3. EMDIS CORD search
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MDP BELGIUM
5. EMDIS CORD
• Further activations can be done :
5.3. EMDIS CORD search
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MDP BELGIUM
5. EMDIS CORD
• Activations will be listed in the EMDIS messages as the other workflow EMDIS messages:
5.3. EMDIS CORD search
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MDP BELGIUM
5. EMDIS CORD
• Printout of search report and possibility to save between the other EMDIS search results :
5.3. EMDIS CORD search