Using RI Witness as a QC tool

Dr Cristina Hickman, Head of EmbryologyCristina.Hickman@bostonplaceclinic.co.uk

Using RI Witness as a QC tool

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Over 6000 patients per yearLargest Provider of IVF in the UK

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Tags

Embryology Work Area

Monitors the work area without the need for user intervention 24/7

Records what, when, who, why and where a sample was processed

Andrology Work Area

Micromanipulation Work Area

Process Map

Does not allow procedures to take place without the correct samples in the work area

Does not allow the user to skip steps either accidentally or deliberately

Promotes protocol compliance

Quality ControlFACT: Non-conformities will happen!!!Identify non-conformities. minimising impact on your results/Patient Care as early as possible (particularly if small clinics).

The essence of quality controlThe more you record, the better

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Monitoring Known VariantsPractitionerConsumablesPatient

Balance

TIME

TIME

Sensitivity of detection of issuesInformation available during investigations to identify the true root cause3 examples of how RI Witness allows to increase data quality whilst saving time

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Straw Labelling by hand

Accuracy?

Legibility?

Amount of Information

Time ConsumingEXAMPLE 1

Extra barcode information

EXAMPLE 1

Recording Images and Videos

EXAMPLE 2

Recording Images and Videos

EXAMPLE 2

Witnessing Procedure takes seconds

EXAMPLE 3

Data Collector

Patient and Partner NamePatient and Partner Date of BirthPatient and Partner AgeCycle TypeSample images and gradeAll Patient DemographicsPractitioner Name (with certainty)Witness NameTime dishes on stage (i.e. out of incubator)Technique (Videos)Consumable type used (RI Traceability)Date of ExpiryLot NumberSupplier

Procedure Type (For all procedures)Procedure DateProcedure TimeProcedure Videos (RI Imaging)

WorkstationHoodHeated StageIncubator

DateTimeLocation(Temperature)

EXAMPLE 3

Date, time & location of each step Staff involved at each step Sample Grading info (RI Data) Image capture (RI Imaging)Consumables used in the cycle (RI Traceability)

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Data Organiser

Data Organiser

Data Reporter (per patient)

Data Reporter (for QC)

Information collected by the system can be used to improve SOPs and staff trainingPrevention Before the issue gets a chance to affect success rates (root cause)Maximise Success Rates

From Report Data to Success RateTime Logs Consumables VideosTemp/CO2/VOC/Particle CountFert Rates, Blast Rates, Biopsy survivalPregnancy Rates, Miscarriage Rates

Ensure correct data is collectedDate and Time of ProceduresReduce Audit non-conformities

Ensure correct data is collectedDate and Time of ProceduresReduce Audit non-conformitiesCannot perform procedure outside normal steps

Monitoring Tool

Activity at each workarea is updated in REAL TIME & can be viewed from lab, office, conference, anywhere

DISHRFID TagLabelCARDRFID ReaderNotesInvestigation tool for Mismatch incidents

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DISHNotesLabelCARDRFID ReaderXRFID TagInvestigation tool for Mismatch incidents

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Fix Now: RI witness confirms identity

Reassurance for Lab and PatientPowerful traceability system, providing confidence in the contents of the dish

Even with 2 witnesses, not 100% sure (Independent redundancy& involuntary automaticity)

RI Witness is:-An RFID tracking system to prevent the accidental mixing up of patient materialA management tool to allow lab managers to see what is going on in their labA reporting tool that can be used to compile a range of reports relating to patients, cycles, staff and moreOptional extras include:-RI Cryo - A barcoding system to track material going into and coming out of cryo storageRI Traceability A consumables manager that can track which patients have come into contact with which consumables as well as help with stock managementRI Imaging A link between RI Witness and cameras in the lab that allows the adding of images and videos on to cycle reportsRI Data A system that allows the digitising of lab sheets, helping the lab to go paper-freeRI Witness is bespoke for each installation and comprises of a range of hardware which works with a range of consumable RFID tags and Brady labels

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Research Tool

PN Check16-17hpiPN CheckAnytime

ART Lab Management system

Protects Reassures Records

DATA COLLECTOR ORGANISER REPORTER MONITORING INVESTIGATION RESEARCH

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Ludwig Van BeethovenDo not only practice your art,But force your way Into its secrets

For it and knowledgeCan raise menTo the divine

Embryologists:Oriol OlianaSandy ChristiansenDanielle GwinnettThomas Wilkinson

Thank you

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