ScopeTrac is an endoscope reprocessing management system designed to enhance and strengthen a facility’s infection prevention efforts related to endoscopic procedures. From documenting leak test results in the decontamination area and HLD load results in the clean room, to tracking hang time expiration dates in clean storage and linking scopes to patient cases in the procedural areas, ScopeTrac manages the entire reprocessing loop. In addition to providing staff with accurate, up-to-date processes for each endoscope type, the system documents and captures data necessary for inventory maintenance and tracking, regulatory compliance, and advanced analytics. Similar to the CensiTrac, ScopeTrac is a web-based, software-as-a-service (SaaS) solution, ensuring all system users have access to the latest software version.
Workflow Efficiency & Accuracy
- Provides quick access to IFUs & reprocessing instructions
- Displays essential information such as hang time expiration on custom labels
- Provides advance analytic reports including scope history detail
Management of Regulatory
- Captures data for leak test and disinfection process
- Records and stores load results
- Documents HLD load recalls with notes
- Updates location status
- Keeps track of loaner scopes
- Links endoscope to individual cases
In the Decontamination area, ScopeTrac identifies endoscopes through barcode scanning technology, or by the user selecting a specific scope from a drop down list (based on name and serial number). If a an identified scope is due for maintenance, a warning message is displayed. If maintenance is not due at that time, the system will immediately display customer-generated and/or manufacturer PDF’s, pictures, videos or other media with instructions for proper reprocessing of that specific endoscope type. (Note: An embedded interface is available to oneSource subscribers.) After the user performs the leak test, he or she records the results, along with any comments, in ScopeTrac.
In The Clean Room
Once endoscopes reach the “Clean” area of reprocessing, ScopeTrac again displays scope-specific, customer-generated and/or manufacturer instructions related to high level disinfection (HLD) and sterilization for the user to follow step by step. When creating an automated endoscope reprocessor (AER) load, the system visually and audibly alerts the user if a process indicator test is required for the specific scope and/or AER type.
Once the HLD load is complete, ScopeTrac stores the load results allowing optional notes to be added, and calculates hang time expiration dates for comprehensive electronic record keeping. Process indicator results are recorded within the load results page, including product, and lot number. Additionally, images of the AER tapes and process indicator tests can be scanned into the system and stored. If a load fails, the load recall can be documented in they system in just a few clicks.
Custom labels for tags can be created that provide both the reprocessing date, as well as the hang time expiration date, so staff have easy access to this information when selecting a scope for a procedure. As with the leak test activities, ScopeTrac captures the date, time and technician performing all work for future data retrieval and report analytics.
In Clean Storage
ScopeTrac assists facilities to quickly track the location of the endoscope assets throughout the reprocessing cycle. It is important to be able to easily access what items are currently available in clean storage, as well as the reprocessing expiration dates of those assets. As items are scanned into storage, all this data is captured by the system and can be accessed from any workstation by authorized users.
If a user attempts to scan a recalled asset into storage, the system will warn the user that the asset has been recalled and needs to be reprocessed. Additionally, custom labels that display the reprocessing date and time, as well as the expiration date and time can be attached to endoscope hang tags, ensuring this information is readily available to staff selecting a scope for a procedure—further supporting regulatory recommendations.
In Procedural Rooms
By scanning the endoscope barcode on the asset itself, (or an attached hang tag), or by entering the endoscope serial number into the system, ScopeTrac allows the user to link a specific scope to a specific patient case and store this information as part of the scope history. This functionality provides quick and easy traceability of which scopes were used on which patients, if that information is ever needed.
Keeping track of critical information like scope inventory, maintenance history, and assets out for repair can be cumbersome. Having the ability to access essential data quickly and easily is a key benefit of a scope management system. The ScopeTrac system provides comprehensive, real-time management reports that can be run on-demand and provide visibility at both summary and detailed levels. Report customization options on all standard reports include the ability to:
- Specify any combination and sequence of data fields
- Filter data based on user-selected values
- Hide data fields not required in the customer report
- Set up exception reporting that can alert users via email of issues requiring attention.