Order and Inventory Management Training Manual...Order and Inventory Management Training Manual v4.2...

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}

7

Password Change Request email from

BloodHub (support@bloodhub.com)

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

18

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.

25

Creating an Order

Search Bar

• Select “Create Order”

26

Select Order Type

Supplier defaults to “OneBlood”

(Blood products)

(Dry Ice, Gel Packs, Transfer packs)

(Progress Bar)

27

Load a Saved Template

28

Select a Saved Template

29

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)

34

Select Shipping Option: Scheduled

35

Continue with order, load template, or reset form

36

Select a Saved Template, Load, or Delete

37

Order created & assigned an Order #Progress Bar

38

Select Quantity & Attributes of Blood Products

39

“+Add” Quantity & Attributes of Blood Products

40

Edit Blood Products selected if desired

41

Enter Comments (optional) & “Continue”*Comments section is limited to 255 characters*

42

Confirm Order; Submit, Go Back, or Save as Template

43

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

51

Cancel Order

52

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

56

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

59

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

69

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