BabyMatch™ 4.7

Nurse Guide

March 2011, Rev 3.m

Introduction

BabyMatch™ is a comprehensive system for infant protection in maternity wards monitoring infant’s whereabouts in real-time while notifying of abduction, mismatch and swapping events.

Immediately after birth, tags are issued to both mother and baby. The baby's tag is worn on the ankle and is not removed until the baby is released from the hospital. The baby's tag is electronically paired to its mother's tag (worn on the mother's wrist); enabling the mother to simply press her tag to activate a match test and confirm that she is with the correct infant.

BabyMatch™ monitors the infant's whereabouts in real-time and generates an alert when an attempt is made to tamper with the tag, the baby is moved through an exit without an authorized escort, or if the baby is missing (i.e., the tag cannot be detected).

The baby's tag can be activated or re-activated as required, e.g., to transport the baby for medical examinations or tests. Prior to the baby's discharge from the hospital, the tag is de-activated (or discharged) in the system; enabling it to be removed without generating an alert.

When alerts are generated, the signals are received and processed by ceiling-mounted readers and are sent over the network to a server computer. The server processes the data and the client computer stations display the current location information in real time.

This comprehensive User Guide is intended to familiarize nurses and hospital staff with the system components and proper procedures.

NOTE: Since Mother and Baby tags are predefined as a matched pair (identified by matching label ID numbers, i.e. B105, M105) always ensure that the selected pair remains together until the baby tag is attached (activated) and the initial mother-baby match is verified by a nurse or by the mother.

Familiarizing Yourself with the System Components

The small plastic key or larger grip key work only in one direction (clockwise) and are used to adjust the band length as required after the initial application of the tag around the baby's ankle.

The disposable kit consists of a latex-free band, wires and a snap on cap. The cap is attached to the baby tag prior to fitting the band around the baby's ankle. Using the provided key, excess wire is retracted inside the band and adjusted to the correct length so it fits comfortably and securely around the baby’s foot. The band can be readjusted as needed (weight loss). Stretching or cutting the wire band will trigger a tamper alert. A new disposable band is used for each delivery.

The baby tag is a water resistant, active transmitter worn around the baby's ankle which beacons the baby's location. Tampering with the tag will trigger a system wide alert. The baby tag is equipped with a red LED indicating LF exit/entry, band open/closed, and low battery condition.

After the band and tag have been removed from the baby a “push through” extractor tool is utilized to recover the electronic tag. The “cut” band is discarded.

Positioned throughout the facility or maternity ward, IR (infrared) and RF (radio frequency) readers provide the user with information as to the exact location of all registered tags.

The BabyMatch™ Software is a user-friendly interface installed on Client computer stations in strategic locations (nurse’s stations) throughout the controlled area of the facility or maternity ward. Authorized users can effectively manage the enrolled tags.

The Mother / Wrist tag is a water resistant tag worn around the mother's wrist. It includes a push button and a disposable wrist band. The button is used to initiate a baby match test at selected locations.

The Matching Light provides Baby-Mother Match verification. The green and red lamps will turn on after a match cycle is initiated indicating a positive Baby-Mother match or mismatch condition.

The Staff Badge allows for activating the EDP. In order to change badge status or close alerts at the EDP, the staff must be wearing the Staff Badge and enter the activation area.

The optional Elpas Display Panel (EDP) enables authorized users to change the “status” of baby tags and view/close alerts. Front panel buttons allow the user to scroll through a list of available tags and change the current status (Activate, Suspend, Discharge).

The Baby Tag

Preparing the Tags For Use

It is very important that the correct procedures are followed for the successful operation of your infant abduction prevention system. The following illustrations will guide you through the proper methodology of utilizing the BabyMatchTM system.

Note: Failure to adhere to these instructions may result in unnecessary tamper alarms and the frustration of all parties involved (parents, nurses, and staff or security personnel).

Selecting a new set for use:

Obtain a baby tag, a matching mother tag and a new disposable band as illustrated in the attached picture.

Verify that the tags are matched by looking at the labels affixed on the face of each unit (inside the green circles as illustrated on the next page).

Both the Baby and Mother Tag have matching numbers.

The Baby Tag has a red LED indicator as explained below. Status of the tag can also be found in the BabyMatch software. The tag should not be used if a low battery or lost condition occur.

Red LED Indicator

Low Battery: Flashes once every 10 seconds

Upon entry or exit of LF Area: Flashes twice

Band Closed/Band Opened: Flashes twice

If red light is flashing once every 10 seconds

If BabyMatch software indicates low battery or lost

Verify that the wire in the disposable band is centered allowing even application around the baby’s foot avoiding slipping or misapplication.

Even band, use it. Uneven band, DO NOT use it.

If the band is not centered, even the wire in the band by pulling lightly on both ends as illustrated below. Using the small plastic key turn it ¼ turn locking the wire in place.

Center wire in band by pulling lightly on both ends.

With key turn ¼ to lock.

Attach the Disposable Kit to the Tag:

Hold the tag in one hand and the disposable kit in the other. Place the cap on the tag making sure you match the wide edge of the cap to the wide edge of the tag.

Back View Band Attached Front View Band Attached

BabyMatch™ ScreenAlert messages displayed here

Badge State – Battery, Tamper & Lost/Away

Keypad to log in

Badge status filters

Badges ScreenAlert messages displayed here

Badge locations shown here

Badge details shown here

Search and filter badges here

Alerts Screen

Alert messages displayed here

Active alerts

Map of where tag is located when alert started

Close alert

Silence alert

Insert comments

Alert details

Actions to complete

Main Types of Alerts

Alerts are displayed on the designated computer screen

• “Baby Near Exit” – To alert in case of a Baby Tag is near an Exit Door / Unauthorized

Area

• “Baby Tag Tampered”– To indicate if Baby Tag has been tampered or the band is damaged

• “Baby is Missing”– To alert if a Baby Tag is not detected by the system

(within user definable time limits)

• “Battery Low”– To alert users that the tag battery has 30% power remaining and

should be replaced

What to do if Tamper Alarm

• Check on the Status of Baby and Tag

– Re-band baby if necessary

– Activate tag

– Upon return to Mother initiate a Match Test

• Fill in Comments Box / Check Appropriate Action Check Boxes

– Optionally add a comment to notify management reason for tamper

– You cannot proceed if Action check boxes are not checked (only applicable if actions are set up)

• Close Alert

What to do if Missing Alarm

• Check on the Status of Baby and Tag

– Locate the tag in the facility

– If tag cannot be found, alert the authorities

– If tag is still on baby in the coverage area, replace Mother and Baby tag with a new set

– Discharge the tag if it is not in the building and is not associated with a baby

• Fill in Comments Box / Check Appropriate Action Check Boxes

– Optionally add a comment to notify management reason for alarm

– You cannot proceed if Action check boxes are not checked (only applicable if actions are set up)

• Close Alert

What to do if Near Exit Alarm

• Check on the Status of Baby and Tag – Remove tag from unauthorized area– Upon return to Mother, initiate a Match test (if separated)

• Fill in Comments Box / Check Appropriate Action Check Boxes– Optionally add a comment to notify management reason for

tamper– You cannot proceed if Action check boxes are not checked (only

applicable if actions are set up)

• Close Alert

What to do if Low Battery Alarm

• Check on the Status of Baby and Tag– Verify if the low battery indicator is blinking– Replace Mother and Baby tag if this is the case– Upon return to Mother, initiate a Match test

• Fill in Comments Box / Check Appropriate Action Check Boxes– Optionally add a comment to notify management reason for alert– You cannot proceed if Action check boxes are not checked (only

applicable if actions are set up)

• Close alert– Event is recorded in history log

Admission of a Baby Tag

Activating the Tag

The following steps are required for the successful attachment and activation of the baby tag.

• Locate yourself inside a coverage area. Use a tag, ensuring it does not have a red blinking light, and a new disposable kit. Attach the band to the tag.

• Observe the baby tag’s status on the BabyMatch™ screen. It will turn Active as soon as the band is securely attached. Also verify the battery indicator and tamper indicator are as shown below under State.

Assigning a Name to a Tag

• Click the activated baby tag on the BabyMatch screen– This will show the Status Control pop-up box, press ActivateThis will show the Status Control pop-up box, press Activate

– Press Set Name and a keyboard will allow for user inputPress Set Name and a keyboard will allow for user input– When finished press Enter and then ActivateWhen finished press Enter and then Activate

Suspend Status Process

1. Select the Active Tag you want to suspend from the BabyMatch screen. The chosen tag appears dark blue and its Status Control pop-up box appears.

2. Tap Suspend; an Action box appears.

3. Select the applicable status.

4. Once selected, confirm that the tag’s status matches what was selected on the BabyMatch screen.

Discharge Process

1. Select the Active Tag you want to discharge from the BabyMatch screen. The chosen tag appears dark blue and its Status Control pop-up box appears.

2. Tap Discharge; an Action box appears.

3. Select Discharge. This will allow 2 minutes to remove the tag from baby.

4. Once removed, confirm that the tag’s status appears Discharged on the BabyMatch screen.

The following steps demonstrate the proper procedure for applying and securing the tag around the baby’s ankle.

Step 1: Place the “Active” baby tag In the palm of your hand.

Step 2: Slip the band over the baby’s ankle as shown below.

Step 1 Step 2

Step 3 Step 4

Step 3: Hold the baby’s foot and band between your thumb and index finger while inserting the plastic key as shown above.

Step 4: Rotate the key clockwise until you have retracted all the excesswire and the band is securely attached.

Tag correctly attached, use it. Tag position is wrong, DO NOT use it.

Note: The following pictures illustrate tag positions that may result in false tamper alarms due to excessive stress on the wire from bending or kicking.

Wire is loose, tighten band Tag position is wrong.

Tag position is wrong. Tag position is wrong.

The Mother Tag

The Mother Tag is a small, wrist-worn portable tag which includes a press button. The tag is used for performing mother / baby match tests which are activated by pressing the button on the mother tag.

In order for the EIRIS system to locate a mother wearing the wrist tag or for the mother / baby match test to be performed, the mother tag must first be registered in the system. The procedure for registering a tag includes entering a tag ID number (number that appears at the back of the tag) into the EIRIS either automatically or manually, and defining its properties. For tag registration, refer to the EIRIS Software User's Guide.

Match Lamp Indications:

Green light: Match between baby and mother.Red light: Mismatch between baby and mother.

Both Red and Green light: Inconclusive result, more than one baby in the designated area. It may be necessary to either cover one baby tag with your hand or distance other babies from the area and repeat the match test.

Mother-Baby Match Test

Throughout the baby's stay in the maternity ward, the baby changes hands several times between various hospital personnel and the mother. Baby mismatch due to human error is an existing possibility, especially in busy maternity wards. BabyMatch requires performing a match between mother and baby. When in the designated area, the mother simply presses her tag button to activate the match test. The match lamp verifies the match.

Step 2: Observe matching light. It will turn green following a successful match with mother tag.

Step 1: Press the button on the mother tag.

Step 1 Step 2 Tag matched correctly.

Mismatch, verify tags.Cannot match. Verify that the tag is seen by

the reader and that there are no other babies in the same room.

The following pictures demonstrate a visual sequence of events related to a matching process. Once you become familiar with the system the process is very easy and straight forward.

Single baby in a room, Positive match following a button press on the mother tag

Expose baby tag to the reader (not obscured by clothing/covers)

Press button on “matched” tag

Result : Match Success (Light stays ON for 15 seconds)

Single baby in a room, mismatch following a button press on the mother tag

Expose baby tag to the reader (not obscured by clothing / covers)

Press button on “matched” tag (Red light starts blinking On /Off)

Result : Match Failure (Light stays ON for 15 seconds)

Single baby in a room, baby not seen following a button press on the mother tag

Tag is not exposed to the reader (obscured by clothing/covers)

Button is pressed on mother tag

Result : Match Failure (Light stays ON for 15 seconds)

Two babies in a room, inconclusive following a button press on the mother tag

Both tags are exposed, or seen, by the IR reader

Button is pressed on either mother tag

Result : Inconclusive (Both lights stay ON for 15 seconds)

Status & Alert Management via the EDP

•In addition to the BabyMatch Computer Station, you can use any of the optional wall mounted Elpas Display Panels (EDP) to change the operational status of protection bracelets or to clear and/or mute BabyMatch alerts.

•The EDP contains a 4-line LCD display that shows Baby Tag status data or open BabyMatch alert information in list format.

•The device has a Up/Down/Left/Right buttons for navigating (scrolling up/down or left/right) through the list of tags or alerts and two illuminating push-buttons for changing the status of a tag. Each EDP also has an on-board audible annunciator (buzzer) for alerting personnel of any new incoming alerts.

EDP - Tag Status Handling1. With staff badge, enter the activation area, unlocking the EDP.2. Use the up and down arrows to scroll up/down to find & select the Baby Tag, whose status requires changing. 3. Then press left and right arrows to find and select the Status that the tag is to be changed to. 4. Finally click Button A, the status of the tag is updated on the display of the EDP. Note: It will not be possible to change the status of tags while there are open alert events displayed on the EDP.

EDP - Alert Management1. With staff badge, enter the activation area.2. Utilize ESC or B to mute the alert’s audible annunciation (the EDP’s buzzer); its alert message will still appear on the EDP. 3. Use the Up & Down arrows to scroll through the list of open alerts to find & select the Alert you wish to manage. Note: Since the EDP is able to only display one alert at a time, the device by default displays the last alert received.4. Determine reason for alert and physically clear conditions.5. Use the CLR button to close the alert. Note: If the conditions of the alert have not cleared (i.e. the band’s cap hasn’t been replaced after a tamper) it may immediately return on the EDP.

Preparing the baby tag for reuse includes three steps:

Step 1: Removing the used cap.

Step 2: Cleaning the tag.

Step 3: Placing the tag in the storage container.

Tag Maintenance

Removing the Cap

To remove the cap from the baby tag, push the tag through the extractor tool as shown.

Dispose of the band and add the tag to the collection of “non cleaned” tags.

Cleaning and Disinfection Procedures

To Clean and disinfect the Baby Tag it is recommended to use a disinfectant

spray such as Metrex, CaviCide (http://www.metrex.com), or alcohol 70%

absorbed in a disposable towel.

This procedure may vary according to different hospital guidelines.

• Wet a disposable towel with Alcohol based 70% or Spray CaviCide Solution on the Baby Tag and wipe with Disposable Towels.• Thoroughly clean the slits on the back of the Baby Tag (it is recommended to use a small soft tooth brush).• Wipe the Tag with a dry soft disposable towel.• Check the number stickers on both tags (Baby’s and Mother’s) to ensure that they are properly attached, that the numbers match and are legible.• Allow the tag to air dry.• Place the matched Baby and Mother Tags in the storage container.

CAUTION: It is not recommended to immerse the Baby Tag for prolonged time in any kind of cleaning solution as this may affect the operation and structural integrity of the plastics.

Who to call if things get out of hand

• The Trained System Super Users

• The Trained System Administrator

• Your Engineering, Security or Information System Departments

• Your Systems Integrator Tech support department who sold you the system

• Visonic Technologies Elpas – Tech Support (as a last resort)

Thank You !