![](media/image1.emf){width="2.14375in" height="2.201388888888889in"}

![](media/image2.emf){width="1.6465277777777778in"
height="0.7986111111111112in"} **EM News**

**Volume 2 Issue 4 January 1997**

Annual EM review cases sent to Ad Hoc Review group members.

The annual EM report review cases from each EM Program have been
distributed to the members of the Ad Hoc Review group. Thanks to the
individual programs for their timely assistance in performing this
important quality assessment process. The reviewers will evaluate those
cases and provide their comments on the individual cases as well as an
overall program evaluation summary for the past reporting year. That
information is consolidated for presentation to the entire Ad Hoc Review
Group at the annual meeting. As well as the individual review cases,
each member also was provided with a copy of all the responses made to
questions on this annual report concerning educational activities
related to the program and your responses concerning writing scientific
papers, publications, presentations, grants, etc., which are in some way
supported by the EM program.

LMIP workload

Another question on the annual report asked for the number of **EM
SPECIMEN** "**88057.0000"** workload codes which were captured on the
local DHCP system for subsequent transmission to Austin
**[and]{.underline}** for the correct number that should have been
captured, if the first number was not accurate. The results of that
survey were very informative and gave us an indication about the
successes and problems different sites were having in the implementation
of LMIP workload capturing in EM specifically and the overall lab in
general. Some of the explanations provided were: (a) workload capture
was not implemented for **any** accession areas at the lab at the
beginning of the reporting period. (b) EM accession area DHCP files were
not activated ( 1, not at all during the year in a few cases, 2, not at
the beginning or 3, not the same time the rest of the lab was activated)
In some other cases, the facility automatic capture was not correct due
to some of the reasons listed in the last issue of this newsletter
titled "Sources for data discrepancy\". Other responses included that
there was uncertainty about how to accession EM specimens into the
Referral or Research file in DHCP. An article later in this issue will
provide a "screen capture" session of what that process looks like when
accessioning specimen(s) into each of those files and will also include
comments about the steps required.

**[VA Alert]{.underline} definition for "countable" Research specimen
modified**

In the last few issues of the *[VA Alert]{.underline}* notices, which
are "rules" for all VA laboratory facilities on how to do the "counting"
for LMIP units, there are a series of statements concerning counting
procedures for various tests. One of those statements indicates that;
"*Each test performed as part of a research study is counted as one LMIP
unit only if it is [billed]{.underline} to a patient or third party
payer*". A number of facilities apparently had some confusions in how to
interpret the meaning of that statement or were under the false
impression that if an actual bill or invoice was not submitted for a
research specimen done by EM, then that workload was [not]{.underline}
"countable" for LMIP purposes. After consulting with the authors of the
VA Alerts, it was decided that the definition of that VA Alert statement
would be clarified and expanded to recognize that "reimbursement of
supplies, equipment or personnel time" by the researcher or research
group to either the Laboratory or the Medical facility, would qualify
for meeting the intent of the phrase "being billed" to someone. This
situation is not that uncommon when tests or examinations on research
specimens are performed by various lab sections and then the lab or
facility is compensated by "trading" for lab supplies, small equipment
items, etc..which are paid for by the researcher, grant, etc\...

In the current DHCP workload system, the EM workload code "***+EM
Specimen***" is automatically captured when an EM accession is entered
**[and]{.underline}** specimen(s) are logged. This system will allow the
EM staff to enter all their patient, referral and research specimens
into only one place (*electronic* log-book) and use the DHCP system to
keep track of **[all]{.underline}** their EM specimens, instead of using
combinations of both on-line and off-line manual log-books. There are a
few caveats in the current version of software when dealing with this.
One issue is the use of logging-in of specimens for identifying and
tracking purposes which "may or may not" eventually be processed further
for EM study. The current DHCP software system automatically assigns a
workload code **[at the time]{.underline}** of the accessioning process
and **[when/if]{.underline}** an entry or entries are made in the
specimen name field(s) during the DHCP log-in process. There may be
situations where the automatic capture will be falsely elevated for the
***EM** **Specimen*** workload code because a number of those specimens
may never be further processed for EM study but just are logged-in for
tracking and identification purposes. A similar situation exists for the
truly non-reimbursed or "non-billable" research specimens which
**[do]{.underline}** have EM studies done on them, but because there is
no mechanism in the current DHCP software to have [both]{.underline}
"billable" and "non-billable" ***EM Specimen*** workload codes being
counted automatically, corrective adjustments to the "billable"
automatic counts are required. These non-reimbursed cases are not
supposed to be eligible to be counted as "billable" workload according
to the VA Alert rules. Therefore, the non-reimbursed research specimen
workload count(s) must be decremented by using the **manual**
**workload** entry option to correct the monthly total. A "screen
capture print" of what the user would see when using the manual workload
entry option to "correct" the EM workload for a reporting month is
included with the other *Referral file* and *Research file* "Log-in"
examples later in this issue. As explained previously, the DHCP software
will be revised sometime in the near future to allow electronic
signature for anatomic pathology reports as well as capturing of
appropriate workload information at the **[end]{.underline}** of the
processing and reporting functions in the pathology sections via the use
of CPT coding, which is similar to the anatomic pathology CPT coding for
billing which is being done in the private sector. Software changes will
be made in the workload capture algorithm for all the AP areas to
provide greater flexibility in accomodating local site-specific
operating procedure variations in how technical work is processed at
different individual EM facilities.

**E-Mail, Web sites**

**[MicroWorld News]{.underline}** is an e-mail newsletter for
microscopists and microanalysts. The Aug 10, 1996 issue lists a large
number of web sites, resources, meetings and conferences in the area of
EM, imaging, etc. To subscribe to the e-mail newsletter send an e-mail
message to MWN@mwrn.com

To subscribe to the e-mail Microscopy newsgroup or discussion group send
an e-mail message containing the message "Subscribe Microscopy
YourUserID@YourDomain" to Listserver@MSA.Microscopy.com

An example message from John Doe in FORUM might be:

Subscribe Microscopy doe.john@forum.va.gov

A few sample entries from the e-mail discussions and the Microworld
newsletter are provided in the meetings calendar section and in the
following web site listings.

**[From MicroWorld Resources, your guide to microscopy on the Internet
at]{.underline}**

http://www.mwrn.com/

http://www.mwrn.com/guide.htm

(the above location contains articles on electron microscopy, laser and
confocal microscopy, light microscopy, job postings, etc,)

**[University of Washington]{.underline}**

http://www.pathology.washington.edu./

**[University of Pittsburgh]{.underline}**

http://path.upmc.edu/

**[Uniformed Services University]{.underline}**

http://wwwpath.usuf2.usuhs/mil/

**[Virgil's Web]{.underline}**

http://virgil.mc.vanderbilt.edu/

**[GI and Liver Pathology]{.underline}**

http://www.pds.med.umich.edu/users/ greenson/

**[Osaka Medical College]{.underline}**

http://www.osaka-med.ac.jp/

**[Microscopy Society of America]{.underline}**

http://www.msa.microscopy.com/

***[MSA - FTP site address]{.underline}***

ftp.msa.microscopy.com

**[Emory University School of Medicine]{.underline} just developed a Web
page for the residency program**

http://www.emory.edu/PATHOLOGY/ RESIDENT/

For additional information on internet resources for pathologists and
laboratory professionals see "***A full menu for labs that navigate the
NET***" by Carl Graziano in **[CAP TODAY]{.underline}** (Vol. 9, No. 8,
August 1995). On page 40 of that issue, a table lists many additional
internet site addresses including details about signing up for pathology
related "mailing lists" on the internet.

**Future**![](media/image2.emf){width="0.2791666666666667in"
height="0.16944444444444445in"} **EM Newsletters:**

If you have any comments, suggestions, article submissions for use in a
future Newsletter, please send to: Alex Tuszynski (EM-QA/QM) Coordinator
via FAX 919-286-6818 or call 700-671-6925x5218 or E-Mail
tuszynski.a@forum.va.gov

**Microscopy Calendar**

**FOR INFORMATION** on specialty and regional meeting and links to
additional meeting information, **visit** the MicroWorld Resource\'s
Meetings and Conference at **http://www.mwrn.com/feature/meeting.htm**

**Winter Workshop - "Atomic Structure and Chemistry of Interfaces" Jan.
8/11, 1997** Tempe Mission Palms Hotel, Tempe, AZ Dr. M.J. Kim, CSSS,
Box 871704, Arizona State University, Tempe AZ 85287-1704 (602) 965-0848
FAX: (602) 965-9004 e-mail: kim@csss.la.asu.edu

**High Resolution Electron Microscopy - 1997 Winter School Jan 13/17,
1997** at Arizona State University, Tempe, AZ Sharon Willison (602)
965-4544 FAX: (602) 965-9004 e-mail: willison@csss.la.asu.edu

**Photonics West 97 Feb. 8/14, 1997** (SPIE) San Jose, CA Marilyn
Gorsuch (360) 676-3290 FAX: (360) 647-1445

**SCANNING 97 April 19/22, 1997** at DoubleTree Hotel, Fisherman's
Wharf, Monterey, CA Mary K. Sullivan, Box 832, Mahwah, NJ 07430-0832
(201) 818-1010 FAX: (201) 818-0086 e-mail: fams@holonet.net Internet:
http://www.scanning-fams.org

**EMAS 97 - Modern Developments & Applications in Microbeam Analysis,
May 11-15,** Torquay, UK. Contact: EMAS Secretariat, FAX
+32-3-820-23-76, e-mail: vantdack@uia.ua.ac.be

**PASEM 97 SEM Short Course Session I, May 19/23, 1997 Session II, May
26/30, 1997** Practical Aspects of Scanning Electron Microscopy at
University of Maryland Tim Maugel, University of Maryland, Dept. of
Zoology, College Park, MC 20742 (301) 405-6898 FAX: (301) 314-9358

**Lehigh Microscopy Courses, SEM and X-Ray Microanalysis, June 9/13,
1997 Advanced Courses, June 16/19 1997 Atomic Force Microscopy & other
Scanned Probe Microscopies, June 17/20, 1997** at Lehigh University in
Bethlehem, PA. Professor David B. Williams, Dept. of Materials Science
and Engineering, Lehigh University, 5 E. Packer Ave, Bethlehem, PA
18015-3195 (610) 758-5133 FAX: (610) 758-4244 e-mail:
interSEM@lehigh.edu http://www.lehigh.edu/\~inmatsci/Microscourses.html

**CRYO 97 Low temperature Microscopy and Analysis, The University of
York, Royal Microscopal Society, July 6/9, 1997** 37/38 St. Clements,
Oxford OX4 1AJ Karen Hale +44 (0) 1865 248768 FAX: +44 (0) 1865 791237

**Syllabus 1997 - Using the Internet and World Wide Web in Teaching,
July 26-30, 1997 Sonoma State University,** Rohnert Park, CA For more
info: call (800) 773-0670 or visit WWW site at http://www.syllabus.com

**MSA/MAS - Microscopy Society of America 55th Annual Meeting (Jointly
with the Microbeam Analysis Society), 10-15 Aug. 1997** Cleveland
Convention Center 3100 Terminal Tower, 50 Public Square Cleveland, OH
44113-2290. CONTACT: MSA Business Office, Box EM, Woods Hole, MA.
Telephone (800) 538-3672; FAX (508) 548-9053; E-mail: lmaser@mbl.edu

**ICEM-14 \-- 14th International Congress on Electron Microscopy August
31 - Sept. 4, 1998** Cancun, Mexico Col. Hipodromo Condesa. C.P. 06100,
Mexico, D.F. MEXICO (525) 553-4507/4509 FAX (525) 553-4500
http://icem.inin.mx

**MSA/MAS Meetings: continued\....**

**July 12/16, 1998** Atlanta, GA

**Aug 1/5, 1999** Portland, OR

**July 30 - Aug 3, 2000** Philadelphia, PA

**Aug 5/9, 2001** Long Beach, CA

![](media/image3.emf){width="1.1277777777777778in"
height="1.0180555555555555in"}

**[Affiliated Societies]{.underline}**

**Appalachian Region Electron Microscopy Society (AREMS),** **Spring
1997** Meeting, Asheville, NC Contact: Susan Read; e-mail:
readsh@basf-corp.com

**Mid-Atlantic Microbeam Analysis Society \[MAMAS\]** **May 15, 1997**
NIST, Gaithersburg, MD Contact: R. Marinenko, (301) 975-3901, FAX (301)
417-1321l; e-mail: ryna.marinenko@nist.gov

**SouthEastern Microscopy Society (SEMS) Ann. Mtg. May 14-16, 1997,**
Holiday Inn, Columbia, SC Contact: Robert Price (803) 733-3393, FAX
(803) 733-1533 e-mail: price@dscmserver.med.scarolina.edu

**[Short Courses and Training]{.underline} A list of short courses and
consultants that offer on-site training for microscopists is available
in the Products and Services Directory at
http://www.mwrn.com/products.htm**

**LOM/AFM/SEM/TEM Specimen Preparation Workshops -** contact AMC Group,
7620 E. McKellips Rd. No 4109, Scottsdale, AZ 85257-4600 for schedule &
locations.

**McCrone Research Institute - Microscopy Courses April 1997 to April
1997** Contact Nancy Daerr, McCrone Research Institute, 2820 S. Michigan
Avenue, Chicago, IL 60616-3292 (312) 842-7100 FAX: (312) 842-1078
e-mail: ndaerr@mcri.org

**[EM Training Schools]{.underline}:**

**Albany VA Medical Center** - Dr. Jaswant K. Singh, Director Electron
Microscopy Program, 113 Holland Avenue, Albany, New York 12208 (518)
462-3311x2291 FAX: (518) 462-1258 e-mail: singh.jaswant@albany.va.gov

**Microscopy Technology Center**, San Joaquin Delta College, 5151
Pacific Avenue, Stockton, CA 95207 (209) 474-5284 FAX: (209) 474-5600
e-mail: murphy@ms.sjdccd.cc.ca.us

**Madison Area Technical College - Electron Microscopy Program**, 3550
Anderson Street, Madison Wisconsin 53704 Glenn Boda (608) 246-6254
Michael Kostrna (608) 246-6762

The **Microscopy Society of America** was founded in 1942, and continues
today to be a large and active body, with its own archival publication,
***"Microscopy & Microanalysis***".. Members receive the journal and
other notices of interest. Members may attend the annual MSA conference,
at which numerous papers and posters are presented, along with the
newest product information, at a discounted rate. In addition, a
biennial directory of members provides a compendium of information about
individuals involved in the field of microscopy.

***Screen capture example sessions of (a)creating a new entry in
Referral and Research file, (b)log-in for existing entries and (c)using
manual workload entry/edit option to correct the monthly EM Specimen
workload totals prior to transmission to Austin database***

The text typed by the person logging in the EM specimens in these
examples is shown in:

**[larger font, bold and underlined]{.underline}** text

**\[Following is screen capture of making new entry in *Referral* file &
logging in of EM specimen at same time\]**

Select Log-in menu, anat path Option: **[LOg]{.underline}**-in, anat
path

Select ANATOMIC PATHOLOGY SECTION: **[EM]{.underline}**

Log-In for 1996 ? YES// **[\<enter key\>]{.underline}** (YES)

Select Patient Name: **[REF:]{.underline}**

File: REFERRAL PATIENT

Select REFERRAL PATIENT NAME: **[NEWREFERRAL,NAME]{.underline}**

Are you adding \'NEWREFERRAL,NAME\' as

a new REFERRAL PATIENT (the 6376TH)? **[Y]{.underline}** (Yes)

REFERRAL PATIENT DOB: **[101010]{.underline}** (OCT 10, 1910)

REFERRAL PATIENT IDENTIFIER: **[123456789]{.underline}**

NEWREFERRAL,NAME ID: 123-45-6789

AGE: 86 DATE OF BIRTH: OCT 10,1910

PATIENT LOCATION: ???// **[ASHEVILLE]{.underline}**

Assign EM (EM) accession #: 49 ? YES// **[\<enter key\>]{.underline}**
(YES)

Date/time Specimen taken: TODAY// **[120196@3PM]{.underline}** (DEC 01,
1996@15:00)

PHYSICIAN: **[FELDMAN]{.underline}**

1 FELDMAN,DAVID L. FELDMAN,DAVID L. DLF GONE SURGICAL

2 FELDMAN,JEROME FELDMAN,JEROME JMF MEDICINE MEDICAL

3 FELDMAN,MARC FELDMAN,MARC MF GONE

4 FELDMAN,STEVEN FELDMAN,STEVEN FS GONE

CHOOSE 1-4: **[2]{.underline}** FELDMAN,JEROME

SPECIMEN SUBMITTED BY: JEROME FELDMAN //

Select SPECIMEN: **[EMSPEC#1]{.underline}**

Select SPECIMEN: **[EMSPEC#2]{.underline}**

Select SPECIMEN: **[\<enter key\>]{.underline}**

DATE/TIME SPECIMEN RECEIVED: NOW// **[\<enter key\>]{.underline}** (DEC
09, 1996@15:19)

PATHOLOGIST: **[ROGGLI]{.underline}**,VICTOR L. ROGGLI,VICTOR L. VR
LABORATORY LABORATORY RESIDENT OR EMTECH: **[FENNEL]{.underline}**,W
FENNELL,WALTER R. WRF LABORATORY LABORATORY Select COMMENT**[: SPECIMEN
RECEIVED VIA SURFACE MAIL FROM ASHEVILLE VAMC]{.underline}** Select
COMMENT: **[\<enter key\>]{.underline}**

**\[Following is a screen capture example of making a new entry in
*Research* file & logging in of EM specimen at same time\]**

Select Patient Name: **[RES:]{.underline}**

File: RESEARCH

Select RESEARCH NAME: **[NEWRESEARCH,SOMETHING]{.underline}**

Are you adding \'NEWRESEARCH,SOMETHING\' as a new RESEARCH (the 495TH)?
**[Y]{.underline} *(a [NO]{.underline} entry cancels this action)***

(Yes)

RESEARCH LOCATION: **[EM_LAB]{.underline}** ***(free text entry, does
not have to match or exist in DHCP hosp. location file, this can be used
like an internal identifier, e.g., animal cage location, etc.)***

RESEARCH SEX: **[M]{.underline}** MALE ***(data entry not
required/optional)***

RESEARCH DOB: **[121212]{.underline}** (DEC 12, 1912) ***(data entry not
required/optional) but is useful for age purposes***

RESEARCH IDENTIFIER: **[987654321]{.underline}** ***(should be unique
identifier, letters or numbers, for this research entry)***

NEWRESEARCH,SOMETHING ID: 987-65-4321

AGE: 83 DATE OF BIRTH: DEC 12,1912

PATIENT LOCATION: ???// **[LABORATORY]{.underline} (*the typed location
[must]{.underline} exist in the DHCP hospital location file. If needed,
the MAS adpac may be contacted to create a new non-clinic/non-ward
"location" in DHCP for a high volume research specimen requesting
location(s). Having a unique "hospital" location for this purpose may be
useful for billing and tracking purposes. At most facilities a
LABORATORY DHCP hospital location already exists and may also be used
for this purpose)***

Assign EM (EM) accession #: 251 ? YES// **[\<enter key\>]{.underline}**
(YES) ***if you say NO, you can select an unassigned number)***

Date/time Specimen taken: TODAY// **[T@9AM]{.underline}** (DEC 09,
1996@09:00)

PHYSICIAN: **[ROGGLI]{.underline}**,VICTOR L. ROGGLI,VICTOR L. VR
LABORATORY LABORATORY

SPECIMEN SUBMITTED BY: VICTOR L. ROGGLI MD//

Select SPECIMEN: **[RESEARCH#1]{.underline}** ***(entry will "capture"
an +EM Specimen workload code)***

Select SPECIMEN: **[RESEARCH#2]{.underline}** ***(entry will "capture"
an +EM Specimen workload code)***

Select SPECIMEN: **[REASEACH#3]{.underline}** ***(entry will "capture"
an +EM Specimen workload code)***

***In this particular accession, there would be (3) EM Specimen workload
codes "counted" at the log-in date/time.***

Select SPECIMEN: **[\<enter key\>]{.underline}**

DATE/TIME SPECIMEN RECEIVED: NOW// **[T@2PM]{.underline}** (DEC 09,
1996@14:00)

PATHOLOGIST: **[SHELBURNE]{.underline}**,JOHN D. SHELBURNE,JOHN D. jds
LABORATORY LABORATORY

RESIDENT OR EMTECH: **[WHALIN,]{.underline}**EVA M EMW LABORATORY
LABORATORY

Select COMMENT: **[EXAMPLE OF ENTERING LOG-IN OF NEW RESEARCH ID & 3
SPECIMENS]{.underline}**

Select COMMENT: **[\<enter key\>]{.underline}** (**just press enter if
no other additional comments)**

Select Patient Name: **[\<enter key\>]{.underline} (just press enter if
no other additional cases are to be accessioned or you may type**
**[RES:\<enter key\>]{.underline}** **to enter the next research case**)

Select Log-in menu, anat path Option: **[?]{.underline}**

LI Log-in, anat path

DA Delete accession #, anat path

**PB Print log book (this will display or print the accession
information)**

HW Histopathology Worksheet

Select Log-in menu, anat path Option: **[PB]{.underline}** Print log
book

Select ANATOMIC PATHOLOGY SECTION: **[EM]{.underline}**

Print SNOMED codes if entered ? NO// **[\<enter key\>]{.underline}**
(NO)

Log book year: 1996 OK ? YES// **[\<enter key\>]{.underline}** (YES)

Start with Acc #: **[49]{.underline}**

Go to Acc #: LAST // **[49]{.underline}**

DEVICE: HOME// **[\<enter key\>]{.underline}** VIRTUAL TERMINAL

DEC 9, 1996 15:28 DURHAM Pg: 1

EM (EM) LOG BOOK for 1996

**\# =Demographic data in file other than PATIENT file**

Date Num Patient ID LOC PHYSICIAN PATHOLOGIST

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

12/09 49 **#NEWREFERRAL,NAME** 4 ASHVL FELDMAN,JEROME ROGGLI,VICTO

Date specimen taken:12/01/96 15:00 Entered by:TUSZYNSKI,ALEXANDER

EMSPEC#1

EMSPEC#2

SPECIMEN RECEIVED VIA SURFACE MAIL FROM ASHEVILLE VAMC

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

Select Log-in menu, anat path Option: **[Print]{.underline}** log book

Select ANATOMIC PATHOLOGY SECTION: **[EM]{.underline}**

Print SNOMED codes if entered ? NO// **[\<enter key\>]{.underline}**
(NO)

Log book year: 1996 OK ? YES// **[\<enter key\>]{.underline}** (YES)

Start with Acc #: **[251]{.underline}**

Go to Acc #: LAST // **[251]{.underline}**

DEVICE: HOME// **[\<enter key\>]{.underline}** VIRTUAL TERMINAL

DEC 9, 1996 15:29 DURHAM Pg: 1

EM (EM) LOG BOOK for 1996

**\# =Demographic data in file other than PATIENT file**

Date Num Patient ID LOC PHYSICIAN PATHOLOGIST

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

12/09 251 **#NEWRESEARCH,SOMETH** 4321 LABORT ROGGLI,VICTOR L.
SHELBURNE,JO

Date specimen taken:12/09/96 09:00 Entered by:TUSZYNSKI,ALEXANDER

RESEARCH#1

RESEARCH#2

REASEACH#3

EXAMPLE OF ENTERING LOG-IN OF NEW RESEARCH ID & 3 SPECIMENS

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

**\[Example of using the Delete an Accession Number option contained in
Log-in menu\]**

Select Log-in menu, anat path Option: **[DEL]{.underline}**ete accession
#, anat path

Select ANATOMIC PATHOLOGY SECTION: **[EM]{.underline}**

Delete an Accession Number

Accession number date: **[1996]{.underline}** (1996)

Select Accession \# : **[49]{.underline}**

NEWREFERRAL,NAME ID: 123-45-6789 DOB: OCT 10, 1910

ACC \# 49 DATE RECEIVED: DEC 9, 1996 15:19 OK to DELETE ? NO//
**[Y]{.underline}** (YES)

Select Accession \# : **[251]{.underline}**

NEWRESEARCH,SOMETHING ID: 987654321 DOB: DEC 12, 1912

ACC \# 251 DATE RECEIVED: DEC 9, 1996 14:00 OK to DELETE ? NO//
**[Y]{.underline}** (YES)

Select Accession \# : **[\<enter key\>]{.underline}**

**\[Example of logging in EM specimens on Referral & Research entries
"demographics" [already]{.underline} in the DHCP system\]**

Select Log-in menu, anat path Option: **[LO]{.underline}**g-in, anat
path

Select ANATOMIC PATHOLOGY SECTION: **[EM]{.underline}**

Log-In for 1996 ? YES// **[\<enter key\>]{.underline}** (YES)

Select Patient Name: **[REF:NEW]{.underline}** (typing in **REF:**
followed by first few letters of existing demographic entry in Referral
file will access the DHCP referral file and provide a list of entries in
that which start with the letters entered after the **REF:)**

File: REFERRAL PATIENT Entry: NEW

1 NEW,IMMUN QC 02-02-02 111111111111

2 NEW,IMMUNO 2 QC 02-02-02 2222222222

3 NEW,IMMUNO 3 QC 02-02-02 33333333333

4 NEWBY,MICHAEL 07-09-59 L14817057

5 NEWMAN,DICKIE 01-01-63 L18521018

TYPE \'\^\' TO STOP, OR

CHOOSE 1-5:

6 NEWMAN,WILLIE ANTHONY 11-28-43 B00741192

**7 NEWREFERRAL,NAME** 10-10-10 123-45-6789 **\<= this is the Referral
entry from 1st example**

8 NEWSOME,JANICE 12-16-53 B90503071

9 NEWTON,BEN 11-08-48 S-95-10644

10 NEW YORK, VAMC RAGLAND,JAMES 03-07-30 NEW YORK, VAMC

CHOOSE 1-10: **[7]{.underline}**

NEWREFERRAL,NAME ID: 123\--4-5-6789

AGE: 86 DATE OF BIRTH: OCT 10,1910

PATIENT LOCATION: ASHVL// **[\<enter key\>]{.underline}** ASHEVILLE

Assign EM (EM) accession #: 49 ? YES// **[\<enter key\>]{.underline}**
(YES)

Date/time Specimen taken: TODAY// **[T-7@3PM]{.underline}** (DEC 02,
1996@15:00)

PHYSICIAN: **[GAEDE,]{.underline}**JANE GAEDE,JANE GJ LABORATORY
LABORATORY

SPECIMEN SUBMITTED BY: JANE GAEDE MD//

Select SPECIMEN: **[ANOTHER1]{.underline}**

Select SPECIMEN: **[ANOTHER2]{.underline}**

Select SPECIMEN: **[\<enter key\>]{.underline}**

DATE/TIME SPECIMEN RECEIVED: NOW// **[\<enter key\>]{.underline}** (DEC
09, 1996@15:31)

PATHOLOGIST: **[ROGGLI]{.underline}**,VICTOR L. ROGGLI,VICTOR L. VR
LABORATORY LABO

RATORY

RESIDENT OR EMTECH: **[WHALIN]{.underline}**,EVA M EMW LABORATORY
LABORATORY

Select COMMENT: **[LOG-IN ON ENTRY ALREADY EXISTING IN REFRERRAL
FILE]{.underline}**

Select COMMENT: **[\<enter key\>]{.underline}**

Select Patient Name: **[RES:NEW]{.underline}**

File: RESEARCH Entry: NEW

1 NEW ENTRY ITR- M 12-01-94 233249864

2 NEWELL,HENRY DUKE DERM \-- F72913

3 **NEWRESEARCH,SOMETHING** EM_LAB M 12-12-12 987654321 **\<==from first
example\>\>**

21

CHOOSE 1-3: **[3]{.underline}**

NEWRESEARCH,SOMETHING ID: 987-65-4321

AGE: 83 DATE OF BIRTH: DEC 12,1912

PATIENT LOCATION: LABORT// **[\<enter key\>]{.underline}** LABORATORY

Assign EM (EM) accession #: 251 ? YES// **[\<enter key\>]{.underline}**
(YES)

Date/time Specimen taken: TODAY// **[\<enter key\>]{.underline}** (DEC
09, 1996)

PHYSICIAN: **[VOLLMER,]{.underline}**ROBIN T. VOLLMER,ROBIN T. RV
LABORATORY LABORA

TORY

SPECIMEN SUBMITTED BY: ROBIN T. VOLLMER MD//

Select SPECIMEN: **[ANOTHER_RESEARCH1]{.underline}**

Select SPECIMEN: **[ANOTHER_RESEARCH2]{.underline}**

Select SPECIMEN: **[\<enter key\>]{.underline}**

DATE/TIME SPECIMEN RECEIVED: NOW// **[T-1@9AM]{.underline}** (DEC 08,
1996@09:00)

PATHOLOGIST: **[ROGGLI,]{.underline}**VICTOR L. ROGGLI,VICTOR L. VR
LABORATORY LABO

RATORY

RESIDENT OR EMTECH: **[FENNEL]{.underline}**

1 FENNELL,BESSIE E. BEF GONE NURSING

2 FENNELL,PAULETTE PF MAS MEDICAL ADMINISTRATION

3 FENNELL,WALTER R. WRF LABORATORY LABORATORY

CHOOSE 1-3: **[3]{.underline}**

Select COMMENT: **[EXAMPLE OF LOG-IN ON PREVIOUS RESEARCH
ENTITY]{.underline}**

Select COMMENT: **[\<enter key\>]{.underline}**

Select Patient Name: **[\<enter key\>]{.underline}**

**(To display or print your log-in information, you can print selected
accession numbers)**

Select Log-in menu, anat path Option: **[PB]{.underline}** Print log
book

Select ANATOMIC PATHOLOGY SECTION: **[EM]{.underline}**

EM LOG BOOK

Print SNOMED codes if entered ? NO// **[\<enter key\>]{.underline}**
(NO)

Log book year: 1996 OK ? YES// **[\<enter key\>]{.underline}** (YES)

Start with Acc #: **[49]{.underline}**

Go to Acc #: LAST // **[49]{.underline}**

DEVICE: HOME// **[\<enter key\>]{.underline}** VIRTUAL TERMINAL

DEC 9, 1996 15:35 DURHAM Pg: 1

EM (EM) LOG BOOK for 1996

\# =Demographic data in file other than PATIENT file

Date Num Patient ID LOC PHYSICIAN PATHOLOGIST

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

12/09 49 #NEWREFERRAL,NAME 4 ASHVL GAEDE,JANE ROGGLI,VICTO

Date specimen taken:12/02/96 15:00 Entered by:TUSZYNSKI,ALEXANDER

ANOTHER1

ANOTHER2

LOG-IN ON ENTRY ALREADY EXISTING IN REFRERRAL FILE

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

Select Log-in menu, anat path Option: **[Prin]{.underline}**t log book

Select ANATOMIC PATHOLOGY SECTION: **[EM]{.underline}**

EM LOG BOOK

Print SNOMED codes if entered ? NO// **[\<enter key\>]{.underline}**
(NO)

Log book year: 1996 OK ? YES// **[\<enter key\>]{.underline}** (YES)

Start with Acc #: **[251]{.underline}**

Go to Acc #: LAST // **[251]{.underline}**

DEVICE: HOME// **[\<enter key\>]{.underline}** VIRTUAL TERMINAL

DEC 9, 1996 15:35 DURHAM Pg: 1

EM (EM) LOG BOOK for 1996

\# =Demographic data in file other than PATIENT file

Date Num Patient ID LOC PHYSICIAN PATHOLOGIST

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

12/08 251 #NEWRESEARCH,SOMETH 4321 LABORT VOLLMER,ROBIN T. ROGGLI,VICTO

Date specimen taken:12/09/96 Entered by:TUSZYNSKI,ALEXANDER

ANOTHER_RESEARCH1

ANOTHER_RESEARCH2

EXAMPLE OF LOG-IN ON PREVIOUS RESEARCH ENTITY

**(To correct EM Specimen workload for a reporting month prior to that
data being compiled for Austin transmission by the laboratory LMIP
coordinator, either of the following two "manual" LMIP workload
entry/edit options may be used. These two options exist in DHCP and are
identified by the option name contained within the square brackets.
These options "could be" individually assigned to EM staff or may only
be assigned to the LMIP coordinator, depending on local laboratory
management decision)**

**(1) Std/QC/Reps Manual Workload count \[LR WKLD STD/QC/REPS\]**

**(2) Workload manual input \[LR WKLD MANUAL INPUT\]**

Select Workload reports/options for lab Option: **[Workload manual
input]{.underline}**

Select WKLD DATA INSTITUTION: **[DURHAM]{.underline}** (name of your
institution)

INSTITUTION: DURHAM//

Select DATE: DEC 13,1996// **[113096]{.underline}** NOV 30, 1996 (it's
very important to enter a date here **[within]{.underline}** the
reporting month, i.e., don't take the default date which may appear for
another reporting month when making an EM Specimen workload correction,
***AND*** the correction must be made ***before*** the data is compiled
and sent to Austin for that reporting month. It would be good practice
to make corrections for the reporting month within the first three
working days of the following month or coordinate with the person doing
the LMIP compilation to assure data is corrected prior to the monthly
workload transmission cycle)

Select WKLD CODE: **[EM Specimen]{.underline}**// (a default workload
code may appear here which is usually not the one you want to enter,
therefore either type in "EM Specimen" and press enter or type in the
number 88057.0000)

MANUAL INPUT WORKLOAD : **[?]{.underline}** (typing a "?" will display
the "*\***help text***" below, Note: that you can type ***negative***
numbers; entering a negative number here will correct the "total" number
for any EM Specimen(s) which are not eligible to be "counted", i.e.,
non-billable research specimens which were logged in or specimens just
logged in for tracking purposes but no further EM work was done during
the reporting month. As explained previously in the newsletter, the
current software is configured to automatically capture a billable +EM
Specimen count at accessioning date/time for the number of SPECIMEN
entries logged in at that time)

"***\*help text***" ==\> ***Type a Number between -10000 and 100000, 0
Decimal Digits***

MANUAL INPUT WORKLOAD : **[-5]{.underline}** (example of decrementing
the monthly EM Specimen total by 5 units to correct for EM Specimen
codes which are not eligible to be counted for the reporting month,
e.g., non-billable research or non-processed EM specimens logged for
tracking purposes)

Select WKLD CODE: **[\<enter key\>]{.underline}**

Select DATE: **[\<enter key\>]{.underline}**

Select WKLD DATA INSTITUTION: **[\<enter key\>]{.underline}**

(**The second manual option is a multipurpose option workload entry
option which also allows other laboratory sections such as Chemistry to
enter their STANDARDS, QC specimens, and REPEATS\... these first three
are bypassed by pressing the enter key until the MANUAL INPUT WORKLOAD:
entry appears. This performs the same manual correction to EM Specimen
numbers as shown in the previous example)**

Select Workload reports/options for lab Option: **[Std/QC/Reps Manual
Workload count]{.underline}**

Select WKLD DATA INSTITUTION: **[DURHAM]{.underline}**

Select DATE: DEC 13,1996// **[113096]{.underline}** NOV 30, 1996

Select WKLD CODE: **[EM Specimen]{.underline}**

STANDARDS: **[\<enter key\>]{.underline}**

QC: **[\<enter key\>]{.underline}**

REPEATS: **[\<enter key\>]{.underline}**

MANUAL INPUT WORKLOAD : **[-5]{.underline}**

Select WKLD CODE: **[\<enter key\>]{.underline}**

Select DATE: **[\<enter key\>]{.underline}**

Select WKLD DATA INSTITUTION: **[\<enter key\>]{.underline}**

#### An alternate technique to consider for logging in of EM accessions which are not eligible for automatic +EM Specimen workload counting, (non-reimbursed research, or cases where it is not certain when or if the specimen will be further processed by EM) advantage may be taken of the fact that the automatic capture during accessioning is linked directly to an entry or entries in the field called SPECIMEN: during the log-in process, i.e., if text is entered in that field, then an +EM Specimen "count" is captured. Conversely if NO entry is made in the SPECIMEN field(s) there is no count generated and no manual correction(s) would be required. The information (Specimen type, etc.) on those cases could be entered in the "COMMENT" field during the log-in process and the information entered there does display or print on the log book printout. In those cases where EM specimens are processed further at a later time, the manual input workload option may be used for the appropriate reporting month to reflect the additional counts for that month. 

#### 

#### After the workload capture software for AP is revised and the electronic signature component is included in the Anatomic Pathology package, these "work-around" tricks should not be necessary. However until that happens, we just have to use what's available. 

#### 

#### RESEARCH file (#67.1) 

#### 

This file is used to record and define the demographic information for
research entities (usually research animals) for which tests will be
ordered, accessioned, and test results will be entered into the system.
It is not necessary to edit this file prior to implementation, and at
some sites it may not be used at all.

**NOTE:** Additions to this file can be made at any time. DO NOT DELETE
any entries which you have added, since they will be associated with
corresponding lab test results.

##### Field List

(.01) NAME

(.1) LOCATION

(.104) PROVIDER

\(2\) SEX

\(3\) DOB

\(9\) IDENTIFIER

\(63\) LABORATORY REFERENCE

##### Fields Description

**(.01) NAME:** Enter the name of a research entity (e.g., animal,
tissue, patient, etc.).

**(.1) LOCATION:** Enter the location of the research animal or entity
(1-10 character room number, etc.)

**(.104) PROVIDER:** Enter the name of a provider.

**(2) SEX:** Choose either "M" or "F" to represent the research animal
sex.

**(3) DOB:** Enter the date of birth of the animal.

**(9) IDENTIFIER:** Enter a brief description of the research animal s
category (e.g., the name of the particular research project or study).
This entry will appear in the SSN portion of accession labels.

**(63) LABORATORY REFERENCE:** Might not be seen when adding a new
entry. This field points to the LAB DATA file (#63). Do NOT Edit.

**Four files have been provided to accession non-patient specimens:**

The STERILIZER file (#67.2): for accessioning spore strips or other
means of Autoclave Performance Testing

The ENVIRONMENTAL file (#67.3): for accessioning specimens from
environmental sources, such as water, dialysate solutions, or other
equipment

The **RESEARCH** file (#67.1): for accessioning specimens from
laboratory animals or non-patients, such as CAP proficiency testing

The **REFERRAL PATIENT** file (#67): for accessioning specimens referred
from other hospitals or laboratories (REFERRAL file (#67) **renamed**
REFERRAL PATIENT file (#67))

These files are accessible via both the standard and batch accessioning
options by entering the first letters ( e.g., RES or REF respectively
for Research or Patient Referral files) of the name of the file,
followed by a colon at the "Select Patient Name:" prompt. This is called
"using extended file syntax". The files will **not** be accessible if
you enter the letters incorrectly and then get the "Select PATIENT
NAME:" (ALL CAPITAL LETTERS) prompt. Should the latter prompt appear,
you will need to leave the menu, return to the menu and re-enter the
desired accessioning option to obtain the first prompt. The option
Manually Accession QC, Environmental, etc. \[LRQCLOG\] can also be used.

**Example 1:** Correct entry

Select Patient Name: **STE:**

File: STERILIZER

Select STERILIZER NAME:

or

Select Patient Name: **S: Autoclave #1**

**Example 2:** Incorrect entry

Select Patient Name: **STE;**

Select PATIENT NAME:

In most cases, no demographic data exists for these files (unless, for
example, you specifically set up your STERILIZER file (#67.2) with all
the required information for each sterilizer at your site before you
start), so the user will need to provide this information. Once entered,
the data will be displayed the next time a specimen from that source is
accessioned.