Accept Orders: Accept an Order The emergency order check box is not enabled unless there is a CPRS order and a patient specimen accessioned in VistA. Accession the component in VistA without the specimen to use the emergency order function in VBECS. The VistA order can then be changed when the specimen is received. Minor Occasional Low All users Alternately, process the emergency issue of units manually, per local policy, until the specimen is received and accessioned. Processing an emergency blood component issue is an uncommon occurrence. Generally, a specimen is collected and may be available at the time though testing may be incomplete at the time of issue depending on the patient population of a facility. CR 1,604 208536 Accept Orders: Accept an Order The Evaluate MSBOS button is disabled for TAS pre-op orders. TAS only orders cannot be marked as inappropriate. None available. Minor Occasional None All users When a surgical procedure has no TAS or component recommendation, VBECS allows the order but does not mark the request for report review. The provider has ordered a TAS when there is no pre-op recommendation. CR 1,944 208876 Accept Orders: Accept an Order A specimen may not be marked unacceptable when Maintain Specimen is accessed during the acceptance of an order. None required. The specimen may be marked unacceptable without relation to the order by using the Maintain Specimen option. Minor Occasional Low All users attempting to associate an unacceptable specimen with a VBECS order. Directly access Maintain Specimen to mark a specimen unacceptable without cancelling the order. This arose from a misunderstanding of the system functionality. The specimen can be marked unacceptable and the order can be cancelled in each one’s appropriate option. DR 2,851 213368
Accept Orders: Pending Order List VBECS requires more than 15 seconds to print a Pending Order List report. None required. Frequent Low All users The amount of time required to generate the report is proportional to the number samples processed by the blood bank. CR 2,622 209554 Accept Orders: Pending Order List An expired order warning message appears incorrectly based on the date the component order was received (first appears on the Accept Orders Pending Order List) by VBECS, not the date the order was processed and accepted in VBECS (accepted and moved to the Component Order Pending Task List). None available. Minor Occasional Low All users None CR 3,275 HD 790160 HD 795836 210205 I6118883FY16 Data Report The number of transfused units on the Administrative Data Report does not match with the total number of units transfused on other VBECS reports. The of transfused units includes units based on completion date and time so units may not be included in specific date range reports. The report also includes units that were inactivated. Minor Frequent Low All users If the transfusion of the blood unit was invalidated and then the unit was transfused again, it will count as 2 transfusions on the report. CR 2,838 CR 3,079 209770 210009 Data Report The Administrative Data Report does not contain all of the plasma product in the final count of units received via Incoming Shipment. Manual calculations must be used to derive the missing data from the number of units received. Minor Frequent Low All users The FP24 and apheresis plasma products are not counted as FFP received. DR 3,539 HD 338438 214056 I6119054FY16 Data Report The total number of red cell units transfused units on the Administrative Data Report does not match the total transfused on the C:T Ratio Report. Manual calculations must be used to compare the total number of units transfused by using this report and the division C:T Ratio Report. Minor Frequent Low All users None DR 3,539 HD 338438 214056 I6119054FY16
Audit Trail Report VBECS displays only the ISBT 128 five-digit product code in the sections of the report. None required. This is the product code without the donation type and divisions are not required for accurate interpretation of this report entry. Frequent None Supervisor when a unit changes have been processed. The full eight-digit product code is available in the Unit History Report. Format is understandable to users. CR 1,824 208756 Audit Trail Report Changes to a blood unit’s disease marker testing do not appear in the report. None required. Minor Frequent None Supervisor when a blood unit’s disease marker status has been changed. Changes to the biohazardous marker are displayed in the Edit Unit Information section, testing details are available in the Unit History Report. It is standard VBECS behavior to display this type of data change on the Audit Trail Report. CR 1,907 208839 Audit Trail Report The report displays changes to the database during MSBOS configuration even though a value was not actually changed by the user. This is due to fields in the database changing from null to NO. None required. Occasional None Supervisor reviewing the Audit Trail after initial configuration. This is the day one data update of the database with the standardized default data on the MSBOS. Additional local configuration of the MSBOS is also displayed. DR 1,312 211829 Audit Trail Report The report does not differentiate reagent types by case size when indicated by a letter only when both have Minimum Reagent Levels have been defined on the same day, e.g. K, k or C, c. Update the minimum levels on different days and print the report on each day. Minor Occasional None Supervisor None CR 2,730 209662 Audit Trail Report The Trail Report does not display the Date/Time data was originally saved or the user comment entered for the change. Audit Trail Report entries for Units does not display Unit ABO/Rh at log-in, Expiration date/time, Date/Time received, or the user comment entered for the change. Immediately print the Audit Trail Report for this activity and manually complete the comment and other pertinent details; save it for review. Minor Frequent Low Supervisor reviewing the Audit Trail. See the Unit History report for the missing data saved in other options. CR 2,334 209266 header
Exception Report Modification exceptions do not display full (eight-digit) product codes for ISBT 128 labeled units. The sixth, seventh, and eighth digits are not included. None available. Minor Occasional None All users Obtain the full ISBT 128 product code from the Unit History Report, as necessary. Format is understandable to users. CR 1,995 208927 Exception Report If patient ABO/Rh results are not entered in the order of performance (current testing is entered before the retrospective data entry), the Exception Report entries for an ABO/Rh interpretation discrepancy are displayed based on the time the data are entered (the OK button is clicked). None available. Minor Occasional None All users The correct blood type system rules are applied. The report columns state Current/Previous, the individual exceptions include the date/time of entry allows the sequencing of testing. CR 2,048 208980 Exception Report Exception Report and Unit History Report display the testing status code from the database in the "Testing Status" section for autologous units. None required. Minor Occasional None All users The values displayed in “Testing Status” translate to: 1 - NEG - Unit fully tested and negative for all disease markers.2 - POS - Unit tested and positive for one or more disease markers, Biohazard. 3 - NFT - Unit not fully tested for one or more disease markers, Biohazard. CR 2,118 209050 Exception Report The user ID of the issuing user appears on the report instead of the user name. None available. Minor Occasional None All None CR 2,201 209133 Exception Report Exception Report does not display a patient’s first name for Unacceptable/Expired Specimen Used exceptions. None required. Minor Occasional None All users Patient ID and specimen UID are presented in full with patient last name allowing further investigation of the exception as required. CR 2,309 209241
Invalidate Test Results “The patient has history of justified ABO/Rh change” warning message contains an extra space. None required. Minor Remote None All users None CR 1,597 208529 Invalidate Test Results A system occurs when attempting to invalidate a crossmatch test after the unit has been marked unsatisfactory for issue in Issue Unit. If the unit is unsatisfactory for issue because the crossmatch test is incorrect, do not mark the unit unsatisfactory, release the unit from assignment and invalidate crossmatch test. Occasional None All The steps follow user expectations but the error message should inform the user to use another process. This is an administrative process with security role. CR 3,190 210120 Invalidate Test Results The expected confirmation message does not display to the user informing them that the test was added back to the Pending Task List. None required. Minor Occasional None All users None The inactivated test is added to the Pending Task List as indicated by the user. CR 2,579 209511 Issue Blood The area to mark a unit unsatisfactory for extends beyond the checkbox. A user that clicks in that area, but not the checkbox, could inadvertently mark a unit unsatisfactory for issue. A VBECS Confirmation message window appears to verify the user wants to remove patient association and quarantine the unit. The user must click No if they mistakenly indicated the unit was unsatisfactory for issue. Minor Occasional Low All None CR 3,208 HD 590527 210138 I6310709FY16 Issue Blood A system error occurs when a user attempts to issue a unit assigned or crossmatched to a patient with an expired specimen. Go to Orders, Maintain Specimen, change the specimen expiration date so it is not expired and issue the unit. This may require a temporary change of the Maximum Specimen Expiration Date in the Configure Division option. Minor Occasional Low All users except Supervisor who is allowed to proceed with override. The follow user expectations but the error message should inform the user to use another process. This is an administrative process with security role. CR 2,092 209024 Issue Blood When the user clicks Cancel, VBECS closes without displaying a confirmation message that data are lost. If canceled in recreate the data. Occasional Low All users The steps follow user expectations to reduce the number of user responses. CR 1,598 208530
Patient History Report The Exception Type: Expired Task Processed does not display in the Patient History Report. None required. Minor Frequent Low All users when using the Patient History is used to look up a processed exception rather than the Exception Report. The Exception Report is recommended for daily supervisor review and save. CR 2,133 209065 Patient History Report The exception for antigen typing testing phase changes does not appear on the Patient History Report. Users are directed to review the Exception Report for this information. Minor Frequent Low All The Exception report is identified as one of the reports requiring supervisory review. The impact to the antigen typing result is investigated and addressed at that time not as a result from an on the unit or history report. CR 2,684 209616 Patient History Report The report displays the (sub) section not the heading (sub) section on following when a (sub) section prints over multiple pages. None required. Minor Occasional None All users The header is displayed on the first page where the subsection begins. CR 2,225 209157 Patient History Report Post-transfusion information is printed twice on the Patient History Report "Transfusions" section. None required. Minor Frequent None All users Correct information is duplicated. CR 2,227 209159 Patient History Report Patient History Report: Antigen Positive/Untested Unit issued exception is listed twice. None required. Minor Occasional None All Correct information is duplicated. CR 2,408 209340 Patient History Report The section headers are not displayed on the second page when the section displays over more than one page. None required. Occasional None All users None CR 3,440 210370
Patient VBECS displays duplicate merge events to user for merge. can process one of the merge events manually and clear both merge alerts. Minor Occasional Very Low All The Master Veteran Index team is working on a patch to discontinue sending a duplicate message. CR 3,099 MVI CR 232 210029 Patient Merge A merge alert displays but has no discernable differences between the patient information in VBECS. None available. Minor Occasional Very Low All users If the “merge from” matches the” merge to”, Contact the National Help Desk for Tier 3 support. A merge of DFN to another DFN is not rare, but the patient information associated to those DFN values being identical is uncommon. VBECS does not display a change in the DFN identifier when two records are merged. It is possible that a site would merge two identical patient records with only the DFN being different. CR 3,060 209990 Patient Testing A user is permitted to select two partially completed tests with different test phases (e.g., AHG only and All Phases) along with a not started test. The testing phase for the not started test will present as AHG only even though results for all phases are required by VBECS. Entering only AHG test results for the specimen that was not started and saving will result in a partially completed test that cannot be completed or invalidated. Select partially completed orders that have been previously saved with the same grid test pattern. Optionally, a not started test may be selected with these but must be tested with the same grid pattern to avoid the problem. Occasional Very Low All users Contact the National Help Desk if you encounter this problem. Specimens that cannot be completed or invalidated require the attention of Tier 3 support. CR 3,118 210048
Patient Testing The "Unit ER issued, testing problem" exception override appears for any issued or transfused unit when testing problems are encountered in a specimen associated with the unit's order group. The specimen may or may not be the specimen associated with the RBC pre-transfusion testing. None available. Minor Occasional Low All ONLY when processing testing associated with an issued unit order. The message may occur when a user does not expect it as related to the specimen association of the RBC order and may lead to an unnecessary investigation. Ultimately, the patient benefits as the situation is investigated to ensure compatible blood was transfused. See FAQ KDA CR 3,488 Testing Problem Associated with an Issued Unit CR 3,488 DR 5,080 INC 1050805 210418 215596 I7744603FY16 Patient Testing: Pending Task List When a user enters random alphanumeric characters (nonsense); VBECS may or may not return a list of patients. Enter viable search criteria: full name or first initial of last name and last four digits of the patient ID. Minor Occasional None All Test sites state that they also use the full SSN for patient identification. CR 1,891 208823 Patient Testing: Pending Task List A system error occurs when the search option “Results Corrected” is used. None required. Minor Occasional None All users There are other fields available for use that will present the orders associated for a single patient. Field sites report that they require entry of the patient full SSN or specimen UID to select an order for processing. CR 2,490 HD 264904 209422 I7740017FY16 Patient Testing: Record Patient ABO/Rh Test entries are not cleared when canceling of the Invalid Results message. Correct the testing entries or click the red X to return to the PTL and retest. Minor Occasional Low All users None CR 2,042 208974 Patient Testing: Record Patient ABO/Rh In a Transfusion Only ABO/RH testing grid, free text comments cannot be saved. Create the comment in Canned Comments, Patient Testing context, select it. Inactivate the Canned Comment, if it is not to be used again. Occasional Low All None CR 3,290 213807
Patient Testing: Record a When the user attempts to save a negative or not tested cell result, VBECS displays the “Invalid result. Check cells must have a positive result. Repeat test,” not “Interpretation does not match your results. Please correct” message. None required. Minor Occasional Low All users The message displayed to the user is misleading; requires entry correction to proceed. The user must enter a valid result. CR 1,862 208794 Patient Testing: Record a A currently crossmatched unit is selected for a different patient. The unit status displays as “Crossmatched.” None required. Minor Occasional None All when the local practice is to crossmatch a single blood unit for multiple patients. displays the unit status in a hierarchy when a crossmatch is present on any patient or unit and the unit is available for selection, assignment, or crossmatch to another patient. CR 1,601 208533 Patient Testing: Record a When returning to partially completed crossmatch tests or testing additional units, the originally selected crossmatch grid configuration is applied. None required. Minor Occasional None Any user that has saved incomplete test results and returns to enter the remaining results. The test is partially completed with a test pattern setting and must be completed in that format. This is a training issue. CR 1,972 208904 Patient Testing: Record a A user can bypass the entry of test results in the IS field when performing a crossmatch. None required. Minor Occasional None All users VBECS saves the entered results but does not allow the entry of a crossmatch interpretation while the testing fields are incomplete, as required to accommodate saving partially completed tests. The user may enter their results in any order but may not save the entry until completed. CR 1,620 208552
Patient Testing: Record a Patient Antibody Screen VBECS displays a system error message when the user clicks a tab for antigen testing, does not enter any test results, and clicks Cancel and Yes to close the window. Do not cancel of testing without entering test results. Minor Occasional None All users The user has indicated to exit this option. The user must log into VBECS to continue. CR 1,797 208729 Patient Testing: Record a Patient Antibody Screen The Patient Antibody Screen with a Positive Interpretation may be saved as a completed test with blank reaction results. None Available. Minor Occasional Low All users Invalidate the Antibody Test and enter all test results. This problem exists in all prior versions of VBECS. CR 3,500 INC 1078801 210430 I7744748FY16 Patient Testing: Record a Reaction Workup (TRW) When a second implicated unit is selected prior to the completion of the first unit, VBECS does not record the associated data entry for the second unit. Add the first unit completely, and then add subsequent units. Minor Occasional Low All users Details affected are the Bag Returned information, hemolysis, Checks OK, and Comments. This does not occur when the user selects units for entry from left to right. The user may invalidate the TRW testing prior to finalization and enter the data. CR 2,053 208985 Patient Testing: Record a Reaction Workup (TRW) A system error occurs when a user attempts to access a transfusion reaction workup that is already in progress and locked by another user. None available. Minor Occasional None All users Simultaneous data entry on the same order is not allowed to avoid data corruption. They must log into VBECS to continue with other orders. CR 2,215 209147 Patient Testing: Record a Reaction Workup (TRW) Date Reaction Noted and Date Reaction Investigated is updated and reset to the current division date/time each time the TRW is opened for editing. None required. Minor Occasional None All users The Date Reaction is recorded correctly and displayed as first entered on the Patient History Report. This is a display issue only as the original Date Reaction Noted is correctly recorded in the database and on the report. CR 2,218 209150
Patient Testing Worklist and Testing Worklist Reports The Rack QC Testing Worklist Report section of the Testing Worklist Report only displays the testing tech and not the identity of the logged in tech that entered the results. Maintain the original testing records for the QC that was performed offline with the testing tech information. Do not change the testing tech name when entering results in VBECS so that the logged in tech that enters the results is included on the Testing Worklist report. Minor Occasional Low Supervisor responsible for report review Local policy dictates the storage of downtime records. Storage of the original work in addition to the computer entry is customary. DR 3,556 214073 Patient Testing Worklist and Testing Worklist Reports Crossmatch tests that were invalidated and retested are not marked on the testing report. The sequence of test performance by date and time on the report identifies the most recent result. Minor Occasional None Supervisor responsible for report review This is a training issue. The tests are displayed in the order of testing. CR 2,034 208966 Patient Testing Worklist and Testing Worklist Reports The generation of testing reports may be prolonged. The report can be scheduled to print. Minor Occasional None Supervisor responsible for report review This report is printed for review. This is dependent on the amount of data being retrieved. CR 1,867 208799 Patient Testing Worklist and Testing Worklist Reports Rack IDs are not consistently displayed in the Patient Testing Worklist Report. None available. Minor Frequent None Supervisor responsible for report review 1) The one letter rack IDs are supposed to appear in the first line of the testing entry. In many cases, it is appearing in seemingly random line number positions, sometimes appearing multiple times in one testing entry. 2) When an XM test is invalidated, the Rack ID is not displayed. The missing rack IDs are an artifact when the same rack is used for the series of tests. CR 2,063 208995
Patient Testing Worklist and Testing Worklist Reports The weak D report format includes line items for IS and RT although these phases are disabled in the testing grid and may never have entered results. None required. Minor Occasional Low Supervisor responsible for report review The report displays these phases with no results when none have been entered. CR 2,040 208972 Patient Testing Worklist and Testing Worklist Reports The Patient Testing Worklist Report displays "Inc" for test interpretations that have different meaning. In the Interpretation column for crossmatch tests, “Inc” means incompatible; for other diagnostic tests, “Inc” means “inconclusive” interpretation. None available. Minor Frequent None Supervisor responsible for report review Crossmatch test does not include an “inconclusive” interpretation. Other diagnostic tests do not have an “incompatible” interpretation. The definition is associated with the particular test and is not confusing to the blood bank staff. CR 2,032 208964 Patient Testing Worklist and Testing Worklist Reports displays an extra comma after the last specimen UID when a patient has multiple associated specimen UIDs. None required. Minor Occasional None All users Extra comma does not interfere with the displayed data. CR 1,579 208511 Patient Testing Worklist and Testing Worklist Reports Testing Worklist Report: Unit and Patient Testing Details window reflects the reagent rack’s testing status on the current date not on previous dates (retrospective data entry) and may require an override to proceed. None Available. Minor Occasional None Supervisor responsible for report review Verify that QC was performed on the selected date(s) using the Testing Worklist Report. This is a report pulled for review and part of that review is to review that QC was properly performed on each date selected for the report. CR 2,384 209316
Patient Testing Worklist and Testing Worklist Reports Testing Worklist Report does not provide a comprehensive list of reagent lot numbers entered for daily reagent rack QC. Continue to record all reagent lot numbers on a rack with existing process (hard copy or spreadsheet). Retain with Testing Worklist review records. Minor Frequent Low All users The user must record some lot numbers manually as they are not displayed on the report. Field sites have opted to continue current manual recording of all lot numbers to minimize confusion. CR 2,385 209317 Patient Updates VBECS performance will slow when a patient has ten or more active ordered components because it must calculate the active orders for each patient checked. None Available. Minor Occasional Low All users It is unlikely that this will occur unless the patient has multiple duplicate orders for the same blood component. CR 2,177 209109 Patient Updates The last update date time is updated on all Patient Updates displayed each time a new update is viewed. None required. Minor Occasional Low All users None CR 2,711 209643 Patient Updates Patient updates display in VBECS for active patients when the data change is unrelated to VBECS data. None Available. Minor Occasional None All users The changing demographics do not affect VBECS or the patient identity so the update will not reflect any changes. However, the patient update event is still logged and appears on the Patient History Report and the Transfusion Requirements Report. CR 2,580 CR 3,249 HD 418676 INC 777862 209512 210179 I7614992FY16 Patient Updates When a VistA patient update removes a patient’s middle name VBECS displays the Patient Name and the Previous name in the Patient Name column. The Previous Name column displays the previous name correctly. Close and re-open the Patient Update window. The subsequent display of the patient information is correct. Minor Occasional Low All users This is a display only. The VBECS database, reports and any future transactions have the correct information. CR 2,709 209641
Return Issued Units To Blood Bank Visual Inspection Information is not included in Exception Report. View the Unit History Report for the visual inspection associated with an exception recorded for a blood unit relocation. Minor Occasional None All users The display of the visual inspection response is included in the unit’s Unit History report which may be opened during the investigation of the exception by the supervisor. CR 2,119 209051 Return Issued Units To Blood Bank The selected unit marked unsatisfactory for return is removed from the Select Units to Return list view, but the information in the Selected Unit pane for the unsatisfactory unit remains unchanged. None required. Minor Occasional None All users The display changes when another unit is selected and updates the view. CR 2,089 209021 Select Units A system error occurs when a user enters a unit product code and presses “Enter” rather than “Tab” key. When a user is entering unit ID and product code via the keyboard, press the “Tab” key or use the mouse to move to the next field. Minor Occasional Low All users Recommended business practice is to use the hand held barcode scanner, not type in the barcoded information. The error occurs because the user presses “Enter” which clicks OK without submitting the unit information causing the crash. CR 3,227 210157 Select Units A system error occurs when a user selects a unit and then filters the available units search screen for a product different than the unit selected and uncheck the unit selected. Uncheck all selected units before filtering available units. Minor Occasional Very Low All The steps to get to the system error are convoluted in normal practice and may never be encountered. CR 2,821 209753 Select Units In a multidivisional database, restricted residing in another division will be displayed but are not selectable. The tool tip (mouse over) message wording incorrectly states, "Unit is not in division ###." Read this message without the word NOT in the sentence. The division shown is the division where the unit is physically located. Minor Occasional None All users in consolidated VistA with multiple VBECS Divisions The unit is not selectable as it is physically in a different location. This occurs only in consolidated divisions which are limited in number and with restricted units which are not a high volume product. CR 2,107 209039
Report A report printed with an end date of today does not print “Preliminary” in the header. Check the subsequent pages of the report and write “PRELIMINARY” on the front page of the report prior to filing. Occasional None All users can print the report but a Supervisor would be responsible for review. The information included in the report is accurate to the time printed. There is a possibility of a gap of information should the user not overlap the print requests. Generally, this report is printed for the day prior or time period that does not include the current day. CR 1,969 DR 2,584 208901 213101 Report The Transfusion Requirements report prints all divisions; no option to print selected divisions. None required. Minor Occasional None All users can print the report but a Supervisor would be responsible for review. The patient are available at this level to all divisions in the consolidated database. This is a disconnect between the written rule and the desired information handling. DR 2,605 213122 Report The Transfusion Requirements report will not print if the user selects the date VistA records were loaded into the VBECS database. Access the VistA Blood Bank Reports option and use Patient Antibody Report (short list) to retrieve the list of transfusion requirements for the patients that were imported during conversion. Minor Occasional None All users can print the report but a Supervisor would be responsible for review. Aside from antigen negative requirements, other transfusion requirements are not set in VBECS during the database conversion. CR 2,762 209694 Report Patient information may over to the subsequent page due to the nature of the report. Column headers may not repeat on all pages. Footer has been added to the report stating the following: "Important transfusion related information for a patient may appear on more than one page. Always check the next page for additional patient information." Occasional None All users Data is presented in full. CR 3,543 210473 Report The Partial format of the report does not allow scheduling to print in the future. Print the report immediately. Minor Frequent None All users None. CR 3,589 INC 1303428 210519 I5887317FY15
(continued on next page) 11/23/15 (continued from previous page) 19.0 19.0 Exception Report: CR 3,591, Defect 210521 Throughout VBECS: CR 3,586, Defect 210516, and R5219698FY15. Throughout CR 3,588, Defect 210518, and INC 1303428. Throughout VBECS: CR 3,587, Defect 210517. Transfusion Requirements Report: CR 3,589 INC 1303428, Defect 210519 BBM Team BBM Team 3/11/16 20.0 Updated for the release of VBECS 2.1.0. Updated the footer for Defect s and Tasks. Added: Discard or Quarantine:Defect 268926, 17048459FY16 Release Units From Patient Assignment: Defect 259491, R6690123FY16 Select Units: Defect 219714, R5607515FY15. Replacement CA SDM ticket number for Remedy HD and INC numbers that are no longer active. Both sets of numbers are listed in this version, old and new. BBM Team 3/31/16 21.0 Revision History for Version 19.0, CR 2,385: Changed “None” to “Low”. BBM Team