Labware Labeling Health Information Technology

We can all agree that Sharpies, diamond tipped markers, and sticky labels are cheap. I think we can also agree that manually labeling labware is tedious, labor intensive, costly, and susceptible to error.

The possibility of creating a ‘medical never event’, due to poor handwriting and human error is a legitimate concern. We cannot place a value on an unknown medical ‘never event’, but the ones that have been detected, cost the responsible healthcare providers millions of dollars. With the NIH’s recent announcement that thousands of babies will be enrolled in a new genome project, the chances of identifying a REI ‘never event’ is ever increasing. Although barcoding, labeling, and tracking systems cannot guarantee the elimination of never events, they have been proven to enhance patient and sample safety.
Laboratory labeling systems are critical to patient care and affect all areas of your program. Your answers to the following questions could change significantly with our state-of-the-art technology.

1. Are you considering hiring another embryologist to keep up with labware labeling, and the double and triple checks in your protocols?
2. Are your labor costs high due to a shortage of qualified embryologists, andrologists, and laboratory technicians?
3. Are your laboratory professionals spending their valuable time labeling labware when they could be checking QCs,
following up with patients, or conducting research?
4. Are you certain all of your staff members follow your protocols 100% of the time; what about weekends, vacations, sick days and holidays?
5. What happens to your program when competitors move into the area, and they provide superior patient care, because of their new, best-in-class technology?
6. Will increasing REI treatment costs in the US contribute to the predicted growth of medical tourism abroad, and reduce the number of patients at your facility?
7. Do you need new technology to reduce costs and compete effectively in the global economy?

Now, imagine having the technology to label 300 culture dishes per hour, with a 2D matrix barcode and human readable identifier. And it’s even better than you imagined, the 2D matrix barcode links all of the labware to one patient/partner treatment cycle.

The big game changer in our E-Suite is our patent pending, 2D matrix barcoding, labeling, and tracking system for REI labware. REI patients expect cutting-edge technologies and world class services during their IVF treatment. We believe that hand labeling labware does not meet that expectation.

Our best-in-class technology provides the tools, which are essential for consistently delivering world class REI services. We establish a new standard with this software, and the unprecedented functionality, which:

Effectively manages REI patients in your clinics and laboratories

Significantly improves patient sample safety and chain of custody

Increases the IVF treatment capacity by cutting costly inefficiencies

Preserves labware sterility/non-toxicity, and is eco-friendly

Labels dishes, tubes, vials, beakers, surgical instruments, paper materials, wristbands, sticky labels, and other medical consumables

Call Ankh Data Systems, LLC for Labware Labeling and Health Information Technology

Laser Labeling

This component manages all aspects of labeling labware in the practice, laboratories, and other associated facilities. The labeling component is integrated with all other software components, which provides efficient use of resources by eliminating handwritten medical information. We recommend that it be used for all phases of patient treatment, as it links all patient samples for any treatment cycle, from the point of collection to the point of disposition.

Primary features of the laser labeling system:

  • Saves time and money marking labware
  • Utilizes a barcode tracking feature with a superior human readable label
  • Tracks the "chain of custody" for all biological materials in the facility
  • Emphasizes patient safety in every area of the clinic and laboratories
  • Creates the barcodes using a "key" identifier for the gamete sources
  • Barcode scans identify everyone "associated" with any given IVF cycle
  • FDA HCT/P statuses are readily available for all cycle participants
  • Safe and non-toxic for all biological materials

The labeling component provides patient samples a level of protection and safety, which is currently unprecedented in any REI facility or IVF laboratory. By barcoding all labware, with one consistent patient and cycle specific identifier, there is a significant improvement in patient sample stewardship, and a consequential reduction in errors. The labeling component gives a level of accountability in the chain of custody that cannot be matched by any other software.

The barcode links the "ownership" of the labware content to a specific REI/IVF patient and cycle. When the barcode is scanned it will display the original gamete sources, as well as the patient responsible for determining the gamete/embryo disposition. This component also includes the option to create wristbands for the patient(s), during their treatment at the facility, and sticky labels can be generated for hardcopies or other items. This is especially important for IVF laboratories that provide procedural services to multiple IVF practices, as each individual cell (sperm, oocyte/embryo) can be easily identified to a patient and place of origin.

The bottom line: Superior labels in half the time, at half the cost, with extraordinary patient safety.

Important features of our E-Suite labeling for medical consumables:

  • 2D matrix barcodes
  • Sterile and non-toxic
  • Cost-effective laser labeling
  • Heat, cold, and moisture resistant
  • Human readable, mirror image text
  • Lasers plastic, metal, and glass
  • Applications for patient care/testing
  • Applications for genetic research
  • Environmentally friendly
  • Paper products barcoded via printers

Laser labeling, barcoding, and tracking facts:

  • All labels and barcodes are placed on the labware prior to use.
  • No marks or barcodes interfere with the ‘viewing area’.
  • The number of items labeled prior to retrieval depends on treatment.
  • All labware is placed on the stainless steel laser bed UN-opened.
  • The laser marks are placed directly on the labware; no sticky labels.
  • 2D matrix barcodes reduce the chance of a ‘never event’.

We have a Certificate of Analysis from EMBRYOTECH Laboratories, verifying the safety of our labware labeling process.

Optical SCAN

When the 2D matrix barcode is scanned with an optical barcode reader, the software identifies the patient and all other individuals associated with the treatment cycle. This applies to IUI cycles, IVF cycles, and can be used for research projects.

optical scan

In the example at left, the IVF culture dishes are marked and linked to the semen sample vials and centrifuge tube with a 2D matrix barcode created by a special algorithm. The MRN and name of the oocyte source are included next to the 2D matrix barcode on the culture dishes. For the semen vials and the centrifuge tube, the MRN and last name of the semen sample source are included below the 2D matrix barcodes.

Our software is flexible and can be modified to manage and track any biological materials in a variety of laboratories, with a wide range of labware. Additionally, the human readable markings and barcodes can be modified to track treatment protocols and content modifications.

Electronic VERIFY

The 2D matrix barcode is scanned with an optical scanner, to verify the source identity of the genetic material, as well as any individual associated with the treatment cycle. This includes the patient, partner, and if the cycle involves third-party reproduction, the original oocyte and/or embryo donor, inseminate source, and gestational carrier. The 2D matrix barcode can contain up to 2,335 alphanumeric characters, and the information can be extracted from the code and inserted in the IVF database.

The Ankh E-Suite labeling and tracking system allows staff members to scan multiple items. After the scan is complete, the tracking software:

1. Verifies every item belongs with the other item(s) in the scan group
2. Provides a complete and comprehensive identity for all the scanned pieces
3. Displays demographic data, as well as the FDA HCT/P information for all participants
4. Identifies all participating individuals, including the patients/recipients, partners, donors, and gestational carriers

We have tested eight dishes and six tubes and vials. We are continually adding to our inventory, so please contact us to get an updated list. Or if you have a special dish, please send a sample for software configuration and testing.

electronic verification 1
electronic verification 2