VIRAL LOAD MODULE IMS

USER MANUAL Lab Technician CD4

Contents Item Checklist for Viral Load Tests ....................................................................................................................................................................................................... 3

Accessing the Application ...................................................................................................................................................................................................................... 4

Steps to Login.......................................................................................................................................................................................................................................... 5

Sample Collection ................................................................................................................................................................................................................................... 6

Plasma Extraction ................................................................................................................................................................................................................................... 9

Troubleshoot ........................................................................................................................................................................................................................................ 15

I do not remember my password? ..................................................................................................................................................................................................... 16

I cannot see the Viral Load Option on my portal ............................................................................................................................................................................... 17

There are no options in ‘Select Facility’ when I create a batch ......................................................................................................................................................... 17

I cannot find the facility I want to send my samples to. .................................................................................................................................................................... 17

My Barcode Scanner is not working. ................................................................................................................................................................................................. 17

I don’t have Barcodes ........................................................................................................................................................................................................................ 18

My Internet is not working. ............................................................................................................................................................................................................... 18

Helpline ................................................................................................................................................................................................................................................. 18

Item Checklist for Viral Load Tests

Before beginning the collection procedure for Viral Load tests, the following items should be kept ready. A. Barcode sheet: A barcode sheet with 3 barcodes and 3 Test IDs used for each test conducted. Each sheet can be

used for upto 20 tests.

B. Barcode Scanner: To scan the barcodes attached on samples to beneficiaries. C. Desktop or laptop with internet to access the system online. Note: if you do not have the above mentioned items, view Troubleshoot section.

Barcode

Test ID

Each row of barcodes and test IDs is used for one test

Accessing the Application

Being an online system, IMS can be accessed from any browser (Chrome, Firefox or IE), preferably from a computer, but also from personal devices like Phone and tablets. However, as it involves large amount of minute information a large 15 Inch screen would be ideal. To access the application, click on the following url : https://ims.naco.gov.in

The application asks for the user name and password which are unique to each user. In case these details are not known, please contact the Pharmacist at your ART centre for the login details .

Steps to Login

After clicking on login (step 4) , the user account will open with the following view:

Step 1: Enter Username

Step 2: Enter Password

Step 3: Fill in Captcha mentioned above

Step 4: Click on Login

Sample Collection

Samples can be simulateneously collected for both Viral Load and CD4 tests of beneficiaries. To collect samples for any either of the two, follow the below steps: Step 1: Click on the Sample Collection option on the red ribbon

Step 2: The following view opens open up. Search for patients through ART/Pre-ART Number and press + sign button to collect blood sample.

Step 1: Click on Sample Collection Option

Step 2.1: Search for beneficiary’s ART/Pre-ART number

Step 2.2: Add sample by clicking on the + sign

Step 3: Once added, the samples will show up on the right panel under ‘Collected Samples’. To complete the sample collection, select the test from a) CD4 b) Viral Load and c) CD4 + Viral Load, in case both tests need to be conducted.

For Viral Load tests: Step 4: Draw blood sample in the EDTA tube and stick Barcode (mentioned in the items Checklist) on to the tube and one Test ID onto the Green booklet. The barcode needs to be stuck vertically on the EDTA tube to ensure readability by the scanner. See some Do’s and Don’ts:

Step 3: Select Test Type

Step 4: Click here and scan barcodes and choose test type (FOR VL only)

Step 5: Once the barcode has been placed on the tube, click on the Barcode field against the patient and scan the barcode as illustrated. A green light will appear upon successful scanning and Barcode number (eg. AA82987398) will be populated upon scanning. Step 6: Select Test-type as mentioned in the green booklet. Test Types can be of the following kinds:

• Routine • Targeted • Repeat • Adherence

To remove a beneficiary from the Collected Samples list, the user can click on the red delete button. Once finished with collecting samples, the user can click on the top right green button ‘Finish Collecting Samples’ to confirm collection. Review the pop-up as shown and click on ‘Yes’ to Continue.

Plasma Extraction

If the Plasma is being extracted at the CD4 lab additional items requireed are:

2 eppendrop tubes for plasma transfer

Step 1: Put the samples in the centrifuge machine and conduct centrifugation Step 2: Extract the plasma from the EDTA tube into the eppendrop tubes. Step 3: Attach the the two test IDs corresponding to the ID mentioned on the EDTA tube, onto the eppendrop tubes as shown in the photo below.

Step 4: Place the eppendrop tubes into the sample box and store in -8 C.

After conducting the centrifugation, dispatch samples with the barcode sheet (1 Barcode) and batch sheet.Refer to the Dipatch section for completing the dispatch process.

CD4 Dispatch Samples

Once the samples have been collected, to dispatch samples for CD4 testing: Step 1: Hover on the CD4 Test option on the red ribbon.

Step 2: Select ‘Dispatch Collected Sample’ and the following view will be visible. The list will indicate the number of CD4 samples collected till that time.

Step 3: Ensure the number of samples collected is displayed appropriately. Step 4: Ensure the correct CD4 lab facility is mentioned on top Step 5: In case any of the samples cannot be sent for testing, delete the samples from the list here Step 6: Click on Dispatch Samples

Step 1: Hover on CD4 test option

Step 2: Select

Step 3: Check number of samples

Step 4: Check Facility

Step 5: Delete samples if required

Step 6: Click to dispatch for testing

Viral Load Dispatch Samples

A table is shown when you click on ‘Dispatch Collected Samples’. The table view contains details of all the sample batches that you have created along with their statuses. You can search for batches using the BDN number or filter based on Date, Lab or Status. Status ‘Received’ means that the Viral load lab has received the batch of samples

Status ‘Dispatched’ means that the batch of samples has been sent to the VL lab but has not been received yet

You can also view batch sheet of dispatched and received samples by clicking on the ‘View Batch Sheet’ button. A pop-up box opens up with the following details:

1. Batch sheet with details of test samples dispatched or received. The user can also click on the print option to print the batch sheet.

2. View TRF form for each sample and print if necessary. 3. Test report if test has been conducted.

A screenshot of the batch sheet is given below:

Step 1: Click on Dispatch Collected Samples

Step 3: To dispatch collected samples, click on the ‘Dispatch Collected Samples’ button on the top right corner.

Step 3: Click to dispatch samples

On clicking the ‘Dispatch Collected Samples’ option, the following view will open up

1. On the top left corner, the user can ‘Select Laboratory’ to dispatch the samples to. 2. On the left, the section under ‘Collected Samples’ shows all the samples collected till date. 3. On the righ side, the section under ‘Samples to be dispatched’ all the samples that are added and to be

dispatched will be shown. 4. The ‘Dispatch’ Option is selected once all the samples are added from the left section to the right section.

Step 4: Select the Lab to which the samples need to be dispatched Step 5: Search beneficiary using Name, Pre-ART or ART Number. Step 6: Select beneficiary from the list of available beneficiaries Step 7: Review samples to be dispatched i.e. the right section as shown below. Step 8: Click on Dispatch to confirm Dispatch.

Step 4: Select Laboratory

Step 6: Click on + sign to add patient

Step 5: Search for the patient

Dispatch the sample box along with the Barcode sheets (with remaining barcodes and test IDs for a patient) and preferably a print out of the Batch Sheet.

Note: Cut out the remaining unused rows of barcodes and Test IDs.

Step 7: Review samples that need to be dispatched

Step 8: Dispatch

Reports

Test Result View: The user can see all the test results and their status. The TRF form and report is also available and can be printed out under the ‘Test Results’ Section as shown in the photo below.

Step 8: Hover and click on ‘Tests Results’ to view results

Troubleshoot

I do not remember my password? To reset password, go the url imsnaco.in, and click on the ‘Forgot Password?’ on the top left of the login page. You will redirected to the Forgot Password page.

Once you click on Submit, an email for reset password link will be set to the asssociated email id.

Step 1: Click on Forgot Password

Step 2: Enter Username

Step 3: Enter Captcha mentioned above

Step 4: Click on Submit

I cannot see the Viral Load Option on my portal If you cannot view the Viral load option on your portal, contact Helpline. There are no options in ‘Select Facility’ when I create a batch In case there are no facilities linked to your ART centre, please contact your Helpline I cannot find the facility I want to send my samples to. In case the facility that you need to send the batch samples to, is not listed, please contact your Helpline My Barcode Scanner is not working. If the barcode scanner is not working, you can manually add the barcode number against the patient while adding samples to a batch.

Step: Enter this number against the patient instead of scanning the number using a barcode

I don’t have Barcodes Incase you do not have barcodes, unique ID (logic that is being followed currently) can be generated manually by the CD4 Lab tech and typed in the barcode field, at time of collection.

My Internet is not working. You can stick the barcode and note its Test ID number against the ART number of the sample on a piece of paper. Do remember to include this entry when the internet is available and the application is accessible.

Helpline

For more queries or feedback, Kindly contact us on: imshelpdesk@naco.gov.in +91 8448447006 +91 8448447006

Alternatively, you can also look up the contact details by scrolling to the bottom of the site.