Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 1 of 67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual Prepared by QA Committee
Issued by: Laboratory Manager Revision Date: 9/13/2018
Approved by Laboratory Director:
Microbiologist-in-Chief
Next Review Date: 11/1/2019
Uncontrolled When Printed
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Inventory Management System User Manual
Receiving Process .......................................................................................................................................................... 2 Receiving Inventory ...................................................................................................................................................... 3
Receiving inventory pre-labelled with an RFID barcode .......................................................................................... 3 Receiving Non-Abbott Inventory labelled with a 1D/2D Barcode (NOT pre-tagged with RFID) ............................ 7 Receiving Non-Abbott Inventory WITHOUT any Barcodes (pre-tagged with RFID) ............................................ 11
Releasing Quarantined Inventory ................................................................................................................................ 16 Shipment(s) that Failed QC .................................................................................................................................. 18
Consuming Products .................................................................................................................................................... 19 When to Consume ................................................................................................................................................... 19 How to Consume .................................................................................................................................................... 21
A. Consumption by Handheld Device ............................................................................................................ 21 B. Consumption through AlinIQ Software ..................................................................................................... 24
How to “Undo” Consume ...................................................................................................................................... 26 Other Purposes for Consuming ............................................................................................................................ 27 Best Pick Options ................................................................................................................................................ 28
Physical Inventory ....................................................................................................................................................... 29 Unexpected Items ................................................................................................................................................... 31 Items Requiring Manual Scanning ...................................................................................................................... 33 Manual Reconciliation / Commit in AlinIQ ........................................................................................................ 34
Reviewing and Montoring Inventory Data .................................................................................................................. 41 Monitoring Inventory Expiration Dates ................................................................................................................... 41 Monitoring low stock items ..................................................................................................................................... 43 Monitoring Inventory Expiration Dates ................................................................................................................... 50
Printing an Inventory Report ........................................................................................................................... 52 RFID Printer ............................................................................................................................................................ 56
A. Installing a New RFID Label Roll followed by Printer Calibration ........................................................... 56 B. Calibrating RFID Printer due to Issues ...................................................................................................... 60 C. Calibrating RFID Printer Manually due to Error ....................................................................................... 61 D. Calibration Proof Test ................................................................................................................................ 63
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 2 of 67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Receiving Process
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 3 of 67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Receiving Inventory
All inventory received in the laboratory must be entered into the Inventory Management System
(IMS) and be labelled with RFID barcodes.
Inventory received will be labelled with one of the following barcodes. Follow the procedure
matching the type of barcode on your inventory.
A. Abbott products that come Pre-tagged with an RFID barcode
B. Non-Abbott products that come with a 1D/2D barcode (NOT pre-tagged with RFID)
C. Non-Abbott products that come WITHOUT a barcode (NOT pre-tagged with RFID)
Receiving inventory pre-labelled with an RFID barcode
All inventory with RFID labels must be received within the IMS system.
Technician duty
Use a handheld IMS device to receive pre-labelled RFID inventory.
1. Log In to the handhand IMS device
Scan your USER ID BARCODE
Touch so that cursor appears in box.
Enter as the pin
2. Touch “Receive” on the Main Menu
3. Touch Receive ASN so it is highlighted; Select “Open”.
4. Select Location of inventory using drop down arrow.
Ensure mode is on “RFID” to received inventory.
Select to change mode
Active Mode
1
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 4 of 67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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To change mode between “RFID” and “Barcode”:
Select Mode button
Toggle between RFID and Barcode until RFID is selected
(Barcode refers 2D or 1D barcodes)
5. Beside the inventory to received, press and hold the handheld trigger slowly moving the
handheld reader over products to read RFID tags.
As items are detected, the handheld reader beeps.
Continue moving the handheld reader around/over the product until beeping stops–
indicating all tags are read.
A message will appear indicating the reconciliation process is complete. When beeps
stop, release the trigger.
6. Once all items on an ASN have been completely received, it will display 100%. Any
incomplete ASNs will still be under the “Incomplete” tab on that screen.
DO NOT press “Complete” until you have reviewed the Unexpected Item(s), if any.
Unexpected Item counts are items found during the handheld scanning that are not
associated to any ASN.
7. To view the unexpected items, select view.
REMOVE ALL ITEMS on this “Unexpected Item(s) list” by checking all items on
the left box and tap “Remove” at the bottom.
Press “Yes” when it asks if you’re sure you want to remove the items.
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 5 of 67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
8. Press “Close” to return to previous screen with the list of ASNs.
9. To view more information about any particular ASN order(s), hold the cursor over a
highlighted ASN. A “Details” button will pop up where you can click to see more
information.
10. If for whatever reason the RFID mode does not pick up the pre-tagged items (i.e.
defective RFID tags), you can also scan each item by barcode to receive. However,
you will need to reprint ASN RFID tags from the in-house RFID printer (See Step#15
for instructions). Abbott should be notified by IMS Super Users in this case.
11. If all ASNs reach 100%, press “Complete” on bottom left, then press “Yes” to send the
data to the server. The completed ASNs will now be listed under the “Processed” or
“Complete” tab.
12. Check for remaining Incomplete ASNs. Completed (100%) ASN(s) will be removed
from the “Incomplete” tab. Incomplete ASNs will stay in the “Incomplete” tab until it
reaches 100%.
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 6 of 67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
13. Notify an IMS Super User or Senior Technologist that one or more ASN shipment(s)
have been received.
IMS Super User or Senior duty
Each ASN shipments must be reviewed after they have been received.
14. Log into the IMS software on a desktop computer
15. Under “Ordering” click on “Shipments”.
There will be a number in brackets beside the “Shipment”, indicating the number of
ASN RFID shipments received and not yet viewed.
The details of each ASN order, whether if Expected/Incomplete or Completed can be
reviewed here. Once you highlight a particular ASN number, you can view by
Overview, Items, Line Items or History.
If an RFID label needs to be reprinted on any of the items on an ASN order, it can be
printed from “Items” tab.
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 7 of 67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Receiving Non-Abbott Inventory labelled with a 1D/2D Barcode (NOT pre-tagged with RFID)
Inventory with 1D (Long)/2D (Square) barcodes shall have templates configured into the IMS
program for ease of receiving the product. RFID labels will be generated for all inventory for
further use with the system.
***Only products from the following 5 Suppliers can be received using this method:
Abbott Diagnostics BioMerieux
BIO-RAD Roche
Somagen (Monospot)
Use a handheld IMS device to receive 2-D barcode inventory.
1. Log In to the handhand IMS device
Scan your USER ID BARCODE
Touch so that cursor appears in box.
Enter as the pin
2. Select “Print Tags” on the main menu. The “Select Supplier and Template” screen will
display.
1
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 8 of 67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
3. Select the “Supplier Name” dropdown to select the applicable supplier.
4. Touch the “Template” dropdown to select the applicable pre-defined supplier
barcode template. Printer will always be “RFID Printer”.
5. Choose Supplier, then choose Template.
Examples:
6. Tap “Open”. The Printing Parameters Display screen appears.
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 9 of 67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
7. Scan in the Product IDLotExpiration. The handheld highlights the template fields
in the order the barcode data must be scanned into the template. Each scan populates
the template with information specific to the scanned barcode.
NOTES:
If you inadvertently scan an incorrect barcode for a template field, tap the field
on the handheld and scan the correct barcode.
If there is only one barcode to be read for the template, the handheld highlights
all the applicable template fields at once, so you only need to scan the barcode
ONCE. (See Example Below)
8. Tap in the “Quantity” field to enter the number of tags to print. You can also use the
arrow buttons to increase or decrease quantity.
9. Tap “Print” to send the tags for printing. You will be prompted to confirm the print
operation
(and reminded to ensure the same Lot and Expiry if printing multiple tags).
10. Click “Yes” to print the tags. A confirmation displays indicating the tags have been
sent for printing.
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 10 of
67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
NOTE: If an error message displays (“Unexpected IMS Error message”), that
indicates there is mismatch between the item’s expiration tracking value (on or off) in
the selected template and the Supplier Catalog. Select a template that matches the expiration tracking value in the Supplier Catalog and complete the scan again.
11. Click “OK” when prompted for confirmation. Screen will return to Main Menu.
12. Tags will Print Apply the printed tags to the items as appropriate.
13. Once you have created and printed RCN tags all barcoded 3rd
party item(s), you must
receive them into inventory prior to taking any other action on it. Tap “Receive” from
the main menu.
14. Highlight Receive Printed Tap “Open”Select Virology for both Cost Center and
Location UNCHECK Receive against purchase order Select “OK”.
15. Press and hold the trigger on the handheld reader. Slowly move the handheld reader
over products to read RFID tags. Continue moving the handheld reader around/over
the product until beeping stops, or until the number of item(s) expected to be
scanned has incremented to its fullest (e.g. 15/15), then release the trigger. If the
scanned item(s) do not match a line item, they will be added to the Unexpected Items
count (this may be due to other barcodes being picked up while scanning using the
RFID mode that are not part of that order to be received).
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 11 of
67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
NOTE: If there are any Unexpected Item(s), Tap View, check ALL items that are on the list,
and tap “Remove” to remove all items that were accidentally picked up by handheld scanner
during receiving that are not part of that order.
16. Once those Unexpected Item(s) have been removed, screen will revert back to the above
image. Press “Receive” to receive the items.
17. Press “Yes” when prompted to confirm reception.
18. Press “OK” when prompted that reception was successful.
19. LOG OUT from the Handheld when done.
Receiving Non-Abbott Inventory WITHOUT any Barcodes (pre-tagged with RFID)
Inventory with standard 1-D barcodes must have RFID labels and be received in the IMS system.
RFID labels will be generated for all inventory for further use with the system.
1. Log onto the IMS software on a desktop computer
2. Go to “Manual Item Creation” Under Ordering
3. Select Cost Center (1) Select Product (2) Create Items for Product (3)
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 12 of
67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
You can filter items by any headings (4): Supplier, Name (Name of product), List
Number (Part#) .
You can also find item by typing “*” before and/or after item name as a wild card in
name field then press “ENTER”.
NOTE: If you cannot seem to find item on this list, go to the link below and look for the
company’s name for that item, and then 4) search again under “Supplier”.
T:\microbiology\1_Microbiology Inventory\0_1_New Weekly Combined Inventory\1_New
Weekly Combined Inventory\1_Combined Inventory List_2017.xls
4. A window will pop up where you can enter the quantity of item rec’d, the Lot# and the
Expiry date. (i.e. 10 Boxes of BAP, enter “10” for quantity; 3 boxes of Penicillin Etest,
enter “3”)
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 13 of
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Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Enter Lot# and Expiry Date:
If same lot as before, can choose from “Existing Lot”
If new lot, choose “New Lot” and enter Lot Number and Expiration Date.
If it’s an item that does NOT have Lot Number of Expiry Date, select “None”
Press “OK”.
Example: 1 box of Lot# B1234 of β-Lacta reagent+2 boxes of lot# B4321of β-Lacta
reagent rec’d
Enter differently as quantity 1 of Lot# B1234 and quantity 2 of Lot# B4321
5. 1) “Print Selected Tags” OR 2)“Print All Tags” 3) “Confirm Reception”
All items that were confirmed reception will be removed automatically from that
list.
The “Items to receive” list should be BLANK if you have received everything
you have ordered an RFID tag for.
NOTE: DO NOT “Print all Tags” if some tags have already been printed! DO NOT
print any tags more than once unless tag is defected or voided. ONLY print tags until you
have confirmed that ALL INFORMATION IS CORRECT (Lot# & Exp. Date)
4) You can also change the Lot# or Expiry Date if you have entered anything wrong
5) You can also delete any items if you have added them by mistake or have miscounted
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 14 of
67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
6. Affix RFID tags to corresponding items. Try to make them easily visible.
PLEASE MATCH TAGS TO THE CORRECT ITEMS AND LOT #!!!
Affix RFID tags to media plates received individually by sleeve, not box, as
picture below (i.e. BHI agar w/Casein, BHI agar w/6mcg Vancomycin,
Haemophilus media etc…)
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 15 of
67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
If a BOX of products is received (i.e. BAP plates, Vitek AST cards, Kimwipes
etc…), affix ONE RFID tag to the outside of the BIG box, not individual items.
7. When stocking have the RFID tags visible and not overlap each other too much.
Note: Potential interferences against RFID tags are overlapping tags, bent/damaged,
or if they are behind or surrounded by too much liquid or metal medium.
Affix individual sleeves of
media plates as follows
(ones not received by box)
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 16 of
67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Releasing Quarantined Inventory
Inventory received pre-tagged with an RFID barcode are automatically Quarantined by the IMS
program.
These products must be released from quarantine once their QC has been performed and passed.
For shipments with failed QC follow section: Shipment(s) that Failed QC
1. A Senior Technologists will be notified by email when required inventory QC has been
successfully completed and shipment is ready to be released from quarantine.
2. Log onto AlinIQ IMS from designated desktop computers.
3. Click on Quarantine Control from main IMS screen below Stock Management.
4. Select Cost Center by only checking the box beside Virology. Press “View by Shipment”.
5. Click on “+” (Red arrow) to expand.
6. Find the shipment you would like to release from Quarantine and expand that the items under
that shipment by clicking on the “+” beside it.
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 17 of
67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
7. Highlight each item, individually one at a time, under the expanded list, then press “QC
Checkout”.
*ALL ITEMS under that expanded list must be individually highlighted & QC checked
out!
8. Once all items from that shipment have been QC checked out (has a yellow unlock symbol
beside all items), highlight the SHIPMENT then press “Release Shipment Lot”.
9. Type in comment “QC passed.” Press “OK”.
That shipment of reagents will then disappear from the Quarantine Control Screen.
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 18 of
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Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Shipment(s) that Failed QC
Once a shipment failed QC has been investigated and proved to be due to defective inventory
Put Failed QC shipment aside, separate from the current and available shipments.
Mark with visible note on shipment “DO NOT USE! FAILED QC”.
To Fail Shipment from QC in IMS:
i. Follow steps #1-6 as above for releasing shipment from quarantine.
ii. At step #7, instead of “Release Shipment Lot”, select “Fail Shipment Lot”
(Note: all items still need to have “QC Checkout” individually prior to this)
iii. Enter comment “QC Failed”. Press “OK”.
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 19 of
67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Consuming Products
All products labelled with RFID barcodes must be consumed using the IMS system.
Consumption is often done using a handheld device, but can also be done though the AlinIQ
software.
When to Consume
Follow the guidelines below for when to consume the product.
ALWAYS remove and discard RFID TAG as soon as product is consumed.
Bacteriology:
Media
Boxes (i.e. BAP,
MAC, Denim Blue)
Sleeves (i.e. BHI with
casein, OX/VANCS
plates)
consume a box when removed from fridge
KB / Etest consume when empty
Supplies / Reagent /
Test kit kept in
original location
(eg. Denka, BLacta)
Exception:
E.coli O157
Crypto Ag Kit
consume when empty
consume when opened
Reagent moved to
bench rack/cart /
shelf/drawer
(eg. Strep grouping,
Vitek cards, BA plates,
Vitek Saline)
consume when removed from original storage location
Mycology:
Any items removed
from Bacteriology
laboratory and moved
to the Mycology area
consume when removed from original storage location
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 20 of
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Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Virology:
All items consume when opened
consume when removed from original storage location
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 21 of
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Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
How to Consume
A. Consumption by Handheld Device
1. LOG IN – Scan your USER ID BARCODE
2. Touch so that cursor appears in box.
3. Enter Pin
4. Select “Consume Product” in Main Menu
5. Select “Start” at the Consume Product Screen
6. Select Purpose “Consumed” Press “Select”.
7. Scan item(s) to be consumed. Press “Complete” when done.
8. If any items have already been consumed, are expired or expiring soon, they will indicate as
“Consumed”, “Expired” or “Expiring soon” under the Alert field.
1
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 22 of
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
9. AlinIQ IMS will display a warning message for any scanned items that are not
consumable. (i.e. an item has already been consumed or was not received). Already
consumed or unreceived items CANNOT be consumed. You may choose to remove or
replace these items from the list. Choose “Remove” most of the time.
You can “Remove” those items from the Consume Product list, or “Replace” if you can find
a better choice of item to replace that item.
10. If any of the item(s) scanned has existing inventory with an earlier expiry date than the one
you wish to consume, the Alert field will indicate “Better Pick” or “Issue”. You must then
physically confirm you have picked the right lot.
Note: For products with a valid expiration date, please try to use up products with the
most recent expiry date first before opening newer ones (i.e. All media plates, all
reagents/calibrators/controls/test kits etc…)
11. Select “Ignore” if you choose to consume the item regardless due to following reasons:
a) If you cannot find that product with an earlier expiration date even though IMS
suggests a better choice (i.e. someone forgot to consume that item from earlier lot)
b) If the product(s) you wish to consume their expiry date technically doesn’t really
matter (i.e. Plastic pipettes, tips, tubes or reagent vessels etc…)
OR
Department of Microbiology
Quality Manual
Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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12. Select “OK” if you can find that product with an earlier expiry date and wish to consume that
instead.
13. Press “Complete” when you’ve checked that everything is OK.
14. Press “Yes” to send to AlinIQ IMS Server.
15. REMOVE RFID Tags on all items that have been consumed and discard in designated metal
discard bins (one in Virology and one in Bacteriology).
16. REMEMBER TO LOG OUT!
(Automatic log-off will occur 10 mins after idle use)
Non-Abbott Inventory Tags
Abbott products RFID Tags
(Note SGTIN barcode on top right)
Department of Microbiology
Quality Manual
Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
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B. Consumption through AlinIQ Software
Products may be consumed using the AlinIQ Software when Handheld devices are not
functioning.
Note: To consume products through AlinIQ, the serial numbers of products are required.
1. Log onto AlinIQ IMS on designated desktop computers.
2. Click on “Inventory Stock” under “Stock Management”
3. Select Cost Center (Green arrow) of the item(s) you wish to consume Click “View by
Item” (Red arrow) Click “+” (Blue arrow) to expand the list
4. Highlight the item you wish to consume. Click on “Consume” on the left (Red arrow as
shown below). If you cannot find the item, you can filter by typing in the FULL Serial
Number of the item you wish to consume in the “Filter” field (Red circle).
Department of Microbiology
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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At this screen, you can Consume, Change Location, Change Cost Center, Change Lot/Exp.
Date, Print Tag or Review Item History by highlighting the item and selecting any of these
actions on the left for that item.
Department of Microbiology
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
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How to “Undo” Consume
In a situation where a product was consumed in error, it will require to be”un-consumed” in
the IMS.
Note: Consult IMS Super Users for handling undo consumption of any product.
The product serial number must be known when attempting to undo a consumed action.
1. Log onto AlinIQ IMS on designated desktop computers.
2. Click on “Inventory Event History” under “Reporting and Logging”
3. Select Cost Center of the item you wish to undo consume (Red arrow) Change the date
range, if needed (Red circle), so that it includes the date the item was
mistakenly/incorrectly consumed Type in the Serial Number of the item you wish to
Undo consume.
**You must know the serial number of the product you wish to undo consume. Find that
product and highlight it.
4. Once the item is found and highlighted, press “Undo Consume” as diagram below.
Department of Microbiology
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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5. After pressing “Undo Consume”, a window will pop up asking you to enter a comment. Type
in the reason for undoing the consumption of this product (i.e. Consumed by mistake or
consumed for incorrect reason etc.)
6. Press “OK”.
Other Purposes for Consuming
Other options are provided when consuming inventory including:
Expired
Damaged
Recalled
Accidentally Printed Tag
Contaminated
QC Failed
Loaned
When you consume due to “Expired, Contaminated, Damaged, QC Failed, Recalled,
Loaned or Accidentally Printed Tag”, the handheld is not programmed to recognize the
difference between these reasons as opposed to consuming due to consumption. Therefore,
the alert message on left will still show up. Press “Ignore” in these cases.
Department of Microbiology
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Best Pick Options
To assist users on determining the best choice for consuming an item, the system provides
alerts to assist in the Best Pick options. Following are the criteria for items flagged as not best
for consumption (In order of severity):
Criteria Description Category
Quarantined The segregation of stock for the purpose
of quality control testing. Not Consumable
Expired or Soon to
Expire Lot number expiration date is past the
present date or will expire in 2 days.
Issue but consumable if
required
In Pending
Consumption RFID Transaction was setup to
delay consumption of products.
Issue but consumable
if required
Pending
Reception
Items have not been received into
inventory due to missing Cost Center or
Lot/Exp information
Not Consumable
Consumed Items already consumed. Not Consumable
Dislocated
Items Items placed into dislocation status. Not Consumable
Exceeded
Consumption
Units
On hand consumption unit is less than
the minimum item consumption unit. Not Consumable
Intersite Order
Approved Items Items approved for use by another
cost center. Not Consumable
Intersite Order
Intransit Items Item approved and is in transit status to
be used by another cost center. Not Consumable
Better Pick
The item is directly consumable, but
another item exists that may be a better
pick (e.g. item with expiry earlier than the
scanned item).
Consumable
Item Condition
Log Logged information about the condition of
a received box.
Issue but consumable if
required
Unexpected Item has not been received in inventory Not Consumable
Department of Microbiology
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Physical Inventory
The IMS allows physical inventory to be performed by detecting RFID tags using a handheld
device. This function is inclusive of all inventory stocks labelled with an RFID barcode tag.
This process allows a periodic check of the current existing inventory in stock against the real-
time inventory data reported by the AlinIQ Inventory Management System, making sure their
counts match as close as possible in order to maximize the accuracy of the real-time inventory
system.
It is recommended to review inventory data for expired or soon expire items before commencing
physical inventory.
1. LOG IN – Scan your USER ID BARCODE
2. Touch so that cursor appears in box.
3. Enter Pin
4. Select “Physical Inventory” in Main Menu
6. Make sure the Handheld is in RFID mode!
To Change Mode: - Tap “Mode” (Bottom right)
- Select RFID Mode
- Leave RFID Power at High
- Tap “Save”
Select “Start” at the Physical Inventory Screen
7. Choose by highlighting the department where you would
like to perform a Physical Inventory (Bacteriology or
Virology), then press “Select”.
8. Go to all corresponding storage rooms/areas/fridges/freezers
in designated department; Press and hold Trigger on
handheld. Slowly move the handheld reader over products to
1
Department of Microbiology
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Policy # QPUMI03001
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Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
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read RFID tags. As items are detected, the handheld reader beeps. Continue moving the
handheld reader around/over the product until beeping stops–indicating all tags are read.
When beeps stop, release the trigger.
*You may be required to move things around a little to allow all tags to be read, especially
for items that are stored tightly packed together (i.e. Antibiotics - KB and Etest, freezer box
dividers, any items where they are closely stacked that their RFID labels are completely
hidden or not visible etc…)
INVENTORY STORAGE ROOMS/AREAS/SHELVES/FRIDGES/FREEZERS
Bacteriology Virology Rm 1481 Storage Room Old (SRO) Shelves One to Five Rm 1438 Storage Room New (SRN) – All except Plexus cart
Main Walk-in Fridge (MIRM18) Rm 1465 Virology/Serology:
Rm 1469 Cold Room (MIRM2) – 2nd
Walk-in Fridge HABCO fridge (MIRT16)
Fisher Scientific Reagent Fridge (MIRM22) Thermo Fridge (MIRT14)
Equipment Room Thermo Scientific Freezer (MIFM1) – KB
disks and Etests
Kenmore Freezer (MIFT13)
Thermo Fridge (MIRT13) - Architect
Shelf beside Walk-in Fridge MIRM18 – Orange
Biohazardous disposal containers
Shelf/Cart behind Roche CMV MIANT12-6 (Ken)
Evolis cupboards beside bench
Plexus cart facing women’s washroom – Large white labels 8CMSE cupboard
Rm 1465-4 Virology Clean Room:
Shelves + Kenmore Freezer (MIFT11)
Viral Load Room:
Shelves + Around bench space
Viral Load Clean Room:
Kenmore Freezer (MIFTZ)
Sanyo Freezer (MIRT12)
**Please note inventory locations are approximate and may subject to change without notice**
Example:
i. 1256 = total number of items with an RFID tag that are currently in stock in bacteriology.
ii. As you do physical inventory, you are expecting to pick up RFID tags and therefore the
number beside “Expected” will increase while the number beside “Missing” will decrease as
Department of Microbiology
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
tags are scanned. Each beep on handheld means an item/tag has been scanned or picked up
by RFID.
iii. Continue doing physical inventory in all storage rooms/areas/fridges/freezers for designated
department until the number beside “Expected” is as close as to the starting number 1256, or
until the number beside “Missing” is as close to Zero as possible (See last diagram above)
9. Press and hold the “View” button beside the “Missing” number, if any, until a list comes up.
Scroll to see EACH item on that list and physically check to see if you can locate them based
on their Serial Number.
o If you CAN locate the item (i.e. it’s still there and unconsumed), then tag did
not pick up possibly due to defective tag/tag is wet, has moisture/tag is affixed
in front of metal or liquid medium etc… MANUALLY SCAN by Barcode
Mode the Serial Number of the item to remove it from the missing list.
o If you CANNOT locate the item, then it may have been used but was not
consumed Leave as is.
***All Missing Items should be checked! Especially the antibiotics!
10. Press “Complete” to send your physical inventory count to the AlinIQ IMS.
11. Log out of handheld. Proceed to next step in IMS.
Tip: Usually if there are multiple Serial Numbers of the same item in the missing list
Investigate!
Unexpected Items
If there are unexpected items, these could be:
Tags picked up by the handheld which are not part of the Bacteriology inventory; Or
Tags that have already been consumed
i. Press the “View” button beside the Unexpected Items number.
ii. Press the touchscreen with the stylus or finger until the pop-up menu appears.
iii. Press “Select All” to check all item boxes.
iv. Select “Remove”, then “Yes” when it prompts you to remove the selected item(s).
Department of Microbiology
Quality Manual
Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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*FINAL GOAL: Expected # = 1256 (or as close as possible)
Missing # = 0 (or as close as possible)
Unexpected Items = 0
iv. Press the “View” button beside the “Missing” number, if any, and manually search
for those items to see if they are actually there but just that the tag did not pick up or
scan for whatever reason (i.e. defective tag/tag is wet or has moisture/tag is affixed in
front of metal or liquid medium etc…). In these cases where the items are confirmed
to be present, change the mode of the handheld to Barcode Mode and manually scan
the RFID Tag using barcode.
v. If items under the “Missing” list are NOT present after physically checking, leave as
is.
vi. Press “Complete” to send your physical inventory count to the AlinIQ IMS.
vii. Log out of handheld. Proceed to next step in IMS.
Department of Microbiology
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Items Requiring Manual Scanning
There are some items that do not have RFID tags or items difficult to due to interferences with
radiofrequency detection.
A. The following items would most likely require manual scanning using the Barcode mode
because their tags are affixed in front of liquid or metal medium, which creates interference
that prevents the RFID labels to be read properly.
Bacteriology:
ITEM LOCATION
Modified Kinyoun Stain for Norcardia Kit –
Methylene Blue
4I in Old Storage Room
Modified Kinyoun Stain – Sulfuric Acid 1% Sol’n 4I in Old Storage Room
Swab A2B Transport media single (IC for NML) 3J in Old Storage Room
Label Ink Roll for Receiving Media Gun 1A in Old Storage Room
WASP Printer Ink Cartridge 1H in Old Storage Room
Vitek GNI & GPI cards Small Bacteriology Walk-In Fridge (MIRM2)
Any items where the RFID tag is wet or has
moisture (i.e. items stored in freezers where there
may be excessive condensation/moisture
accumulated; wet items due to leaking fridge)
Bacteriology -20oC freezer for antibiotics (MIFM1)
Large Bacteriology Walk-In Fridge (MIRM18) –
during periods where there is leaking
**Please note inventory locations are approximate and may subject to change without notice**
Virology:
ITEM LOCATION
Cobas Omni Specimen Diluent Virology Reagent Fridge (MIRT16)
Cobas Omni Lysis Reagent Virology Reagent Fridge (MIRT16)
Any items where the RFID tag is wet or has
moisture (i.e. items stored in freezers where there
may be excessive condensation/moisture
accumulated)
Virology Clean Room Freezer (MIFT11)
**Please note inventory locations are approximate and may subject to change without notice**
Department of Microbiology
Quality Manual
Policy # QPUMI03001
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Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
B. The following items are NOT tagged by the RFID system and require manual counting.
Bacteriology:
ITEM LOCATION
Pulse-Field Inventory Pulse-Field bench
Nitrile AloeTouch XS Gloves from Medline
Items for Students Only
Autoclave Filters and Wash-up room Detergent
Items marked “No Tag”
Items ordered as needed T:\microbiology\1_Microbiology
Inventory\0_1_New Weekly Combined
Inventory\1_New Weekly Combined
Inventory\1_Combined Inventory List_2017.xls
**Please note inventory locations are approximate and may subject to change without notice**
Virology:
ITEM LOCATION
Evolis Tips 1100ul (Bio-Rad) New Storage Room
Immucor Red Indicator Cells Fridge in Virology (Rm 1465)
HP laserjet 600 M601 Virology seniors desk
MPX Printer HP laserjet P2055 MPX Amplilink Printer
Roche Taqman HP laserjet P2015 Beside printer by Roche CMV instrument
Virology Accessioning MP laserjet 400 M401n On shelves in Virology Accessioning area
Architect Printer OKI B4600 Architect bench
4800 Xenon Lamp Viral Load Room
Hamilton Star Plastic Chute (10/role) Hamilton unit storage space
Anhydrous Ethyl Alcohol Bacteriology Fume Hood Cupboard
Hazardous Waste Labels Rm 1475 Media/Reagent Room
**Please note inventory locations are approximate and may subject to change without notice**
NOTE: If low or no stock for the above manual count items, notify senior
Manual Reconciliation / Commit in AlinIQ
Department of Microbiology
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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After a physical inventory is completed and sent to IMS using the handheld device, it must be
reviewed from an AlinIQ IMS computer for Manual Reconciliation / Commit.
1. Log onto AlinIQ IMS from designated desktop computers.
2. Click on Physical Inventory from main IMS screen under “Stock Management”.
3. Click on Handheld Scan Results from Physical Inventory Screen (Red arrow). Make
sure the dropdown is in “View in Process Only” (Blue arrow).
4. Another screen will pop up. The most recent handheld scan result (usually only one there) should be
highlighted. Click “New Review”, then click “OK”.
Department of Microbiology
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
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5. Type in the Date and your initials in the Review Name box; Check the box (Red arrow)
to include the Scan Results. Press “OK”.
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Policy # QPUMI03001
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Manual
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6. Correct Items - Items that are in stock and found in their expected location.
Missing Items - Items expected in stock but missing from the handheld scans. They are
most likely:
Items that were consumed while you are performing physical inventory count
Items that were used up/in use but tags were not consumed yet thrown out
Items that are still in stock but the handheld did not pick up the tag and you could
not or missed to locate them
New Items – Items never seen before by AlinIQ IMS, but were seen by the handheld
scans during Physical Inventory.
Different Location – The handheld scans found items in a different location than
expected.
Returned Items - The handheld scan found items that were previously consumed.
In transit – The handheld scan did not see these items because they are currently in
transit between two locations (e.g. items that were sent to a satellite site, but have not yet
arrived at their destination).
Pending Receptions – Items that were moved to a location where it’s associated Cost
Center doesn’t match the Cost Center of the new location. Upon selecting the Commit
button, these items will be moved to the Pending Receptions workflow awaiting a Cost
Center update by the user. Also, items that were initially in pending reception state will
be listed.
Undefined - Items that were scanned but do not meet the criteria of the other categories
(e.g. an RFID security tag left on a purchased consumer item) and AlinIQ IMS is not
certain how to apply a disposition.
Overridden – Any changes made by the user (i.e., transactions removed or locations
changed during any of the previous seven workflows) before selecting the Commit
button.
System Modified - Items that have changed location or status (e.g. moved, consumed,
received, etc.) after the Physical inventory scan.
Department of Microbiology
Quality Manual
Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
7. Make sure the Missing Items aren’t tags that weren’t scanned; if any items from this list
are found to be present in stock and unopened for whatever reason, highlight the item(s)
and press “Manual Reconciliation” (At top left). Try to check all items especially the
antibiotics, reagent kits, or same items that appear with different serial numbers.
8. Under Missing Items, check the “Cost Center” column and make sure everything is from
the same cost center in which you performed your physical inventory. If not, highlight
those items that don’t belong and press “Change Location” (On top, to the right of
Manual Reconciliation)
9. No items should be in the Different Location. If there is, include Step#13-14.
10. If everything else looks OK, press “Commit” (At bottom) to complete the physical
inventory. Press “OK”.
11. After committing the Physical Inventory, all the leftover Missing Items, if any, will be
automatically consumed, while the Correct Items and any leftover Returned Items will
be left as is.
Department of Microbiology
Quality Manual
Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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12. All completed physical inventory reviews can be viewed again in the future if needed by
filtering the drop-down menu as above diagram.
Note: If there are items under Different Location, perform Steps #13-15 as well
13. Go to Inventory Stock, Choose either but ONE Cost Center. View by items Expand
all items.
Department of Microbiology
Quality Manual
Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
14. Click once/twice on “Location” column (Black arrow) until you see the items which
don’t belong in this Cost Center. Highlight all items that don’t belong, click on “Change
Location” (Red arrow).
15. Repeat Steps #13-14 for the other Cost Center.
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Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Reviewing and Montoring Inventory Data
The IMS has the ability to monitor inventory data and maintain records and documentation in
regards to supplies and waste management.
Monitoring Inventory Expiration Dates
1. Log onto AlinIQ IMS on designated desktop computers.
2. Go to “Inventory Stock” under “Stock Management”
3. Choose Cost Centers – Bacteriology, Virology or All (Green arrow).
Click on “View by Item” (Red arrow). Then expand the list by clicking on the “+” sign
beside the selected Cost Center (Blue arrow).
4. Click TWICE on “Expiration Status” (Black arrow) until all the expired items show up on
the top.
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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5. You can do the same with items that are under Warning status, which pertain to items that
will soon to expire within the next 14 days.
(Click on the “Expiration Status” tab until all the warning items appear on the top)
For instructions on handling expiring / expired media, see Inventory Review Procedure
QPUMI03006
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Monitoring low stock items
Monitoring low stock items in AlinIQ can generate lists of inventory that have reached the set
minimum limit and require ordering.
The IMS Order Requests is used to generate this list for each department as per their ordering
schedules. Before this list is generated, physical inventory for that particular department should
have been completed.
1. From AlinIQ IMS on designated computers, click on “Order Requests” under “Ordering”
from Main Menu page.
2. Make sure the order request screen is BLANK before you start!
**If there are already existing items on the screen before you start, highlight ALL items by
using “Shift+Left click on mouse”, then click “Delete Selected”. Press “Yes” when it
prompts you.
Select “Cost Center” (1)Click on “Low to Max” (2)
3. A window will pop up where you select the appropriate cost center again by
checking/unchecking the box. Press “OK” then press “Yes”.
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Policy # QPUMI03001
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Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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4. Press “OK” again.
5. Press “+” to expand the list of items added for order request.
6. Sort the items by Supplier by clicking once on the Supplier column.
If an item is NOT needed (i.e. Discontinued; surplus of supplies etc…) you can
highlight the item(s) and click on “Delete Selected” at the top of the list. (Some items
may need to be manually checked to ensure stock count, in case multiple boxes were
opened but not consumed ).
Department of Microbiology
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
7. When everything on the list looks good, click on “Submit All”. Press “OK”.
8. Export to Excel by clicking on “Quick Report”. Follow the layout of the report below and
click “OK”. (Use < or > arrows to adjust layout)
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
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9. Click on “EXCEL” to export. Select “Open”. This step may take a few minutes.
Department of Microbiology
Quality Manual
Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
10. Wait until the excel file appears. Save it as filename Date + Tech Initials (i.e. 2017.07.31
JKC) in specific folders as per department protocol.
Bacteriology: T:\Microbiology\1_Microbiology Inventory\0_1_New Weekly Combined
Inventory\IMS Weekly Order Report 2017
Virology: T:\Microbiology\Virology\Inventory Lists\Weekly Inventory Forms
11. From this exported excel list, you may edit, add or delete items as needed. Note the
comments under field “Material ID”, where it may show instructions of how to order, and/or
when to order according to circumstances (i.e. Order when low, check before order, 1 box =
20 units etc…)
12. Bacteriology has a weekly and bi-weekly list of standing order items.
Weekly Bi-Weekly
Brilliance UTI Clarity/CNA Bi-Plate
(CPS4/CNA)
Haemophilus Selective Agar (HI)
Blood Agar 5% Sheep (BAP) Mueller Hinton Agar Plus (MH)
C.N.A W/5% Sheep Blood (CNA) Mueller Hinton Agar Plus 150MM
(Large MH)
Fastidious Anaerobe Agar (BRUC) Chocolate Enriched (CHOC)
ESBL Isolation Agar (MCPOD) Selenite Broth 10ML (SEL)
MacConkey Agar W/O Salt (MAC) Campy Agar (Blood-Free Mod) –
(CCDA)
Denim Blue Agar (Chromogenic
MRSA)
Hektoen Enteric Agar (HEK)
Sorbitol MacConkey Agar (SMAC)
Anaerobic Brucella Agar w/LKV
(LKV)
Brilliance VRE Agar (VRE)
BHI+10% Sheep, CCG (MHB)
EBM
IMA
BHI W/GENT 500(1)/BHI W/STREP
2000(2) (HLA)
BHI Agar W/6MCG VANCOMYCIN
BHI Agar with Casein
MH W/4% SALT & OX (ACUO)
MH with 4% SALT (ACU)
Department of Microbiology
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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VISA ISOLATION AGAR I
If any of the above items appear on your order request list, manually check how low the
stock is and adjust the set weekly or bi-weekly quantities to order accordingly if needed.
13. Lastly, on the exported and saved order request excel file, format the following:
Delete top 4 Rows; Delete left 2 Columns
Select Cell A1 (Supplier) Insert Table (see below)
A window will pop up. Make sure to check box “My table has headers”.
Sort Supplier Column by A to Z.
Adjust Column widths to show all contents of Supplier, Product Name, List Number and
Material ID.
Highlight Column “Quantity” a slightly different color so that it stands out (this column
shows the quantity of each item the seniors or designate need to order).
Highlight all cells with content Add “All Borders”
Department of Microbiology
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Go to File Print. Under Settings, use Landscape Orientation, Narrow Margins, Fit All
Columns on One Page, and Print Selection.
PRINT to appropriate printer. Leave on Senior or designate desk.
Save Excel file and Exit.
See Example of Order Request Printout below:
Department of Microbiology
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Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
14. Seniors Technologists or designate who do the ordering will edit/add/remove items from this
list as needed.
15. Go back to the Order Request page in AlinIQ IMS and DELETE all items.
***Highlight ALL items by using “Shift+Left click on mouse”, then click “Delete
Selected”. Press “Yes” when it prompts you.
Monitoring Inventory Expiration Dates
6. Log onto AlinIQ IMS on designated desktop computers.
7. Go to “Inventory Stock” under “Stock Management”
8. Choose Cost Centers – Bacteriology, Virology or All (Green arrow).
Click on “View by Item” (Red arrow). Then expand the list by clicking on the “+” sign
beside the selected Cost Center (Blue arrow).
9. Click TWICE on “Expiration Status” (Black arrow) until all the expired items show up on
the top.
Department of Microbiology
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
10. You can do the same with items that are under Warning status, which pertain to items that
will soon to expire within the next 14 days.
(Click on the “Expiration Status” tab until all the warning items appear on the top)
For instructions on handling expiring / expired media, see Inventory Review Procedure
QPUMI03006
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 52 of
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Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
document (titled as above) on the server prior to use.
Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Printing an Inventory Report
The IMS is capable of generating a report for inventory based on different criteria.
The procedure below can be used to generate reports for discarded inventory due to the
following reasons: expired, recalled, damaged, contaminated, QC Failed, loaned or accidentally
printed tags.
To generate a report for consumed and discarded stock due to expiration
1. Log onto AlinIQ IMS on designated desktop computers.
2. Click on “Inventory Event History” under “Reporting and Logging” .
1)Select Cost Center 2) Select Date Range of the report you wish to create 3) Click
“Refresh” 4) Type in Expired then “Enter” in the Desc/Purpose field to filter 5) Click on
“Quick Report”.
3. When pop-up appears, you can edit and save the layout as diagram below so the report can
include these selected fields. Press “OK” when done.
Department of Microbiology
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
4. You can then Export as an Excel file to be edited and/or saved by clicking on “EXCEL”
(Black arrow), then “Open” and “Save as” after the excel file is opened.
Note: This step may take a few minutes before the Excel file is generated.
5. The Director or designate will review these files on a yearly basis or as needed in order to
monitor the disposal of outdated or unusable supplies.
Note: Items consumed WITHOUT a Desc/Purpose were missing items automatically consumed
after committing to a physical inventory count.
To generate a report for expired or soon to expire stock on hand
1. Log onto AlinIQ IMS on designated desktop computers.
2. Click on “Reports” under “Reporting and Logging”.
3. Highlight “Expired Status Report” under “Status Reports”. Click on “Run Report” (Black
arrow)
Department of Microbiology
Quality Manual
Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
4. Choose the “Cost Center” (Red box) Choose “Number of Days to Expire” (Red circle)
Click on “View Report” (Red arrow)
5. You can directly print this report from this page by clicking the “printer icon” (Black arrow),
or export it as XML, CSV, PDF, EXCEL or WORD files (Red arrow).
Department of Microbiology
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 56 of
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Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Troubleshooting
RFID Printer
Calibration is needed in the follow circumstances but requires different calibration steps
depending on the situation:
Each time after installation of a New Roll of Label
Each time the RFID Printer has a jam or is rebooted; tags are not printing properly or it’s
printing an increased number of VOID tags.
If the RFID Printer consistently goes into “ERROR” (Manual calibrate)
*After each calibration, regardless of method/situation, a “Calibration Proof Test” (CPT)
must be performed (See Section D for instructions). If CPT failed, repeat calibration steps
from Section B until it passes!
A. Installing a New RFID Label Roll followed by Printer Calibration
Follow the instructions below to install a new roll of labels onto a RFID Printer.
Specific calibration steps must be performed each time a new roll is installed.
Printer Components:
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 57 of
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Installing Label Roll:
1. Open Printer cover. Avoid touching any portion of the
Printhead element, except when performing routine
maintenance.
2. Open printhead assembly by turning the
Printhead-open Lever (1) counter-
clockwise.
3. Ensure that the Printhead Assembly
pops-up. If not, gently pull up on it. The
PAUSE AND ERROR lights will be
solid amber on the Control Panel.
4. Pull out the media supply guide as far as
it goes
5. Place the roll of media on the media
supply hanger. Push the roll back as far
as it will go.
6. Slide the media supply guide, until it
touches the edge of the roll.
Department of Microbiology
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Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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7. Feed the RFID tags through the rollers
and rear media guides and position them
beneath the Printhead Assembly.
8. If necessary, loosen the thumbscrew on
the bottom of the upper media guide (1)
and slide over to be adjacent to the
media. Tighten the thumbscrew once the
guide is in position. Ensure that the
guide does not rotate while tightening
the thumbscrew. Otherwise, the media
will not track properly.
9. Position the left edge of the media
against the front left guide.
10. Close the Printhead Assembly by
pressing down on the assembly (1) and
turning the Printhead-Open Lever (2)
clockwise to the CLOSED position.
Department of Microbiology
Quality Manual
Policy # QPUMI03001
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
11. While the printer is still “Paused” (3) press the CALIBRATE button (2) on the Control
Panel.
RFID tags feed though the printer until the media is calibrated.
12. Once calibrated, press FEED (5) on the Control Panel a few times to ensure that the printer is
consistently feeding tags.
13. At this point, open the Printhead Assembly to rewind any tags that were fed during the
calibration procedure (refer to step 2 and 3).
14. Close the Printhead Assembly and rotate the Printhead-Open Lever clockwise to the
CLOSED position (refer to step 10). The printer is in the READY state.
15. Press the PAUSE (4) button on the Control Panel to return
to the normal printer operation. The printer feeds a few
tags.
16. Close the printer cover. Ensure that the POWER light is
the only one illuminated on the Control Panel.
17. Proceed to “Calibration Proof Test”.
Department of Microbiology
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Policy # QPUMI03001
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Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
B. Calibrating RFID Printer due to Issues
Each time the RFID printer has a jam, is rebooted or has issues such as not printing properly or is
printing more than usual number of VOID tags, it may require a different calibration method.
The assistance of an IMS Super User should be used for the following procedure.
1. Press SETUP/EXIT (1) on the Control
Panel to enter the Configuration Menu.
2. Navigate to the RFID TAG CALIB
menu option by pressing the
NEXT/SAVE (2) or PREVIOUS
buttons on the Control Panel to cycle
through the menu.
3. Press + (3) to run the RFID calibration.
4. When prompted for a password, enter
the calibration password 1234 by
pressing + to cycle through digit values
and - to move to the next digit position
of the password.
5. Select NEXT/SAVE (2) on the Control Panel. The RFID TAG CALIB menu option
displays.
6. Remove one RFID tag from the liner of the media directly in front of the Printerhead
Assembly. Allow about 1.25in (32mm) of the media to extend out in front of the printer to
allow for back feeding during the RFID Calibration procedure.
7. Press + (3) to run the RFID calibration.
8. The printer starts to perform the RFID calibration by slowly backing the media under the
Printhead Assembly. Once complete, the printer feeds a few blank tags.
9. Press SETUP/EXIT to bring up the SAVE CHANGES menu options.
10. Press NEXT/SAVE to save the changes as PERMANENT. The printer’s display should
indicate PRINTER READY.
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Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
11. Printer is calibrated. Open Printhead Assembly, roll back any blank tags that were fed during
calibration to ensure no wastage.
12. Proceed to “Calibration Proof Test”.
C. Calibrating RFID Printer Manually due to Error
If the labels are not calibrating properly after power up or after head close, a full manual media
and ribbon calibration maybe necessary to calibrate the printer to the labels.
Use this procedure to adjust sensitivity of media and ribbon sensors.
Use this procedure if printer runs into error mode and would not calibrate regularly
IMPORTANT: Follow this procedure exactly as presented. All of the steps must be performed
even if only one of the sensors requires adjustment. You may press MINUS (-) at any step in
this procedure to cancel the process.
1. From the Front Panel LCD of the printer press Setup/Exit and scroll until you see:
Media and Ribbon
Calibrate +
2. Press PLUS (+) to start the calibration procedure.
The LOAD BACKING prompt displays.
3. Open the printhead.
4. Remove approximately 8 in. (203 mm) of labels from the backing, and pull the media into
the printer so that only the backing is between the media sensors.
5. Note: If you are using Black Mark Media load media assuring the Black Mark is not over
the Reflective Sensor.
6. Leave the printhead open.
7. Press PLUS (+) to continue.
The REMOVE RIBBON prompt displays.
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Policy # QPUMI03001
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Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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8. Remove the ribbon (if used).
9. Close the printhead.
10. Press PLUS (+) to continue.
The message CALIBRATING PLEASE WAIT displays. The printer adjusts the scale (gain) of
the signals that it receives from the media and ribbon sensors based on the specific media and
ribbon combination being used. On the sensor profile, this essentially corresponds to moving the
peak of the graph up or down to optimize the readings for your application.
When calibration is complete, RELOAD ALL displays.
11. Open the printhead and pull the media forward until a label is positioned under the media
sensor.
12. Reload the ribbon (if used).
13. Close the printhead.
14. Press PLUS (+) to continue.
The printer performs an auto-calibration. During this process, the printer checks the readings for
the media and ribbon based on the new scale established, determines the label length, and
determines the print mode. To see the new readings on the new scale, print a sensor profile.
15. Proceed to “Calibration Proof Test” .
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Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
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Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
D. Calibration Proof Test
This procedure ensures that the RFID printer was calibrated properly, and confirms that the
RFID serial number of the printed label/tag matches with its shown Barcode serial number.
***It MUST be performed post ANY RFID Printer calibrations!
1. Using the IMS handheld device, from Main Menu select “Consume Product”.
2. Change “Mode” to RFID and “RFID Power” to Very Low and Save.
3. Press “Start”. Select any Purpose (Doesn’t matter, we are only testing. DO NOT
COMPLETE consumption action!)
4. Print ONE tag of any item from AlinIQ IMS.
5. Take this printed tag to a relatively secluded location, away from all other inventory RFID
tags). Scan this tag using the handheld at Very Low RFID mode.
6. The handheld should beep once and show one item was picked up with its serial number.
Ensure this serial number MATCHES with the serial number that’s shown on the actual
printed tag.
7. If serial numbers match CPT Passed! Printer is OK to use.
If serial numbers DON’T match CPT Failed! Recalibrate RFID Printer as per Section
B Repeat CPT until passes.
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 64 of
67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
document (titled as above) on the server prior to use.
Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Head Open Error
i. Check Upper/Lower sensor alignment
ii. Check for loose wires on lower sensor board
iii. Remove cover
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 65 of
67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
document (titled as above) on the server prior to use.
Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
iv. Verify Head sensor is triggered by activation arm
v. Ensure connectors are properly seated.
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 66 of
67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
document (titled as above) on the server prior to use.
Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
Record of Edited Revisions
Manual Section Name: Purchasing and Inventory
Page Number / Item Date of Revision Signature of
Approval Changed section titles, order of sections
Updated Physical Inventory Procedure
Added change location checks for items in different
location after Physical Inventory
Updated Order Request Print formats
Updated RFID Label Printer Calibration Procedures
Added RFID Proof Test after printer calibration
Added How to run and print inventory reports
Added Inventory Receiving Process (Flowchart)
April 18, 2018 Dr. T. Mazzulli
Removed images from Table of Contents September 13, 2018 Dr. T. Mazzulli
Department of Microbiology
Quality Manual
Policy # QPUMI03001
Page 67 of
67
Version: 1.1 CURRENT
Section: Purchasing and Inventory Subject Title: Inventory Management System User
Manual
UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the
document (titled as above) on the server prior to use.
Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\
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