Thistle User Guide · Monday thru Friday – 8:00am to 5:00pm EST EMAIL [email protected]...

American

Proficiency

Institute

Thistle G uide

Innovative Solutions.

Technical Excellence.

CONTACT US

HOURS

Monday thru Friday – 8:00am to 5:00pm EST

EMAIL

[email protected]

[email protected]

[email protected]

[email protected]

PHONE

Toll Free: 800-333-0958

International: +1-231-941-5887

FAX

+1-855-900-6119

REMITTANCE ADDRESS

American Proficiency Institute Department 9526

PO Box 30516 Lansing, MI 48909-8016

ADDRESS

American Proficiency Institute 1159 Business Park Drive Traverse City, MI 49686

Table of Contents

Paperless Proficiency Testing Instructions 4-29 Entering Results 4-9 Managing Sub-Users 10-16

Creating Sub-Users 10-14 Editing Sub-Users 14 Deleting Sub-Users 15-16

Viewing Evaluation Reports 17-22 Viewing Grading Criteria 20 Viewing Statistics 21 Corrective Action 22

DataDashboard 23-29 Continuing Education Instructions 30-34

800-333-0958 (toll free) +1-231-941-5887 (international) www.api-pt.com 4 |

Paperless Proficiency Testing Entering Results Online

1) Log in to Paperless Proficiency Testing.

a. When you open your browser window, type the web address into the address bar [www.api-pt.com]. A link, bookmark, or search engine may not load the most recent version of the website.

b. Once on the API homepage, click the “Login” button in the teal section, directly underneath “Paperless Proficiency Testing.”

c. Enter your User ID in the designated field. When entering the password, turn the Caps Lock button off and use the Shift key for any capital letters.

d. If you need to reset your password, click “Lost your password?” and follow the instructions on the screen.

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2) Once you are logged in, move the cursor over “Enter Results” in the teal section, located on the left-hand side of the screen.

3) Click on “Current Events.”

4) Click on the current event (i.e. “Hematology – 1st Event (Kit 1)”).

a. Current events are events that have kits shipping out that day or kits that have already shipped.

b. Upcoming events are events that will be shipping out within the next two weeks. Early method entry is available by clicking the icon to the right of the event name.

c. If you need to print copies of worksheets and/or instructions, click on “Instructions & Worksheets” in the “View” column and select the desired option.

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5) On the “Enter or Review Test Results” page, you should see a list of the tests that your facility is enrolled in for the current event, as well as the corresponding sample IDs for each test.

6) Click on the test name (i.e. “Hematology – 5S”).

New Test Enrollment: If your facility does not have a history of reporting for this test, you will see a list of all available analytes, with no method identified. If you enter results for an analyte, you must select a method or the system will not allow you to transmit results to API.

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Continued Test Enrollment: If your facility has a history of reporting for this test, you will see a list of the analytes that your facility reported during the previous test event. Beneath each analyte, the last reported method will also be listed.

a. Any additional, reportable, analytes can be selected from the “Additional Analytes” section at the bottom of the screen.

7) Input your results.

a. Depending on the nature of the test, you may need to enter numerical values, select a result from a drop-down menu, or click-to-highlight an option from a list.

8) Once you are finished entering your results, click “Save Results” at the bottom of the screen.

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9) When you have finished entering results for a test, a will appear to the left of the test name. If you have not selected a test method for all analytes where results have been entered or, if you have not entered all expected results, an will appear to the left of the test name.

a. There may be situations where a test name will not have a or an after you have entered results. For example, if a facility is enrolled in the 277-Cell Count and Body Fluid Crystals program and only performs a manual cell count, the “Manual Cell Count” test name will have a but it will remain blank next to the Body Fluid Crystal test name.

In cases like this one, you will be able to submit without the green check mark. Please be sure that your lab does not perform the test before you submit. If you have questions about this type of situation, please contact API Customer Service.

10) Once you have entered all results for the event (and verified that they have been transcribed correctly), click “Results Complete, Go to Next Step,” located beneath the Samples section.

11) On the “Attestation Statement” page, you have the ability to enter and/or update the “Lab Director (or Designee),” as well as the “Person or persons performing the test.”

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12) When everything is complete, click “Transmit to API.”

a. After you transmit your results to API, you have two hours during which you are able to unsubmit the results and make corrections. After that two hour window, you will need to contact API Customer Service to discuss whether or not a correction can be made. The two hour window is only in effect if it is still prior to the deadline time on the due date.

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Paperless Proficiency Testing Sub-User Accounts

Because there can only be one primary accountholder, API offers the Sub-User Account feature, which allows you to create sub-accounts with special permissions for other lab personnel. There are two types of Sub-User Accounts that can be created: a Sub-User with Supervisory Rights and a non-supervisory Sub-User.

Sub‐Users with Supervisory Rights have the ability to review and submit results for all sample sets. They will receive the same reminder emails as the primary accountholder, excluding tracking number emails. They will receive due date reminders if that option is selected during account creation. They are also able to create other Sub-User accounts, as well as delete and edit non-supervisory Sub‐User accounts.

Non-Supervisory Sub‐Users are only able to enter and save results for sample sets that have been assigned to them by the primary accountholder or a Sub-User with Supervisory Rights. Once a Non-Supervisory Sub-User enters and saves results, they are considered “locked” and can only be unlocked by the primary user or a Sub-User with Supervisory Rights. They will receive limited email notifications regarding the account and will only receive due date reminders if that option was selected during the account set‐up. They cannot edit their own accounts or any other Sub‐User accounts. Non-Supervisory Sub-Users cannot submit any results, even if the test is assigned to them.

Creating a Sub-User with Supervisory Rights:


a. See login tips on page 133.

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2) Once you are logged in, move the cursor to “My Account” in the teal section, located on the left-hand side of the screen.

3) Click on “Manage Sub-Users.”

4) On the “My Account – Manage Sub-Users” page, click on “click to Add User.”

5) On the “Account Settings – Advanced Options – Add User” page:

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a. Enter the name of the new Sub-User in the “Name” field.

b. Enter the Sub-User’s email address in the “Email field.

c. Under “Options,” check the box next to “Check to allow this person to review all results and to submit results to API (‘Supervisory Rights’).”

i. Please note: The list of tests in the “Sample Sets Available to Assign” section will become disabled and analytes cannot be selected because a Sub-User with Supervisory Rights has access to all tests.

d. Under “Options,” check the box next to “Check if this person should receive due date reminder emails,” if desired.

6) When all information is complete, click “Save and email password link to new user.”

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7) The new sub-user will receive an email with his/her newly created User ID and a link to set up a password. They will be able to log in to the API website immediately after the account has been created and the password has been set up.

Creating a Non-Supervisory Sub-User:

Follow Steps 1-4 from “Creating a Supervisory Sub-User.”

5) On the “Account Settings – Advanced Options – Add User” page:

a. Enter the name of the new Sub-User in the “Name” field.

b. Enter the Sub-User’s email address in the “Email field.

c. Do not check the box under “Options” next to “Check to allow this person to review all results and to submit results to API (‘Supervisory Rights’).

d. Under “Options,” check the box next to “Check if this person should receive due date reminder emails,” if desired.

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6) Under “Sample Sets Available to Assign,” select the tests that should be assigned to this sub-user. To select more than one sample set at a time, hold the CTRL button down while clicking on the name of the test.

a. Please note: You may assign the same sample set to multiple users. To do this, check the box next to “Show All” under “Sample Sets Available to Assign.” Once that has been done, you will see the entire list of sample sets ordered for your facility and you may assign them as you usually would.

7) Once the tests are selected, click the arrow button that points toward the “Sample Sets Assigned to This Person” section on the right-hand side. The selected tests should move to the “Sample Sets Assigned to This Person” section.

8) When the selected tests show in the “Sample Sets Assigned to This Person” section and all other information is complete, click “Save and email password link to new user.”

9) The new sub-user will receive an email with his/her newly created User ID and a link to create his/her password. They will be able to log in to the API website immediately after the account has been created.

10) Once a Non-Supervisory Sub-User enters results and saves them, only the primary accountholder or a Sub-User with Supervisory Rights can “unlock” the results for editing by double-clicking on the padlock next to the locked sample set.

Editing a Sub-User:

Only the primary user on an account may edit a sub-user account. A supervisory sub-user can create another sub-user account but cannot edit or delete any type of sub-user account.

Follow Steps 1-3 from “Creating a Supervisory Sub-User.”

4) Locate the Sub-User account that you wish to edit and the click “Edit” button, located at the right end of the row.

5) On the “Account Settings – Advanced Options – Edit User” page, all of the current information for the selected sub-user will appear.

6) Make the necessary changes.

7) Click “Save” at the bottom of the page.

a. Please note: If you are changing the email address for an existing Sub-User, an email with the User ID and a link to reset the password will not be sent. If you need to have the password reset, click the “Login” button underneath “Paperless Proficiency Testing,” then click “Lost your password?” Enter the User ID and the new email address and click “Send Reset Instructions.”


Deleting a Sub-User:

Repeat Steps 1-3 from “Creating a Supervisory Sub-User.”

4) Locate the Sub-User account that you wish to delete and click the “Edit” button, located on the right side of the row.

5) On the “Account Settings – Advanced Options – Edit User” page, all of the current information for the selected sub-user will appear.

6) Click the “Delete User” button, located to the right of the displayed User ID.

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7) Click “Confirm Delete” at the bottom of the page.

8) On the “My Account – Manage Sub-Users” page, you should see that the sub-user is no longer listed.

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Paperless Proficiency Testing Viewing Evaluation Reports

1) Log in to Paperless Proficiency Testing

2) Once you are logged in, select “Evaluation Reports” in the teal section, on the left-hand side of the screen.

3) Each Evaluation Report consists of four components:

a. Cover Page: This is the cover sheet for your proficiency testing evaluation. It contains information about the laboratory, including the shipping contact information, the API#, CLIA#, which agencies and/or managers receive report copies, shipping reminders, and a section for Performance Review and Corrective Action. This can be accessed by downloading a PDF of the full evaluation.

b. Performance Summary: This is a summary of your proficiency testing performance for the last three test events. It is divided into sections according to specialty/sub-specialty. The scores for individual analytes are expressed as a percentage (ratio of acceptable responses to the number of samples tested).

c. Comparative Evaluation: This report shows the analyte tested, test method used, samples tested (Sample IDs), reported result, expected result, mean, Standard Deviation (SD), Standard Deviation Interval (SDI), and Performance.

d. Participant Data Summary (PDS): This is a summary of all of the proficiency testing data for the given event. It contains drop-down menus that allow you to select a specific analyte, peer group, and sample number, for which you can then view statistical information including the number of labs reporting, the mean, the Standard Deviation, the Range (for quantitative analytes) or the correct response, the reported responses, and the number of labs reporting for each response (qualitative analytes). The PDS can be accessed by clicking on “Participant Data Summaries” on the left-hand side of the screen.

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4) On the “Evaluation Reports” page, there are a few options for how to view and print your Evaluation Reports.

To View or Print a PDF - Full Evaluation:

a. Locate the year, program, and event number you wish to view.

b. Under the “Full Eval” column, click on the PDF icon for the selected event.

c. Follow the prompts generated by your Internet Browser (i.e. Explorer, Chrome, Firefox) to open the PDF.

d. View or print, as desired.

To View or Print Performance Summary Only:


b. Under the “Test Event Performance” column, click “Review” or “Failures,” as shown.

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c. You may print using “Print This Screen” or “Print Report (PDF),” as desired.

To View or Print Comparative Evaluation Only:


b. Under the “Comparative Evaluation” column, click the program name, event number, and kit number you wish to view.

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c. You may print using two options: Print This Screen or Print Report (PDF), as desired.

Viewing Grading Criteria

1) On the “Evaluation Reports” page, under the “Comparative Evaluation” column, click the program name, event number, and kit number you wish to view.

2) Click “View Grading Criteria”

3) A new window will open with a complete list of the grading criteria.

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Viewing Statistics

1) On the “Evaluation Reports” page, under the “Comparative Evaluation” column, click the program name, event number, and kit number you wish to view.

2) Locate the analyte and sample number for which you wish to view statistics.

3) Click “View” in the “Statistics” column, located on the right side of the screen.

4) A new internet window will open. If desired, you may print the statistics information by clicking “Print” in the top, right-hand corner.

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Corrective Action

In the event of failures, API offers blank forms that can be used for documentation of Corrective Action. The two different forms available are listed below, followed by instructions on how to access them.

Checklist for Corrective Action: This form is designed to offer assistance to laboratories with investigating and troubleshooting proficiency testing failures.

Corrective Action Form: This form allows laboratory personnel to document the corrective action taken for each failed analyte. The form can then be printed and retained for the laboratory’s records, along with the evaluation report.


2) Once you are logged in, select “Evaluation Reports” in the teal section, on the left-hand side of the screen.

For the “Checklist for Corrective Action”:

a. On the “Evaluation Reports” page, click on “Checklist for Corrective Action.” This will allow you to open the form and view or print it, as desired.

For the Corrective Action Form:

b. On the “Evaluation Reports” page, locate the year, program, and event number for which you want a Corrective Action Form.

c. Under the “Corrective Action” column, click on the PDF icon for the selected event.

d. Follow the prompts generated by your Internet Browser (i.e. Explorer, Chrome, Firefox) to open the fillable PDF.

e. View or print, as necessary.

i. Please note: It is possible to generate a Corrective Action Form for all events, regardless of whether or not failures occurred.

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Paperless Proficiency Testing DataDashboard Information and Instructions

With DataDashboard you can quickly and easily view proficiency performance over the most recent six test events, including:

Trending data by analyte Percentage of acceptable results compared to all API labs Failure count by test event Analytes with unsatisfactory, unsuccessful, and repeat unsuccessful performance

How to Access the API DataDashboard:


2) Select “API DataDashboard” on the left-hand side of the page.

3) From the drop down menu, select the Discipline you wish to view (e.g. “Chemistry”).

a. Please note: Chemistry Core and Chemistry Miscellaneous are included in “Chemistry.” Mycobacteriology, Mycology, and Dermatophyte are included in “Microbiology.”

The Basics:

For each graph, you have the ability to “Reset” the view, click the “Help” button for more information, or “Collapse” the window.

For each performance panel, you have the ability to “Expand” the group, click the “Help” button for more information or “Collapse” the window

If you would like to customize your view, you can move the windows by clicking on the heading and dragging it to the desired area (see example on the following page).

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Help

Reset

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Help

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o Please note: If you move a graph to the right-hand side of the page, it will automatically resize.

Zoom In/Zoom Out: It is possible to zoom in and out on the graphs using the scroll wheel on your mouse or a trackpad.

Print: You may print your screen by clicking the “Print” button, located at the top right hand corner of the page.

How to Navigate the Performance Dashboard:

Once you have selected a Discipline, seven panels will appear on the screen.

On the left-hand side, there are two graphs:

1) Failure Count by Event

o This graph shows the total number of failures over the past six events, for the selected Discipline.

o If you click on a data point, it will open the Failures Summary for that test event.

o Please note: For the Chemistry and Microbiology Disciplines, you may see a bar chart when you click on a data point. This will show you the number of failures in each category (e.g. Chemistry Core and Chemistry Miscellaneous).

o If you click on the column, it will open your lab’s Failures Summary for the selected test event.


2) Acceptable % by Event

o This graph shows the percentage of your results that were acceptable over the past six events compared to the average of all API labs, for the selected Discipline.

o If you click on a data point, it will open your lab’s Comparative Evaluation.

o Please note: For the Chemistry and Microbiology Disciplines, you may see a bar chart when you click on a data point. If you click on the column, it will open your lab’s Comparative Evaluation for the selected test event.


On the right-hand side, there are five expandable sections that will show:

1) Analytes with unsatisfactory performance

o Analytes listed as Unsatisfactory have had only one test event with a score below 80% (100% for ABO Group, D (Rh) Typing, and Compatibility). If another failure for this analyte occurs in either of the next two consecutive events, this analyte will transition to the unsuccessful performance section.

o If you wish to see more information on the “unsatisfactory” analyte, you can expand the panel to view the analyte name, the reported method, and the specific event.

o If you click on the Analyte Name, it will open your Failures Summary for that test event.

2) Analytes with unsuccessful performance

o Analytes listed as Unsuccessful have had two or more test events with scores below 80% (100% for ABO Group, D (Rh) Typing, and Compatibility), in the last three events.

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Expand

Analyte Name Reported Method Specific Event


o If you wish to see more information on the “unsuccessful” analyte, you can expand the panel to view the analyte name, the reported method, and the most recent event with a failure (see example on following page).


3) Analytes with repeat unsuccessful performance

o Analytes listed as Repeat Unsuccessful have had scores below 80% (100% for ABO Group, D (Rh) Typing, and Compatibility) for two test events, twice in the last six test events.

o If you wish to see more information on the “repeat unsuccessful” analyte, you can expand the panel to view the analyte name, the reported method, and the most recent event with a failure.


Analyte Name Reported Method Most Recent Event with a Failure

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Expand

Analyte Name Reported Method Most Recent Event with a Failure

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Expand


4) SDI Performance and Trending Analysis

o The graphs represent lab performance on quantitative tests for the most recent three test events. The dots represent the SDI of results (number of Standard Deviations from the Comparison Group Mean) on each sample tested. Please note that grading for many analytes is not based on SD so these graphs do not represent grading of results. Instead they show results in relation to other labs in the peer group.

o To view the trending data, click the “Load Graphs” button.

o Once the line graphs have loaded, click on any data point to view the statistics for the peer group.

5) Export Evaluation Data

o This export feature allows you to download your evaluation data for the selected Discipline in a CSV file format.

o The Analyte Detail option exports individual result data, including mean and SDI.

When you select the Year and Event from the drop-down menus, click “Export Data” and the file will download.


o The Performance Summary option exports performance and score information.

When you select the Year, Event, Scored for CMS, and Performance that you wish to view, click “Export Data” and the file will download.


Continuing Education

Physicians, Medical Laboratory Scientists (MLS), and Medical Laboratory Technicians (MLT) can earn up to 18 free CME or CMLE credits per year through an arrangement between API and the American Society for Clinical Pathology (ASCP). Multiple credits are offered each year in Chemistry, Microbiology, Hematology, and Immunology. Credits are also occasionally offered in Blood Banking, Coagulation, Microscopy, and Laboratory Management. Each educational exercise is available for between three and four months. The number of exercises available at any one time will vary and the number of earned credits depends on individual participation.

The acceptability of the credits provided by API is up to the organization requiring you to earn continuing education credits. Please check with the organization setting your requirements to determine if these credits will be accepted.

To Enroll in a Free Continuing Education Account:

1) Log in to Paperless Proficiency Testing (like you would if you were going to enter PT results).

2) Once you are logged in, click “Enroll” in the blue section, under “Continuing Education,” on the left-hand side of the screen.

3) Complete the fields with the requested information then click “Enroll.”

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4) If the enrollment is successful, the information in the fields will disappear and you will receive a message that says, “The enrollment is complete and an email has been sent to the designated person.”

5) Additional staff members can be signed up at any time.

To Log in to a Continuing Education Account – Already Enrolled:

1) When the account is created, the User ID and a link to set up a password will be sent to the email address on the account.

a. If the user has forgotten his/her User ID and password, click on “Login” under

“Continuing Education.” Then click “Lost Your Password?” and enter the correct email address. An email with the login information will be resent.

2) Click the link and follow the instructions to set up your password.

3) Once the password has been created, click the “Login” button in the blue section, directly underneath “Continuing Education.”

4) Enter your User ID in the appropriate field. When entering the password, turn the Caps Lock button off and use the Shift key for all capital letters.

5) Once logged in, you will be prompted to enter additional information. Read the paragraph on Identifying Information and then either fill out the section with your birthdate and ASCP BOC Certification Category & Number or check the box that says “I decline to have my transcripts sent electronically to any organization.”

6) If the account is activated successfully, you will now see a button that will allow you to change your password, if you choose. Account settings can be updated at any time, when logged in, by clicking on “My Account.”

How to Earn CE Credits:

1) Log in to Continuing Education.


2) Select “Earn CE Credits” in the blue section. Available exercises will be listed under theirrespective categories.

3) Click on the name of the exercise.

a. “Step 1” provides a link to the ASCP educational commentary that is related to thequestions. The commentary is in a PDF format and should open when you follow yourbrowser’s prompts.

b. “Step 2” provides instructions to answer the multiple-choice questions shown on thescreen and an option to print the questions. Please note: If you print the questions, theanswers still need to be submitted on the website to earn credit.

4) Once you’ve answered all of the questions, click “Submit for Credit” at the bottom of thescreen.

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5) Correct answers will be highlighted in green. Incorrect answers will be highlighted in red. All answers must be correct for credit to be awarded.

6) Once all answers are correct, you will be able to continue to the next screen and you will be asked to participate in an optional survey that will allow you to provide feedback on the exercise.

7) Repeat Steps 2-6 to earn additional credits for other available exercises.

To View Credits

1) Log in to Continuing Education

2) Select “Credits Awarded” in the blue section, under the “Continuing Education” heading.

3) Click on the name of the exercise. Follow your browser’s prompts to open the certificate as a PDF.

4) Repeat Steps 2-3 for different activities to print additional certificates.

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Please note: New courses are posted around the same time that evaluations are available online (or approximately one week after another exercise’s posted expiration date). Credits are transmitted to ASCP electronically two times per month.

These instructions may not cover all of the issues and/or questions that you may encounter. If, at any time, you have a question about Continuing Education accounts, please contact API Customer Service. We will be happy to answer your questions or help walk you through any of these process!

AmericanProficiencyInstitute

800.333.0958

www.api-pt.com

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