This document outlines training procedures for a new TrakCare system at Cwm Taf University Health Board. It details the various modules that staff will be trained on, including patient entry, laboratory results, sample storage and scanning. Each module includes a list of specific tasks and skills that trainees must demonstrate to the trainer before being signed off. Once training is complete, the trainer and trainee must both sign the final page to verify that the trainee has achieved the required level of competence in using the TrakCare system according to standard operating procedures.

1. Cwm Taf University Health Board
HTD22 TrakCare Training Document v1.0
Next Review 23/05/2018
TrakCare Training Document (MLA)
CONTROL SHEET
Version number 1.1 Replaces version number 1.0
Reference number HTD22
Operative date of
this version
09/07/2016
Next review date 23/05/2018
Compiled by Shane Allen
Authorised by David Neale
Location of
master
Sharepoint
Details of modifications to this document must be authorised by a senior member of staff in Haematology
Uncontrolled copies of this document are not valid
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Section
reference
Details of change
Date change
implemented
Authorised by
All ‘Able’ changed to ‘Has been
shown’
09/07/2016 S Allen

2. Cwm Taf University Health Board
HTD21 TrakCare Training Document v1.0
Next Review Date 13/04/2016
TrakCare Training Document (MLA)
Name of Trainee:
Department:
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Area of Training Date Complete Signature
Documentation
Log On
Patient Entry
Lab Results Inquiry
Send Tests
Storage
Scanning
Reporting Module

3. Cwm Taf University Health Board
HTD21 TrakCare Training Document v1.0
Next Review Date 13/04/2016
Documentation Signed Trainee Signed Trainer
Have read, understood and signed relevant SOP’s:
BSLIMS - 1 Logging into TrakCare ………………. ……………….
BSLIMS - 2 Request Entry ………………. ……………….
BSLIMS - 3 Patient Inquiry ………………. ……………….
BSLIMS - 4 Manual Result Entry ………………. ……………….
BSLIMS - 5 Pre Analysis Validation ………………. ……………….
BSLIMS - 10 Scanning Procedures ………………. ……………….
BSLIMS - 11 Label Printing ………………. ……………….
BSLIMS - 12 Outstanding Lists ………………. ……………….
BSLIMS - 13 Sample Storage ………………. ……………….
BSLIMS - 14 TrakCare Failure Backup Procedure ………………. ……………….
BSLIMS - 15 Specimen Referral and Receipt ………………. ……………….
BSLIMS - 16 Report Printing ………………. ……………….
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4. Cwm Taf University Health Board
HTD21 TrakCare Training Document v1.0
Next Review Date 13/04/2016
Log On Signed Trainee Signed Trainer
• Has been shown how to demonstrate logging in/out of the
system ……………… ..…………….
• Has been informed about the importance of using individual
passwords ……………… ..…………….
• Has been informed about the importance of logging off
correctly ……………… ..…………….
Patient Entry Signed Trainee Signed Trainer
• Has been shown how to access Patient Entry screen ……………… ..…………….
• Has been shown how to use barcode scanner to retrieve
patient details ……………… ..…………….
• Has been shown how to use EMPI search and select correct
patient ……………… ..…………….
• Has been shown how to enter a new patient ……………… ..…………….
• Has been shown how to use barcode scanner to enter GP and
location details ……………… ..…………….
• Has been shown how to look up, search and select doctor and
location details ……………… ..…………….
• Has been shown how to search/enter coded clinical details or
free text ……………… ..…………….
• Has been shown how to enter collection/receipt details ……………… ..…………….
• Has been shown how to add ‘copy to’ reports ……………… ..…………….
• Has been shown how to add tests manually or by F4 lookup ……………… ..…………….
• Has been shown how to assign a rejection reason to a test set ……………… ..…………….
• Has been shown how to remove rejection reason from test set ……………… ..…………….
• Has been shown how to enter appropriate specimen information
when prompted ……………… ..…………….
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5. Cwm Taf University Health Board
HTD21 TrakCare Training Document v1.0
Next Review Date 13/04/2016
• Has been shown how to enter an anonymous patient ……………… ..…………….
• Informed about the difference in Update, Clear, OK and Exit ……………… ..…………….
Lab Results Inquiry Signed Trainee Signed Trainer
• Has been shown how to access Lab Results Inquiry screen ……………… ..…………….
• Has been shown how to search by Episode number, Hospital
number ……………… ..…………….
• Has been shown how to launch Patient Inquiry screen to search
by patient details ……………… ..…………….
• Has been informed of the difference between authorised and
Non-authorised results ……………… ..…………….
• Has been shown how to add on requests using Test set
maintenance ……………… ..…………….
• Has been shown the Demographic panel, interactive buttons
and various menu options ……………… ..…………….
• Has been shown how to Re-print result ……………… ..…………….
• Has been shown how to add ‘Copy to’ reports ……………… ..…………….
• Has been shown how to search results from another hospital ……………… ..…………….
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6. Cwm Taf University Health Board
HTD21 TrakCare Training Document v1.0
Next Review Date 13/04/2016
Lab Result Entry Signed Trainee Signed Trainer
• Has been shown how to access Lab Result Entry ……………… ..…………….
• Has been shown how to search for an episode/patient using the
various search functions ……………… ..…………….
• Has been shown the difference between Mandatory
/Non-mandatory fields ……………… ..…………….
• Has been shown the difference between Reportable and
non reportable fields ……………… ..…………….
• Has been shown that result entry fields can include standard
• comments, numeric, free-text. ……………… ..…………….
• Has been shown the functionality behind the various
menu options, demographic panel and interactive buttons ……………… ..…………….
• Has been shown how to re-print reports ……………… ..…………….
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7. Cwm Taf University Health Board
HTD21 TrakCare Training Document v1.0
Next Review Date 13/04/2016
Send Tests Signed Trainee Signed Trainer
• Has been shown how to access the Send Tests module ……………… ..…………….
• Has been shown how to search for samples to send and
how to filter by test sets ……………… ..…………….
• Has been shown how to create a packaging slip ……………… ..…………….
• Has been informed of the difference between send and
send later ……………… ..…………….
• Has been shown how to receipt samples ……………… ..…………….
• Has been shown how to re-print referral slips ……………… ..…………….
Storage Signed Trainee Signed Trainer
• Has been shown how to access the Storage module ……………… ..…………….
• Has been shown how to search for storage container and how
to search for sample ……………… ..…………….
• Has been shown how to store and remove sample(s) from a rack ……………… ..…………….
• Has been shown how to dispose of an entire rack of samples ……………… ..…………….
• Has been shown how to restore accidentally disposed rack ……………… ..…………….
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8. Cwm Taf University Health Board
HTD21 TrakCare Training Document v1.0
Next Review Date 13/04/2016
Scanning Signed Trainee Signed Trainer
• Has been shown how to access the scanning module ……………… ..…………….
• Has been shown how to scan request forms/referral test reports ……………… ..…………….
• Has been shown how to amend incorrect scanned barcode
numbers ……………… ..…………….
• Has been shown how to view scanned images in Scanned Image
Viewer ……………… ..…………….
• Has been shown how to print scanned images from Scanned
Image Viewer ……………… ..…………….
Reporting Module Signed Trainee Signed Trainer
• Has been shown how to access the Reporting module ……………… ..…………….
• Has been shown how to generate outstanding/results entered
unauthorised lists ……………… ..…………….
• Has been shown how to view and print slide/sample labels ……………… ..…………….
• Has been shown how to view and print outstanding work in
containers ……………… ..…………….
• Has been shown how to view and print outstanding work
sent away ……………… ..…………….
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9. Cwm Taf University Health Board
HTD21 TrakCare Training Document v1.0
Next Review Date 13/04/2016
EVIDENCE OF ACHIEVEMENT - OBSERVATION
The member of staff has successfully achieved the level of competence on one or more occasions
as required and has been observed by the trainer to work in accordance with standard operating
procedures.
Trainers Name: Shane Allen
Trainers Signature:
Trainee’s Name:
Trainee’s Signature:
Date of completion:
Uncontrolled copies of this document are not valid
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10. Cwm Taf University Health Board
HTD21 TrakCare Training Document v1.0
Next Review Date 13/04/2016
EVIDENCE OF ACHIEVEMENT - OBSERVATION
The member of staff has successfully achieved the level of competence on one or more occasions
as required and has been observed by the trainer to work in accordance with standard operating
procedures.
Trainers Name: Shane Allen
Trainers Signature:
Trainee’s Name:
Trainee’s Signature:
Date of completion:
Uncontrolled copies of this document are not valid
Page 9 of 9