Define your individual structure.

The MedITEX IVF settings are of utmost importance. They allow you to adapt the program to your center's specific conditions and circumstances.

This includes adding or editing existing drugs, manage materials and interfaces to accounting and laboratory programs, definition of incubators, and also organize the cryo storage. The definition of QM/free fields and the content of selected system tables are also managed in the settings.

It is crucial to define the settings fully and correctly before using MedITEX IVF.  

Clinic

To edit the Settings of Clinic, click on the menu item System -> Configuration / administration -> Settings -> Clinic.

Tab Clinic.

• Here you can enter the contact details about your clinic and see your clinic ID.

• Enter and edit the alias of your clinic, as well as the names of the main clinician and other data.

• If there are several clinics, you can switch with the "location" button between them.

• The disabled areas are filled by MedITEX. If you wish to change, please contact us.

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System

To edit the Settings of System click on the menu item System -> Configuration / administration-> Settings -> System -> General.

General

Tab System.

• System paths: here you can define which file paths are used for the interfaces of accounting and laboratory programs, as well as the location where the program manages file storage and digital documents. In order to change file paths, click the directory symbol on the right side of the respective row. A dialog window will open and you can change the file path accordingly.

• Update table generators: with this button, you can update your table generators. to use this function, please make sure that no one is using the program and all users are logged off the system.

• Warnings: you can set the relevant warnings for your clinic (for example “Basis list”). Warnings defined by German IVF Registry (DIR) are relevant only for clinics based in Germany.

  In the area "Warnings" you can individually choose the field catalogues that are relevant to your centre. MedITEX IVF can then selectively indicate erroneous entries or missing information with red warnings.

  As MedITEX IVF checks data in real time, warnings are immediately shown when switching to another input mask. Deselecting the box “Show warnings immediately” can disable this option.

• Only change the warning settings if you are absolutely sure what you are doing.  Otherwise, incorrect entries may go unnoticed.

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Functions

General

To edit the Settings of General functions click on the menu item System -> Configuration / administration -> Settings -> System -> Functions -> General.

Tab Functions - General.

 

	Generate patient ID automatically It is possible to generate a Patient ID automatically when creating a new patient. Check this option if you want to use this function and choose a rule from the list.
	Automatic anonymous IDs These rules are only important if you have checked the box Anonymous donors at the donation settings. If active, here you can choose a creation rule. This ID will be shown instead of the name of the patient. You can edit the number in the Demographics at the field "Anonym ID".
	Logging of data changes Number of displayed change logs. The maximum is 25. Enter 0 if you want to keep all changes.
	Screenshot functionality / notebook Check this option to view a screenshot icon in the window header frame. Activate keyboard functionality (ALT + Print) for taking screenshots.
	Barcode / RFID Here you can activate the automatic login if you are using an RFID or barcode. Add the printer that you are using for printing barcodes. Furthermore, you can choose a label template. Set the desired width and height for patient photos and clinic logo.
	Mediaplayer settings Select the desired setting for the quality of voice recordings. You can record them in the QM fields.

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Automatic ID generation

 

Automatic ID generation.

 

Report editor

This section describes the settings for the Report editor.

Click here if you want to get more information about queries.

 

To edit the Settings of the Report editor click on the menu item System -> Configuration / administration -> Settings -> System -> Functions -> Report editor.

Tab Functions - Report editor.

Letter templates: here you can define the properties of your logo for letter templates.

• Locations: if your centre operates at multiple places, you can create custom templates for each location. Move with the arrow keys between the individual centres.

• Graphic requirements for additional placeholders: define the size of embryos/ultrasound pictures used in your letters and how many pictures can be shown in one row. This will make sure you will always have an identical and clear typeface.

• WOMOD settings: create/edit the template of letters.

• Administrate letters: This button takes you to the configuration of the letters.

Click here if you want to get more information about the buttom Administrate letters.

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Semen analysis

To edit the Settings of Semen analysis click on the menu item System -> Configuration / administration -> Settings -> System -> Functions -> Semen analysis.

Tab Functions - Semen analysis.

• Use WHO guide [A+B]: Determines if your clinic is documenting three instead of four motility parameters - progressive motile (PR), locally motile (NP) and immotile (IM), according to current WHO instructions for semen analysis (parameters A and B together as PR, C and D separated as NP and IM).

• Info for MedITEX customers in Germany: if you check this box, the values A (fast) and B (slow prog. motile) will be automatically calculated and submitted to DIR in the following way:
  A = 1/3 of AB
  B = 2/3 of AB
  This rule is according to the agreement with DIR, because DIR is still collecting all four parameters separately.

• Semen analysis quality assessment: activates and deactivates quality assessment and add your data.

• Add the names of your workplaces, examinations, examination methods and units. You need it for the calculation and validation in the semen analysis.
• Choose your counting unit and adapt the dilution factor and the portion factor, if it is necessary.

• Go to the system tables for adding or editing a workplace/unit. Subsequently, the newly added workplace/unit can be directly chosen from the list.

• Minimum of storage period: days for the quarantine period for cryopreserved sperm. Donor sperm, in which a laboratory value of HEP B, HEP C, TPHA and HIV is positive, or those that have not yet reached the quarantine period cannot be thawed or used.

 

Click here for more information about the documentation of semen analysis.

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Cycle

To edit the Settings of Cycles click on the menu item System -> Configuration / administration -> Settings -> System -> Functions -> Cycle.

Tab Functions - Cycle.

• Culture: activates the automatic calculation of score and score average in the Graphical representation of culture for a cycle.

• Pregnancy: gestational weeks throughout the program will be calculated based on this setting. You can choose between 40 or 38 weeks.

• Transfer: the maximum number of embryos per transfer. Observe the legal requirements of your country.

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Medication

 

Medication Prescriptions.

 

 

Cryo contracts and accounting

To edit the Settings of Cryo contracts and accounting click on the menu item System -> Configuration / administration -> Settings -> System -> Functions -> Cryo contracts and accounting.

Tab Functions - Cryo contracts and accounting --> Activate cryo contracts and accounting.

• Activate cryo contracts and accounting: by default, this option is checked. It enables the creation of cryo contracts and invoices for a patient. If this option is unchecked, all contract and invoice functionalities will be disabled throughout the program.

Tab Functions - Cryo contracts and accounting --> Invoice settings.

 

Area cryo contracts.

• Automatically create contract number: if this option is checked, it will apply a predefined rule to generate a number once every cryo contract is created in the demographics.

• Contract types: a list with all types of contracts that can be issued. With the "Plus" button, you can add a new type of contract. Do this by specifying the name, frequency and amount in the new window. Here, you can also set whether a contract is used as a Standard (template for every contract) or Active (visible templates for choosing in the cryo mask). To edit an existing contract, double-click the desired row. Deleting a contract is only possible if it is not being used.

• Edit contract template: opens MS Word to enable creation and editing of templates used for cryo contracts. Only change the content of these templates and never the grey colour placeholders. The program requires them for the correct transferring of data.

 

Area invoices.

Automatically create invoice number: If this option is checked, it will apply a predefined rule to generate a number once every invoice is created.

Actions and document templates:

• Invoice: the first invoice created.
  • Dunning level 1: first document emitted if payment for the invoice has not been done.
  • Dunning level 2: second document emitted if payment for the invoice has not been done.
  • Dunning level 3: third and final document emitted if payment for the invoice has not been done.
  • Description: describes the content of the document. This information appears when navigating through Administration of documents for a patient.
  • Action: describes what action is taken when creating the document. This information appears when navigating through Outstanding invoices and on individual invoices for a patient.
  • Word templates: option to create and edit template of documents. A few options are available when clicking the Edit button: Create new document prompts for a Template name and opens MSWord so it is possible to create a brand new document. To edit, delete or rename an existing template, select the desired template and choose one of the options.

• Automatically create invoice title: sets the name for the created invoice according to the information provided by this setting. If this option is unchecked, when creating a new invoice, no name will be automatically created, although it will still be possible to click on the auto generate button or enter the desired name. If (from month / year – until month / year) is checked, it also includes month and year to the name.

• Standard format for invoice: choose a default format for your invoices.

• Reaction period: the amount of days the patient has to pay an invoice.

	Click here to read more about the settings of the Cryo storage.
	Click here to read more about Cryo storage.
	Click here to read more about Cryo contracts and accounting.
	Click here to read our How to page.

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Donation / surrogate motherhood

To edit the Settings of Donation / surrogate motherhood click on the menu item System -> Configuration / administration -> Settings -> System -> Functions -> Donation / surrogate motherhood.

Tab Functions - Donation and surrogate motherhood.

 

	Donor: If this box is checked you can only see an anonymous ID when viewing donations. Furthermore, you can specify how long the rest period for donors and how many oocytes can be donated at one intervention.
	Contact letter: Create / customize template: create or edit the template for your contact letter. Edit SQL: if you have permission, you can press this button to edit the SQL.

 

Blood groups ranking for donor reservations: activates the blood group ranking for donor reservations. If you link a donor, you can see how good the compatibility of the blood groups is.   Define blood group compatibility. With this button, you can choose the compatibilities of blood groups. The following window will be opened:

Weight of compatibility: choose the weight of the compatibility with colours. The description of the colours is explained at the top of this window. Click on the fields in the table and choose the appropriate colour.
	Initialise: with this button you can initialise the table settings. Without settings makes the whole table empty. With settings makes the main diagonal green. Set all combinations with will fill the whole table with your chosen colour and Standard will fill the table with good compatibility.
	Mirror modifications automatically mirrors modifications to automatically reflect the set points on the diagonal of the table.

Click here to go directly to the search for donor page, where you can use this feature.

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Web portal

To edit the Settings of Web portal click on the menu item System -> Configuration / administration -> Settings -> System -> Functions -> Web portal.

 

This portion of the configuration corresponds to the email services provided by the portal. Host: host name of the web client. Port: number of the port defined in the web client. Username: login for connection to the webclient. Password: password for connection to the webclient. Email address: address that will be displayed when receiving an email from the portal. Name of sender: name that will be displayed when receiving an email from the portal.

 

In this section of the configuration: Web portal sections: define the visibility of sections in the web portal to the user. Field administration: define the fields that can be edited by the patient in the specific web portal section.

 

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Digital Signature

To edit the System settings of the Digital Signature, click on the Digital signature tab sheet under System -> Configuration / administration -> Settings -> Functions.

1. Certificate settings:

Two options are available to set up a certificate:

a. Reading a certificate from smart card:

When a smart card is plugged in, MediTEX reads its certificate and offers to sign it.

The Show only certificates which are suitable for digital signing option filters unsuitable certificates. E.g.: a server authentication certificate will not be offered. It is recommended to check this option.

b. Creating a certificate within personal settings:

In order to use this option, the settings for Clinic certificate must be filled with the paths of the clinic certificate and the certificate key files (both should be saved on the server). You can see how long the certificate is valid.

The clinic certificate is needed as a root certificate for every user certificate: Every user must create his own certificate with a password under Personal settings. The user’s certificate needs to have a root certificate. This is needed to authenticate the user as a staff of the clinic. The user certificate is valid as long as the clinic certificate is.

 

2. Signing process settings:

 a. Signature default type:

There are two different types of digital signatures:

- PDF (PAdES): it is the usual digital signature. The signed file will be saved as PDF.

- P7M (CAdES): it is another kind of digital signature. The signed file will be saved as P7M. An additional software is needed to open P7M files.

This setting will be displayed as default during the signing process, it can be changed at the moment of signing.

b. Unsigned files:

This setting allows the user to choose whether the unsigned files are deleted, or are kept in the patient file storage (only if they are doc(x) files).

To edit the Personal settings of the Digital Signature, click on the Signatures tab sheet under System -> Configuration / administration -> Personal settings. This step is only necessary if the option Create certificate within personal settings was selected in the Certificate settings.

 

To create a personal certificate, first click on the Create personal certificate button.

 

Secondly, insert a personal password for the certificate. Please note that the password inserted doesn't have to be the same as for MediTEX IVF, and that staff members wishing to sign a document must enter their personal password first.

 

For more information about the signing process click here.

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Presentation options

General

To edit the Settings of the overall Presentation options click on the menu item System -> Configuration / administration -> Settings -> System -> Presentation options -> General.

General presentation options.

• Window settings: here you can set whether the view of the main window (height, width, position) will be stored and should be resorted at the next login. This option saves the presentation of the program individually for each user. So different users might have slightly different interfaces.

• Cycle: settings for changing the interface of the calendar.

• Culture: under culture, you can choose the number of days at the graphical representation.

  • You can set the sorting of oocytes and embryos of the culture window. You can choose between sorting according to quality (the best first) or according to the relative oocyte ID.
  • Displays the original treatment of the thawed PNs and embryos in the graph view.

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Statistics

To edit the Settings of Statistics click on the menu item System -> Configuration / administration -> Settings -> System -> Presentation options -> Statistics.

Statistical presentation options.

In the section Statistics, you can determine how your charts will be displayed in the reports. With this setting, your reports will always be consistent.

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Colours

To edit the Settings of Colours click on the menu item System -> Configuration / administration -> Settings -> System -> Presentation options -> Colours.

You can use colours in the different sections of MedITEX IVF, for example in the section Cryo storage. 

Coloured presentation options.
	Check this option if you wish to use custom colours only.

Choose a colour:

• You can choose a colour by scrolling through the entire colour palette. If you wish to use standardized colour values, you can enter RGB values numerically. The currently selected colour will be shown in a small preview window.

• Click OK and the colour will be displayed in the list on the left side. The colour code of your operating system will be used for the description of the colour.

• To change the description, click on the text next to the colour.

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Interfaces

Only change the interface settings if you are sure what these changes will do in the program.  Otherwise there may be functionality errors or complete failure of certain functions. 

Internal

To edit the Settings of Internal interfaces click on the menu item System -> Configuration / administration -> Settings -> System -> Interfaces -> Internal.

Internal interface settings.

In order to change file paths, click the directory symbol on the right side of the respective row. A dialog window will open and you can change the file path accordingly.

External

To edit the Settings of External interfaces click on the menu item System -> Configuration / administration -> Settings -> System -> Interfaces -> External.

External interface settings.

On this page you should include the path for importing or exporting Data from different programs. In order to change file paths, click the directory button on the right side of the respective row. A dialog window will open and you can change the file path accordingly.

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SMS Account

 

SMS Account settings.

 

 

 

 

System tables

To edit the Settings of System tables click on the menu item System -> Configuration / administration -> Settings -> System -> System tables.

In the section System tables you can modify different values within the program accordingly. You can, for example, define additional measures for a cycle. These can then be shown as a selection field in the cycle.

Overview system tables.

 

	Press New entry and enter the additional measure in the new line. Subsequently, the new additional measure will be displayed. The program will order the list alphabetically.
	You can edit or delete the contents of the tables at any time. However, the predefined entries cannot be edited or deleted.

 

There is one exception:

Exception: Medical history: entry type with the possibility of a colored text.

At the table Medical history: entry type you have more functionalities, as in the others. Here you can add additionally a text colour and if the Item should be shown in the main window.

Here we are in the main window. You can see the different types of informations in their colours.

You can also go to the system tables from the medical history page:

To edit the entries of medical history click on the menu item System -> Configuration / administration -> Settings -> System -> System tables or click on the button Medical history -> New entry -> Administrate entries.   In this list you can see all existing possibilities for entries at the medical history area.

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Staff

To edit the Settings of Staff click on the menu item System -> Configuration / administration -> Settings -> Staff.

Link to MedITEX Administration for staff settings.

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Drugs

To edit the Settings of Drugs click on the menu item System -> Configuration / administration -> Settings -> Drugs.

The section Drugs contains a fixed list of the most important products used in the field of reproductive medicine.

Besides, you can also define additional long-term and pill products that are used in your medical centre.

List of drugs.

 

	New drug: add a new drug.
	Delete drug: only drugs you have added yourself can be deleted by pressing this button.

• The list of drugs contains products in the groups Gonadotropin, GnRH Analogon, hCG, Progesterone, Gestagen, Estrogen, Antiestrogen and Pill according to the current Red List^®.

• The list of drugs is provided and updated by CRITEX and cannot be changed by the user.

• If you do not wish to use this drug, uncheck the box Active or double-click on the drug to open the drug editor. There you can uncheck the box Active. Now, the drug will not be available for selection in any window of the program.

• Press the column header to sort the entries according to their names, to reverse the sorting or to filter the list. Read here how to manage lists.

Active drugs.

 

Click here to read more about adding new drugs.

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Material

To edit the Settings of Material click on the menu item System -> Configuration / administration -> Settings -> Material.

In the section Material you can enter data concerning material groups, manufacturers and products. You can also create different batches and activate them for a certain period of time.

Articles / Batches

To edit the Settings of Articles / Batches click on the menu item System -> Configuration / administration -> Settings -> Material -> Articles / Batches.

On this tab, you can add the needed materials to the list and make them available for the creation of QM fields.

Articles / Batches.

 

	Press this button on the right to add a new article/batch.
	Delete it with this button. This is only possible if articles have not been assigned to QM fields or are being used. Should this be the case, deactivate the item by unchecking the box Active. This data will then be hidden without being deleted. Articles can only be deleted if they have not yet been used.

 

Click here to read more about adding new material and articles.

Manufacturer

To edit the Settings of Manufacturer click on the menu item System -> Configuration / administration -> Settings -> Material -> Manufacturer.

You can see a list of all existing manufactures on the tab Manufacturer.

Manufacturer.

 

	Press this button on the top right to add a new manufacturer.
	Delete it with this button. This is only possible if manufactures have not been assigned to QM fields or are being used. Should this be the case, deactivate the item by unchecking the box Active. This data will then be hidden without being deleted. Manufacturers can only be deleted if they have not yet been used.

 

Click here to read more about adding new manufacturers.

Groups

To edit the Settings of Groups click on the menu item System -> Configuration / administration -> Settings -> Material -> Groups.

On this tab, you can create a new material group, for example probes. Here you can see a list of all existing groups.

Groups.

 

	Press this button on the top right to create a new group.
	Delete a group with this button. This is only possible if groups have not been assigned to QM fields or are being used. Should this be the case, deactivate the item by unchecking the box Active. This data will then be hidden without being deleted. Groups can only be deleted if they have not yet been used.

 

Click here to read more about adding new manufacturers.

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Lab

To edit the Settings of Lab click on the menu item System -> Configuration / administration -> Settings -> Lab.

List of lab values.

Explanation of the columns:

• Area: type of the lab value like: Hormones, Serology, Clinical chemistry, Genetics or Microbiology.
• Group: defines the groups of laboratory values as: Blood count, Coagulation, Genotype, Family history, etc.
  
• Param. short name: abbreviation of the parameter name.
• Parameter name: full name of the parameter.
• Unit: value specified unit. This can be customized in the laboratory parameter editor.
• Reference unit: through the button Restore reference units all changed parameters units are adjusted to the value of the reference units.
• Show in main window: if this box is checked, the laboratory value is displayed in the Lab test in the main window.
• Show in cycle overview: if this box is checked, the laboratory value is displayed in the Cycle overview.
• Use for multiple entry in female lab: when activating this field, the parameter appears in the list of female multiple entry.
• Use for multiple entry in male lab: when activating this field, the parameter appears in the list of male multiple entry.
• Finding validity period: decide here on the findings validity of the selected parameters.

Lab order templates.

 

 

	Press this button on the top right to add a new laboratory value.
	Delete an existing laboratory value with this button.
	Through this button all changed parameters units are adjusted to the value of the reference units.

 

Click here to read more about adding laboratory parameters.

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Cryo storage

To edit the Settings of Cryo storage click on the menu item System -> Configuration / administration -> Settings -> Cryo storage.

In the section Cryo storage you can manage all cryo canisters and their storage system. You can define up to three hierarchic storage levels per canister. Their filling level can be checked in the freezing section to determine free space.

Cryo storage dimensioning.

 

	Freeze with cryo storage: You can choose which type you will freeze in your cryostorage: samples of women, samples of men, or both. This information is important because it is displayed in the Cryo storage Overview.
	Here you can switch between your different cryo storage locations, if you have more then one.
	Modify the location of the selected container.
	Press this button to add a new unit. For more information about adding a new unit, read here.
	Select the unit you wish to delete and click this button.
	Enter here the maximum number of frozen straws in the last level. It helps you for searching an empty place, if you are freeze a new straw in the freezing section.

 

Storage dimensioning:

• When a new unit is created, the following fields have to be filled:
  • Description
  • Type
  • Storage levels

• Type: you can also determine whether oocytes and embryos ("Ooc./emb.") or sperms (“Sperm”) will be stored in a given unit.

• It is possible to modify the name of the allocation units. Select an existing unit by clicking on it in the column Allocation unit and edit Description, Type and Storage levels accordingly.

Click here to learn how to add a new canister to the Cryo storage.

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Incubator

To edit the Settings of Incubator click on the menu item System -> Configuration / administration -> Settings -> Incubator -> Incubator.

Incubator settings.

Incubator administration:

• Active: here you can see whether the incubator is set to Active.
• Manufacturer: registered Manufacturer of the incubator.
• Model: model/type of the incubator.
• Location of incubator: the place where the incubator is used.
• Description: special or specific notes about the incubator.
• Incubator no: enter a number to each incubator in order to distinguish them.

 

Incubator documents:

You can see the documents of a selected incubator.

• Date: creation date of the document.
• Description: short description with important information.
• Filename: name of the stored protocol.
• Protocol: stored notes.
  

Get more information about the adding and editing an incubator, .

Click here to read more about adding incubators.

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Free / QM fields

To edit the Settings of Free / QM fields click on the menu item System -> Configuration / administration -> Settings -> Free / QM fields.

• Here you can configure all QM and free fields. QM stands for Quality Management and gives you an option to document all the extra information relevant to you with the help of QM fields.

• Staff, material, times and further free fields can be assigned to any QM field – and therefore every associated input area - in the settings.

Settings of free / QM fields.

 

Buttons with a blue dotted frame have special functionalities. Click on it to have more information.

	This button is placed at the QM assignment selection. It allows you to define or add new sub items.
	This button is placed at the QM assignment selection. You can delete articles from this area.
	Use this buttons between QM domain assignment and QM assignment selection to assign a selected entry (right) to a QM field (left) or delete an entry from the QM domain assignment (left).
	Configuration: add or edit members of staff, material or values.
Three QM types:
	Staff: type of personnel.
	Material: materials and batch numbers.
	Free fields: any additional information.

 

 

	QM fields: A list of all QM fields in MedITEX IVF. The number and description of QM fields cannot be changed by the user. In the example, the field Follicle aspiration is selected.
	Items assigned to the selected QM field: In this column, you can see all items assigned to the selected QM field (Follicle aspiration). Entries are separated in the three types, which are represented by symbols.
	Pool of all available items: This column displays all positions that have already been defined for all QM domains (QM fields). They represent a range of items that can be assigned according to the user needs.

Press the column header to sort the items by their names, type or description.

There are several options available to edit the items assigned to a QM field. Read more about it on our How to section.

Tips for managing QM fields: Access to settings and the possibility to modify the program should only be given to the MedITEX Administrator/Representative. Try to avoid the frequent adding and removing of items in the column QM assignment selection.  Instead, try to create a logical system in which existing items can be modified in the column QM assignment selection (for example, modifying of material and staff). Update the QM settings regularly. Deleting items in the column QM assignment selection can be risky. Try to avoid this and instead only remove assigned items from the column QM domain assignment (right arrow between columns). You do not have to define times in the settings. After pressing the QM fields in the program, you can determine a start and end time. You do not have to define comments in the settings. After pressing the QM fields in the program, you can add a comment to all items. Not matter if staff, material or free field, you can add staff and a list of values to any item. Combine materials and staff in one entry.

 

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