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.

• 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

• 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.

 

	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.
	Show extern documents With this function you can display external documents in the finding mask.
	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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Report editor

This section describes the settings for the Report editor. If you want to get more information about queries, click here.

To edit the Settings of the Report editor click on the menu item System -> Configuration / administration -> Settings -> System -> 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 to get more information.

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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.

• Use WHO guide [A+B]: German users cannot activate this field. Because the German IVF register demands both values separately.

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

• Go to the system tables for adding or editing a workplace. Subsequently, the newly added workplace 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.

• 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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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.

• 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.

 

 

• 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.

 

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 for the settings of the cryo storage. More information about using cryo contracts and cryo storage you get on the page MedITEX IVF manual.

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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.

 

	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.

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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.

• 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.

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. 

	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.

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.

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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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.

 

	Press New entry and enter the additional measure.
	Confirm your entry by pressing OK. The new additional measures will then be displayed in the window on the right.
	You can edit or delete the contents of the tables at any time. However, the predefined entries cannot be edited or deleted.

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Staff

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

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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.

 

	New drug: add a new drug. Read more about adding new drugs, here.
	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.

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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.

 

	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.

Get more information about the usability, here.

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.

 

	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.

Get more information about the usability, here.

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.

 

	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.

Get more information about the usability, here.

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Lab

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

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.

	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.

Get more information about the adding and editing a laboratory parameter, here.

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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.

 

	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.
	Freeze with cryo storage: You can choose which type you will freeze in your cryostorage: female, male or both.

 

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 (“Andro”) will be stored in a 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.

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Incubator

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

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, here.

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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.

 

Some buttons 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 a number of 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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