scil Vet ABC Hematology Analyzer

scil animal care company 151 N. Greenleaf St. Gurnee, IL P: F: scil Vet ABC Hematology Analyzer Operations Manual For questions or troubleshooting, contact scil toll free
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scil animal care company 151 N. Greenleaf St. Gurnee, IL P: F: scil Vet ABC Hematology Analyzer Operations Manual For questions or troubleshooting, contact scil toll free at PLEASE READ FIRST Thank you and congratulations on the purchase of your scil Vet ABC hematology analyzer. With this analyzer you are bringing trusted technology to your practice and will be offering your clients the highest level of quality care. This letter is an introduction to the enclosed unpacking, installation, and operating procedures for the scil Vet ABC hematology analyzer. The first half of the manual is a user-friendly overview of the most common aspects of using your analyzer. The second half is the manufacturer s portion that provides an in-depth guide to the analyzer as well as a detailed version of the operational procedures. Because of this detail there will be occasions where you will be directed to refer to the manufacturer s sections. The first section you will find in the manual is Unpacking and Installation. This is a simple, step-by-step guide that allows the operator to start using their scil Vet ABC soon after arrival. Prior to shipment each analyzer is inspected, calibrated, and tested. These results are included for your records and can be found in the front pouch of your user manual. Also in the front pouch of the manual is a laminated Quick Reference Guide that can be used as a refresher for daily operations. On the back of that sheet are the 6 most common inquiries our technical staff receives. If during your unpacking, installation, and/or operations you need technical support, scil animal care company offers 24/7 assistance at scilvet ( ). Sincerely, scil animal care company 151 N. Greenleaf St. Gurnee, IL scilvet VET ABC QUICK REFERENCE GUIDE For detailed explanations please refer to the user s manual Start of Shift: Run STARTUP cycle Turn on analyzer and allow to warm-up for three minutes. The analyzer will automatically perform a startup. If the analyzer was in standby mode, press any key and then ENTER to begin startup cycle. NOTE: The analyzer will automatically run up to 3 startup cycles if the first 2 do not pass. After STARTUP passes: Run control Daily Quality Control Insert Blood Control Smart Card into reader, press #2 (VETERINARY). Verify this reads blood control and press ENTER. Press ID, then enter L (low), N (normal), or H (high) for the level of control being used. (Use the UP/DOWN arrows to enter letters) Press ENTER, ENTER. When sample needle appears place it into a well-mixed, room temperature control until it touches the bottom of the vial. Press the sample bar (behind needle) with your finger. Match the results to the control sheet using the proper control (low,normal,high) limits column and the ABC Vet 45 row. Change Species Insert species Smart Card, press #2 (VETERINARY). If species is correct, press ENTER. Run Sample Verify correct species (2 VETERINARY species ). Press ID, enter patient s name (use UP/DOWN arrows and press ENTER after each letter) or ID number, press ENTER. Gently invert sample 8-10 times, place sample needle completely into vial, push sample bar (behind needle) with your finger. End of Shift : Run STANDBY cycle Press STANDBY, then ENTER. The analyzer may be left on or turned off after completion of this cycle. As needed : burp pack, change pack, check remaining cycles (see user s manual) Weekly : concentrated cleaning (see user s manual) Bi-annually : calibration (see user s manual) Annually: preventative maintenance. Call scil for details. VET ABC QUICK TROUBLESHOOTING GUIDE For detailed information please refer to Troubleshooting in user s manual PROBLEM MOST COMMON CAUSES SOLUTIONS HGB Reference failure Empty pack Replace with new pack (On startup printout) Pack improperly seated Reseat pack Mixing chamber clogged Call Scil Startup failure (PLT 10) Dirty chambers Concentrated cleaning w/ 100% Clorox bleach Bad reagent pack Replace pack Controls not in range Improper handling Mix thoroughly Repeat control Concentrated cleaning Verify correct reference sheet Verify use of blood control card Poor control quality Check expiration date Use a new control Error:Bad Smart Card Dirty card Clean with alcohol Improper insertion Push card completely into reader Bad smart card Try a different card Poor cable connection Call Scil Error:No printer Printer off Turn on printer power Loose printer cable Reseat printer cable Out of paper Add paper Printer itself has an error Clear error on printer Pressure syringe motor error Occluded waste line Check for waste line kinks Burp pack Scil animal care company 24-hour technical support line scilvet ( ) scil Vet ABC Manual Table of Contents I. Vet ABC operational procedures page(s) Unpacking and Installation 1-11 Printer installation Calibration Explanation of Calibration Daily Quality Control 20 Startup and Shutdown 21 Running Patient Samples 22 Common Flags and Limits 23 Other Routine Operations a) Changing reagent packs b) Cycles remaining in pack 26 c) Reprinting results 27 d) Concentrated cleaning e) Burping the pack Smart Cards Troubleshooting the Vet-ABC Troubleshooting Abnormal Results Hematology Overview Interpreting Histograms Vet ABC Warranty Information 49 II. Manufacturer s Operational Manual Unpacking & Installation Unpacking and Installation IMPORTANT NOTE: To perform this installation you will need the following tools which are located in the accessories kit (see Step 2): 1. Silver key 2. Blue handled Allen screwdriver 3. Potentiometer trimmer (Very small flat head screwdriver size 1.4 to 2.9 mm may be used in place of trimmer) It is important to keep all of the above tools as they may be needed for future use. 1. Remove the analyzer from the shipping crate and set it on a clean, flat surface. Leave at least 8 inches of ventilation space in the back. 2. Remove the white cardboard box from the reagent pack compartment on the right side of the analyzer. This box contains parts and tools for installation and repair. 3. Place the key in the black door latch on the left side of the instrument and turn until the door opens. 1 4. Unscrew the 5 cover fixation screws. There is one below the door latch, two on the back of the instrument at the far right top and bottom and two at the top of the reagent compartment. (SEE ARROWS). Remove the three screws of the analyzer indicated in the picture to the right, and then loosen the final two noted in the picture to the far right just enough to remove the cover panel. Do not completely unscrew the two above the reagent compartment as they are easily dropped into the interior of the analyzer. 5. Lift off the cover. Look into the interior of the instrument and check that all cables connected to the green circuit board are firmly in place. Also follow the wire from the Smart Card reader (the slit in the front of the analyzer) to its attachment and ensure that it is also firmly attached. Smart Card reader attached Cables connected Cables connected Cables connected 2 6. Locate the tie wrap that is securing the carriage to the right of the analyzer. Remove this tie wrap by cutting it with scissors. DO NOT CUT THE BELT BELOW THE CARRIAGE. 7. Locate the sample probe carriage (the open silver box housing the sample probe.) Slide the carriage back and forth as it should move easily making sure to return it to its original position. 8. Check that the sample needle is not bent. To ensure that the needle can move smoothly, grasp the gold metal fastener at the top of the needle and pull down gently. The needle should slide easily up and down. Reposition the needle in its original location. Sample needle 9. The white sampling bar is located in the accessories kit. Insert the bar into its slots at a 90 degree angle. It may be necessary to slightly raise the rubber carriage belt to accomplish this step and this can be done with your finger. When the sample bar is released it should freely hang down. Rubber carriage belt 3 10. Attach the power cord to the back of the analyzer and then plug into the electrical outlet. 11. Turn the analyzer on by pressing the ON/OFF (I/O) switch on the back of the unit. 12. When first switched on the analyzer will automatically attempt a warm-up period and STARTUP cycle. You will need to abort this cycle by pressing the ESC button repeatedly once the STARTUP message appears. The instrument will ask you if you want to abort this cycle. Press ENTER to indicate YES. The MAIN MENU screen will appear upon completion of this task. 13. From the MAIN MENU, move the cursor to 4)SERVICE and press ENTER. The SERVICE menu will now be displayed. Move the cursor to 3) REAGENT PACK and press ENTER. In the REAGENT PACK menu press 1)CHANGE PACK and then press ENTER again. The display will ask if you want to CHANGE PACK? Press ENTER for Yes. At the REMOVE OLD PACK screen press any key to continue. Follow the next steps at the INSTALL NEW PACK screen. UP/DOWN ARROWS TO MOVE CURSOR 4 14. On the Reagent Pack are three red plugs protecting the reagent ports (bottom of pack) and one plug protecting the waste port (top of pack). Remove and discard these plugs. 15. Place the reagent pack into the reagent compartment as shown and push down firmly until the ports snap into place. A correctly installed pack will have little to no visible black line or arrows. LITTLE TO NO VISIBLE BLACK LINE OR ARROWS 16. Attach the waste line to the waste port on the top of the pack. Once attached, feed the any excess line back into the analyzer and close the compartment lid. Please ensure that the waste line has not become kinked or trapped behind the pack or in the compartment lid. 17. Once you have successfully inserted the new pack press any key to indicate you have finished this task. The screen will display PACK REPLACED. Press ENTER and the analyzer will automatically start a PRIME cycle. 5 18. During the PRIME cycle the RBC and mixing chambers should fill with fluid and drain. You may watch this cycle progress and if the chambers do not fill, the pack may not be properly seated. Remove and reseat the pack. RBC and MIXING CHAMBERS 19. During shipping it is not uncommon for microscopic debris and air bubbles to collect in the chambers and tubing. Also in order to perform many of the remaining portions of installation, the analyzer must be on for 20 minutes. To assist with both of these issues we encourage the operator to perform a concentrated cleaning. 20. Mix 5 ml of Clorox bleach with 5 ml of distilled water. This mixture is referred to as MINOCLAIR by the analyzer. Press ESC until the MAIN MENU screen appears. From the MAIN MENU cursor down to 4)SERVICE and press ENTER. Then cursor down to 4) CONCENTRATED CLEANING and press ENTER. Follow the on-screen instructions to complete the cleaning process. When the cycle is finished (approximately 10 minutes), press the ESC key until the MAIN MENU appears. For detailed information please refer to the Concentrated Cleaning section of this manual. 21. While the concentrated cleaning is running please find your printer s installation instructions at the back of this section. Install the printer prior to proceeding. PLEASE SEE PRINTER INSTALLATION 6 NOTE: The analyzer must be turned on for at least 20 minutes before performing the following procedure. 22. Check the hemoglobin photometer calibration using the following menu screens starting at the MAIN MENU. Press 4)SERVICE then 8) TECHNICIAN. At the PASSWORD? prompt enter the numbers 4, 2, and 1 and then press ENTER. Press 2) ADJUSTMENT and then 1) CAL PHOTOMETER. The analyzer will run for about 30 seconds and then a number will be displayed. This number must be at 237 or 238. If not, the following adjustments must be made: 23. Again locate the circuit board. Near the upper right hand corner is potentiometer R97. (A full page photo and schematic diagram are included at the end of this installation guide to further assist you.) The potentiometer is blue or gray with a small screw on its front surface. R97 is also typed on the circuit board just to the right of the correct potentiometer. 7 24. Once you have located R97, run the CAL PHOTOMETER procedure again. (Step 22) While the number is displayed on the screen, turn the screw on the potentiometer with the enclosed potentiometer trimmer. Turn the screw clockwise to increase or counterclockwise to decrease the number until either 237 or 238 is displayed. It may take several revolutions of the screw to reach the correct number. In rare cases the number on the screen will disappear before 237 or 238 is reached. If this occurs you must perform the procedure again until you are finished. 25. After checking (or adjusting) the photometer, run a STARTUP cycle by pressing the STARTUP key on the face of the analyzer followed by the ENTER key. This ensures no material is in the system and determines the hemoglobin blank level. 26. Once STARTUP passes the printer will generate a report stating STARTUP PASSED. If STARTUP does not pass the analyzer will repeat the cycle automatically up to 2 more times until it does pass. (See the Startup and Shutdown section for more information or Troubleshooting if STARTUP fails). 27. After STARTUP has passed please replace the lid and tighten all 5 screws. Proceed to the Calibration section of this manual to calibrate the analyzer. Even though the analyzer has been calibrated by the manufacturer and again immediately prior to shipping, it is important to calibrate your analyzer upon completion of installation. It is not uncommon for slight variations from the original calibrations to occur due to shipping, handling, and changes in altitude. 28. Calibration should be verified by running the supplied Minotrol control material. It is important to always do quality control after calibration. Please refer to the Daily Controls section of this manual for more details. 8 Vet ABC Installation Checklist Check cable connections inside analyzer Untie and slide carriage back and forth Check sample needle by moving it up and down Install sample bar Plug in analyzer and turn on; abort STARTUP cycle Remove 4 red plugs from reagent pack Attach waste line to reagent pack; check tubing for kinks Install reagent pack by using CHANGE PACK procedure Perform concentrated cleaning Install printer Check hemoglobin photometer; adjust if needed. Begin STARTUP cycle; verify passing Calibrate Verify calibration with tri-level controls Instrument serial number: Date of installation: Installed by: 9 CIRCUIT BOARD PHOTOGRAPH INDICATING LOCATION OF R97 POTENTIOMETER 10 SCHEMATIC DRAWING of R97 POTENTIOMETER 11A Printer Installation INSTALLING THE OKI PRINTER 1. After opening the printer box please find the Setup Guide located with the documents enclosed in a plastic bag. 2. This guide will provide you with instructions for printer preparation and installation. 3. Use the parallel printer cable provided in the Vet ABC box to attach the printer to the analyzer. 12 INSTALLING THE SEIKO THERMAL PRINTER 1. Attach the parallel printer cable into the large port located on the rear of the printer. Attach the other end into the analyzer connector. (see photos below) 2. Insert the circular end of the black electrical adapter into the small port on the back of the printer (see photos below). Plug the other end into an electrical outlet. 3. Turn on the power switch located on the side of the printer. The indicator light should become green. If not, press the ON LINE button on the front of the printer. The ON LINE light must be green for the analyzer to send data to the printer. 13 Calibration Calibrating the Vet ABC Materials required: 1. Blood Control Smart card 2. One vial of Minocal calibration solution. Prior to use, bring the solution to room temperature by gently rolling the vial between the palms until it is warm and completely re-suspended. Also verify the expiration date. Do not shake the vial or place it on a blood rocker. Procedure: 1. The instrument must first be programmed to analyze calibration material. Insert the BLOOD CONTROL Smart Card into the Smart Card reader. From the MAIN MENU, move the cursor to 2) VETERINARY and press ENTER. The display should read TYPE: BLOOD CONTROL. Press ENTER again to verify the card type. The instrument then downloads the programming necessary for analysis of the calibration material. 2. From the MAIN MENU, press 3) CALIBRATION and press ENTER. 3. From the CALIBRATION menu, move the cursor to 1) AUTOCALIBRATION and press ENTER. The instrument will then move through a series of entries that require input from the operator. 4. The first entry asks that the operator be identified by displaying the SELECT OP menu. The operator(s) may enter their names if desired by using the UP or DOWN cursor for letters. If operators have not been identified, however, the menu lists generic OP_1, OP_2, etc. Select one by moving the cursor to that position and press ENTER. 5. The instrument will then look for a Calibration Smart Card and display an error message (ERROR: NO SMART CARD) when no card is found. Press ESC to exit this function. **NOTE: Calibration may be performed without the requested Smart Card. This specific card only contains the 5 target values that are easily entered manually and then it is discarded. Because of this and the substantial added expense to the operator, the following protocol is used. 6a. The instrument then moves to the program that allows for calibration without the use of a calibration card. The next entry asks for the lot number of the calibrator 14 solution. At the CHANGE LOT #? prompt, compare the lot number currently in memory to the lot number of the solution to be used. If the lot number is the same, press ESC to indicate that the lot is not to be changed. If the number is different, however, press ENTER. 6b. At the LOT # prompt, type in the new lot number. Numbers are entered using the keypad; letters are entered using the UP and DOWN arrow keys followed by ENTER to advance to the next letter. When the entry is complete, press ENTER again. 7a. The next entry asks for the expiration date of the calibration solution and shows the expiration date of the solution currently in memory. If the date is the same, press ESC. If the date is to be changed, press ENTER. 7b. At the EXP DATE prompt, type in the date using the displayed format then press ENTER. NOTE: Bad Date Error will appear if a period is not used when typing the date. 8. The next entry asks for the target values for each parameter, following the same format as above (displaying the currently stored values, asking if change is required, and allowing new values to be entered if needed). These target values are located in the paperwork enclosed with the Minocal solution. Complete the target value entries for each parameter using the values for MICROS 45 on the reference sheet. 9. The number of samples to be run is the next entry. This value is the number of times the calibrator solution will be run to generate a coefficient of variation and calibration coefficients. Calibration can be performed on 3 to 11 runs; verify that the number is set to 6. At the CHANGE # SAMPLE? prompt, press ESC to maintain the stored sample number or press ENTER to enter a new value. Note that the first run is not used for calculation. It is used by the instrument as a primer for the remainder of the runs. 10. The instrument is now ready to run the calibration solution. At the RUN CAL? prompt, mix the Minocal solution by gentle inversion about 10 times, then press ENTER. A brief clean cycle will occur. The display then reads START CALIBRATION #1X. Press ENTER and another brief wash cycle occurs. Then the sample probe will descend indicating that it is ready to aspirate the first sample. Open the vial and place the sample probe into the solution, then press the sampling bar. The probe aspirates the solution and moves into the instrument. Wipe the cap and threads of the vial and immediately replace
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