Melag MelaTrace User manual

Operating Manual

MELAtrace

Documentation. Load management.
Approval.

from version 3.6

Dear Dr.

We thank you for your confidence demonstrated by the purchase of this MELAG product.
As an owner-run and operated family concern founded in 1951, we have a long history of successful specialization in

hygiene products for practice-based use. Our focus on innovation, quality and the highest standards of operational
reliability has established MELAG as the world’s leading manufacturer in the instrument treatment and hygiene field.

You, our customer are justified in your demand for the best products, quality and reliability. Providing "compete n ce in
hygiene" and "Quality – made in Germany", we guarantee that these demands will be met. Our certified quality
management systems is subject to close monitoring: one instrument to this end is our annual multi-day audit conducted
in accordance with ISO 13485 and ISO 9001 conducted by the certification agency BSI. This guarantees that all MELAG
products are manufactured and tested in accordance with strict quality criteria.

The MELAG management and team.

Table of contents

Symbol

Explanation

Draws your attention to a dangerous situation, which if not avoided, could result in damage to

Draws your attention to important information.

Symbol

Explanation

Approval

autoclave

Menu commands are marke d with italicized bold print. Approval autoclave refers to e.g.
the "Approval autoclave" menu. Menu commands in dialogue windows are also bold.

Cleaning

Words or phrases appearing on the display of the device are marked as display text.

see Chapter 2

Reference to another text section or diagram within this manual.

[F11]

Keys on the keyboard are marked in square brackets.

General notes

Please read this operating manual carefully before proceeding with the installation and application of this program.
Please read the safety information carefully. Please store this operating manual carefully. It represents a component of
the product.

User group

This operating manual is addressed to doctors, their assistants and service departments.

About this manual

Symbols used

the device software, data-loss or network problems.

Formatting rules

Table of contents

Contents

Chapter 1 – Installation and licensing .............................................................................................. 5

System requirements .................................................................................................................................................... 5

Hardware .................................................................................................................................................................... 5

Software ..................................................................................................................................................................... 5

Installation ...................................................................................................................................................................... 5

Licensing ........................................................................................................................................................................ 5

Chapter 2 – User interface .............................................................................................................. 6

Introduction .................................................................................................................................................................... 6

Login ............................................................................................................................................................................... 6

Logging out ................................................................................................................................................................ 6

Main functions ............................................................................................................................................................... 7

Main menu ................................................................................................................................................................. 7

Header ....................................................................................................................................................................... 7

Menu bar .................................................................................................................................................................... 7

MELAview log archive ................................................................................................................................................ 8

Administrator settings ................................................................................................................................................. 8

Help centre ................................................................................................................................................................. 8

Key .................................................................................................................................................................................. 8

Chapter 3 – Load definition ............................................................................................................. 9

Loading a washer-disinfector (MELAtherm) ............................................................................................................... 9

Assembling a Washer-Disinfector load....................................................................................................................... 9

Removing load elements .......................................................................................................................................... 11

Entering batch designations ..................................................................................................................................... 11

Loading a steam sterilizer ........................................................................................................................................... 12

Assembling the Autoclave load ................................................................................................................................ 12

Removing load elements .......................................................................................................................................... 16

Entering batch designations ..................................................................................................................................... 16

Allocating an approved batch from another Washer-Disinfector or a manual treatment .......................................... 16

Assigning sealing logs .............................................................................................................................................. 17

Summary of the Autoclave load ............................................................................................................................... 18

Chapter 4 – The Approval process ................................................................................................ 19

Approving a MELAtherm batch .................................................................................................................................. 19

Approval options (only for MELAtherm).................................................................................................................... 20

Approving a batch from another washer-disinfector (WD) ...................................................................................... 22

Generating a washing and disinfection report .......................................................................................................... 23

Label printing ............................................................................................................................................................... 24

Approving a sterilization batch .................................................................................................................................. 25

Indicator query ......................................................................................................................................................... 26

Approval options ...................................................................................................................................................... 26

Generating up a treatment report ............................................................................................................................... 28

Chapter 5 – Label printing ............................................................................................................. 30

Printer settings ............................................................................................................................................................ 30

Table of contents

Test printout ............................................................................................................................................................. 30

Label printing immediately after approval ................................................................................................................. 31

Possible options ....................................................................................................................................................... 31

Storage period .......................................................................................................................................................... 31

Printing a label ......................................................................................................................................................... 32

Printing labels at a later point .................................................................................................................................... 32

Chapter 6 – MELAview log archive ............................................................................................... 34

Receiving a program log from MELAview ................................................................................................................. 34

Approving a Washer-Disinfector/sterilization batch from MELAview ..................................................................... 34

Chapter 7 – Administrator settings ................................................................................................ 36

Load management ....................................................................................................................................................... 36

Load elements .......................................................................................................................................................... 36

Standard batches ..................................................................................................................................................... 39

Sterilization container ............................................................................................................................................... 40

Reasons ................................................................................................................................................................... 42

User administration ..................................................................................................................................................... 43

Practice .................................................................................................................................................................... 43

Users ........................................................................................................................................................................ 44

Authentication .......................................................................................................................................................... 45

Auto logout ............................................................................................................................................................... 45

Further settings ........................................................................................................................................................... 46

Load/Approval .......................................................................................................................................................... 46

Database settings .................................................................................................................................................... 47

Backup/Restore Database ....................................................................................................................................... 48

Chapter 8 – Help centre ................................................................................................................

49

Chapter 1 – Installation and licensing

Chapter 1 – Installation and licensing

System requirements

Hardware

 WIndows 10, Windows 8.1, Windows 8 or 7 SP1, Windows Vista SP2, Windows Server 2012,

Windows Server 2008 SP2

 min. 1 GHz (x86) or 1.4 GHz (x64) processor, recommended 2 GHz Multi-Core processor
 min. 1 GB RAM, recommended 4 GB RAM
 min. 7 GB free memory for installation
 DVD ROM drive or a USB memory medium
 Internet connection (required for Microsoft .NET Framework 3.5 – installation in Windows 8)
 MELAprint 60 label printer for label printing (optional)
 Barcode scanner with code 128 support (optional)

Software

 MELAview 3 Documentation software
 Microsoft .NET Framework 3.5 and 4.5

PLEASE NOTE

A SQL server 2005 or higher must be installed on the computer

Installation

The DVD contains an installation file which installs MELAtrace and MELAview together.
Depending on the software already uploaded onto the computer, further additional components may also

be installed.
 Microsoft .NET Framework (installed together with MELAview if .NET Framework has not been

installed on the computer)

 Microsoft SQL Server 2012 (installed together with MELAtrace if the an SQL server is not installed on

the computer)

Please observe the following information before installing MELAtrace:

 If you use a notebook, please ensure that the power supply is plugged in to the mains during

installation of the file.

 Windows may not be in safe mode during installation.
 Check whether you have administrative privileges.
 Ensure a connection to the internet during installation.
 Close all open programs before performing the installation.

Proceed as follows to start installation of the DVD:

1. Insert the DVD in the DVD ROM drive.

2. Start the corresponding installation file. The installation wizard opens.

3. Select your desired language and click on the OK pushbutton.

4. Follow the instructions during the installation.

Licensing

Licensing is required for MELAtrace and MELAview 3. Detailed information regarding the procedure can
be found in the installation instructions included with the DVD.

5

Chapter 2 – User interface

Chapter 2 – User interface

Introduction

MELAtrace is a software for the documentation, load management and approval of instrument treatment.
MELAtrace combines the treatment steps cleaning and disinfection with sterilization in order to ensure
comprehensive documentation. The intuitive user interface and the simple license model guarantee the
highest levels of safety and satisfaction.

Login

Login is required following every start of MELAtrace, following every logout and upon every authentication
procedure.

To do so, enter your user name (= user ID) and password in the login window.

Access data for the first login:

User name: melagadmin Password: melag

Logging out

Click on Logout (located in the left-hand side of the top row, next to the logo) to log out as a user from
MELAtrace. Alternatively you can log out by pressing the [F11] key.

6

Main functions

2 1 3 4 6

5

The program main menu will open after successful login.

Fig. 1: Main menu

(1) Main menu
(2) Header with user information
(3) Menu bar
(4) Navigation to the MELAview log archive
(5) Settings (only visible for the administrator)
(6) Help centre

Chapter 2 – User interface

Main menu

Here, you will find the main functions Washer-Disinfector load, Approval Washer-Disinfector,
Autoclave load, Approval autoclave, Label print MELAprint 60.

Header

The user name of the user currently logged-in is displayed here together with the time remaining until
automatic logout, as far as it is activated (see Chapter 7 – Administrator settings).

Menu bar

These functions can be accessed both via the menu bar and the corresponding pushbutton in the main
menu.

Washer-Disinfector load

Here, you can determine the composition of the washer-disinfector (MELAtherm) load e.g. wash trays,
individual load elements etc.

Approval Washer-Disinfector

Here, you can approve program logs of a MELAtherm batch or another washer-disinfector and can
continue to use them for the later load of a steam sterilizer. Alternatively, you can approve a batch from a
manual treatment process.

Autoclave load

Here, you can determine the composition of the Autoclave load e.g. wash trays, sterilization containers,
individually-wrapped instruments etc.

Approval Autoclave

Here, you can approve t he pro gram log s of sterilization batches and have the option of approving only
some of the load elements of the batch. Loading elements that have not been approved can be saved with
a reason.

7

Chapter 2 – User interface

Symbol

Explanation

A new element is added/generated.

An element is deleted.

An overview of the load elements, standard batches etc. is printed.

A user is blocked in the program.

A user is unblocked in the program.

The program standard settings are restored.

The sterilization container is open, load elements, standard batches etc. can be

The sterilization container is closed, load elements, standard batches etc. cannot

A graphic is saved for the selected element.
A barcode is saved for the selected element.

A graphic and a barcode is saved for the selected element.

Label print MELAprint 60

Here you can print labels on the MELAprint 60 labe l printer fo llowing approval of a WD or a sterilization
batch, to enable traceability of the load elements.

MELAview log archive

MELAview can be started directly from MELAtrace.

Administrator setting s

The following menu items are only visible for users with administrator rights (in MELAtrace):

Load management

Load elements, standard batches, sta ndard containers etc. are added and managed here.

User administration

Users are added and managed here, information regarding the practice is entered and settings are made
for authentication and auto log-out, i.e. automatic user logout following inactivity.

Further settings

Approval and database management settings are made here.

Help centre

Here you will find helpful documents such as the operating manual and model loads with loading examples
and licensing.

Key

added.

be added.

8

Chapter 3 – Load definition

Loading a washer-disinfector (MELAtherm)

PLEASE NOTE

This function can be deactivated if required, see Chapter 7 – Administrator settings, Further

settings.

Requirement for a load to be assembled in a WD:

 The washer-disinfector is licen sed in M ELA view.
 Load elements/standard batches were added here: Load management, Chapter 7 –

Administrator settings.

1. W orking in the main menu, select Washer-Disinfector load.

2. Select the device from the list for which a Washer-Disinfect or load is to be put together.

This window is only displayed if multiple WDs are licensed in MELAview.

Chapter 3 – Load definition

3. Click on Next to proceed. A new window will open.

Assembling a Washer-Disinfector load

Load elements

1. Select the individual elements from the list of Load elements.

2. Click on Add to add this element to the load.

Alternatively, the element of the load definition can also be added by double-clicking or
double-touching or scanning in the corresponding barcode.

9

Chapter 3 – Load definition

Standard batches

1. Select a load from the Standard batches list to select a pre-defined load (standard batch).

2. Click on Add to add the selected standard batch to the load. Only a standard batch may be

added.

10

Further load elements

In addition to the selected of pre-defined load elements and stan dar d batc he s, you can als o add load
elements which are not stored in the database.

1. Enter a name of another load element in the Add additional load element field.

2. Click on to add this element to the load.

PLEASE NOTE

This load element can only be used for the current load definition.

Chapter 3 – Load definition

Removing load elements

Clicking on Remove deletes the load element /standard batch from the list Load definition.

Entering batch designations

You have the option of giving each load/load definition a dedicated designation. To do so, enter the
optional description in the Batch designation field. The designation is then displayed on the washing and
disinfection report.

1. Click on Next to proceed.

A summary will be displayed.

2. Click on Completed to conclude the load de finition.

11

Chapter 3 – Load definition

3. Confirm the subsequent dialogue window with OK.

Loading a steam sterilizer

PLEASE NOTE

This function be deactivated if required, see Chapter 7 – Administr ator sett in gs, Further

settings.

Requirement for a load to be assembled in a steam sterilizer:

 The steam sterilizer is licensed in MELAview.
 Load elements/standard batch es/s terilization container were added here: Load management,

Chapter 7 – Administrator settings.

1. W orking in the main menu, select Autoclave load.

2. Select the steam sterilizer from the list for which a load is to be assembled. This window is only

displayed if multiple steam sterilizers are licensed in ME LAv iew.

12

3. Click on Next to proceed. A new window will open.

Assembling the Autoclave load

All load elements and standard batches can be assigned both a sterilization container and an Autoclave
load. The sterilization containers can be assigned to an Autoclave load.

Load elements from MELAtherm batches

Requirement, so that the load elements from a MELAtherm batch can be selected:

 At least one load element from a approved MELAtherm batch was selected for further use.
 The hold-back time has not yet been exceeded.

1. To select load element from MELAtherm batches, select the element from the list of Load

elements from MELAtherm batches.

2. Click on Add to add any element of the load or a sterilization container.

Alternatively, the element of the load definition can also be added by double-clicking or
double-touching or scanning in the corresponding barcode.

Chapter 3 – Load definition

All load elements

1. To select a load element, select the element from the list of All load elements.

2. Click on Add to add this load element or a sterilization conta iner.

Alternatively, the element of the load definition can also be added by double-clicking or
double-touching or scanning in the corresponding barcode.

13

Chapter 3 – Load definition

Standard batches

1. Select a load from the Standard batches list to select a pre-defined load (standard batch).

2. Click on Add to add this load or a sterilization container.

Only one standard batch may be added.

Alternatively, the element of the load definition can also be added by double-clicking or
double-touching or scanning in the corresponding barcode.

14

Further load elements

In addition to the selection of pre-defined load elements, you can also add load elements which are not
stored in MELAtrace.

1. Enter a designation for the load elements in the Add additional load element field.

2. Click on , to add this load.

Alternatively, the element of the load definition can also be added by double-clicking or
double-touching or scanning in the corresponding barcode.

PLEASE NOTE

This load element is not automatically saved in the database, but can be used for the current
load.

Sterilization container

1. Select the desired (empty) sterilization container from the Sterilization containers list.

2. Click on Add to add this sterilization container to the load.

Alternatively, the element of the load definition can also be added by double-clicking or
double-touching or scanning in the corresponding barcode.

Chapter 3 – Load definition

The sterilization container is now displayed in the right-hand list Load defini t ion with the ( )
symbol. This means that it is open and can be filled with load elements and/or a standard batch.

Clicking on closes the sterilization container ( ).

The sterilization container can also be opened by scanning the barcode and can be
closed again by scanning again.

15