IsoStock keeps the records, with full traceability and audit trail, of all radioactivity arriving on a site, everything that happens to it whilst on site and when, and how, it finally leaves the site.
Should easily and quickly help you meet the regulatory requirements in your country, in the area concerning the recording of holdings, accumulations and disposals of radioactive substances.
Warns visually when exceeding a user selected percentage of holding, accumulation and disposal limits. Automatically updates decay, in any units, producing an accurate measurement to the minute at any time, but reports in the units applicable to your country i.e. MBq or mCi
Automatic generation of reference codes with user defined formats for each area of the system. Enter requests – users can enter requests which can later be authorised.
Enter orders – system checks against limits to ensure they will not be exceeded when compounds are delivered.
Standard requests - for quickly duplicating requests and orders on a regular basis
Receiving to holding stores - for confirming receipt of a package eg. by a security department, without having to confirm the compounds details
Records all transactions against compounds and builds a history on a ‘page per compound’ basis.
Sub-sampling for usage, splitting, diluting, synthesis and generator elution.
Flexible use of activity units on a per compound basis – Bq, KBq, MBq, GBq, TBq, Ci, mCi, μCi.
Flexible use of quantity units on a per compound basis – μl, ml, l, μg, mg, g, capsules, vials, doses, boxes, kits, tips, vials, aliquots.
Two part request and dispense option for moving compounds between departments to minimise re-ordering compounds that other departments may no longer need.
Preparation option for sub-sampling based on an activity required at a specific time in the future.
Structured representation of the site using departments, locations, stores.
Stock checks based on departments, users, or locations, complete with record against each compound that the check was made.
Comprehensive waste/decay store management – accurate activity of waste containers with full break down of contents.
Consignments - organise waste containers into a single consignment for disposal to a waste collection company.
Quickly provides information retrospectively in the event of an investigation.
Records certificates for holding, disposal, accumulation, acquisition and sealed sources.
Manages sealed sources with leak tests and location checks.
Optional barcode and labelling functions.
Historical record of all data.
Extensive search facilities for find data quickly.
All day to day screens have a flexible report function showing detail of highlighted items, or detail in list form in selectable formats.
Further reports provided with parameters for dates, departments, user, list order etc.
All reports exportable in PDF format, CSV and to clipboard.
Highlights compounds which have not been disposed of within specified time periods
All entries full editable with audit trail specifying user, time and reason, and the previous data replaced.
Fully customisable security access with multiple levels and passwords.
Fully networkable with automatic version check and automatic client update
Requests, orders and receiving compounds
End users can enter requests for compounds to be available on specified dates.
A department head can control the ordering process through authorising users requests. Authorisation numbers can optionally be recorded and a compound reference code can be allocated ready for the compounds arrival.
Users can see which of there requests have be authorised or declined.
Orders can be recorded by placing a number of authorised requests, and/or other compounds onto an order.
IsoStock checks holding limits to establish that they won't be exceed when the compound arrives.
Orders can be received in full or partially.
On receipt the compounds details can be updated with reference dates, or any difference in quantity or activity.
Compounds can be received as a closed package into a temporary holding area without updating details, leaving the user to update details when it arrives in the lab.
Compounds can be entered as the arrive without using the requests or orders stage.
Compounds can be received from the clipboard if the details have been sent by email by another site using IsoStock.
Standard Requests can be stored for regularly ordered compounds with any of the details defaulted.
Tracking and recording radioactivity in research
IsoStock will fully track the use and movement of radioactivity through the processes in a typical research environment.
A compound is shown on a single page with all the details and corresponding transactions, in a similar way as they would in a paper system. All transactions are recorded in a list underneath the compound details.
A user can take a subsample from a compound, creating a "Use" record against the original, and creating a new compound with it's own reference code for the subsample.
Reference codes can be allocated to new compounds and subsamples automatically, with a flexible format.
Subsamples are fully traceable and shown against the parent compound as a transaction. There are options to move between the parent and child compounds.
Sub-sampling/dispensing can be made in units of activity, quantity, or percentage. It is always decay corrected to the date/time given and the other figures are automatically calculated.
Using the dilute/synthesise option, a subsample can be taken and given a different name and units of quantity. The activity is fully traceable from the parent compound.
A subsample is treated like any other compound, so all transactions can be made to any compound/subsample regardless of how many times they are split.
All compounds and subsamples have reference code, name, batch/lot numbers, quantity and activity, concentration, specific activity, reference date/time, received/created date, storage location, supplier, catalogue code, nuclide, cost
Units can be selected for each individual compound. Activity can be in kBq, MBq, GBq, TBq, μCi, mCi, Ci. Quantity can be in common units such as mg, g, μl, ml, etc. As transactions can be recorded in quantity there are also units such as capsules, doses, kits, vials, boxes, aliquots, tips, where the volume/mass is less relevant.
Disposals can be recorded against compound. Up to 5 routes can be selected simultaneously and proportions allocated by quantity, activity, or percentage.
New containers can be created at the time of disposal and allocated unique reference codes automatically
Subsamples can be moved between location, department or user.
Free text notes can be recorded against any compound.
Generate/elute option for recording eg. Tc99m from a Mo99 generator.
Combine compounds taking all or part of two or more compounds to create a new compound.
Transfer compounds off site, creating a consignment with the details. The consignment is placed on the clipboard in text format along with coded data that can be emailed to another site that uses IsoStock.
Two part request and dispense option for transferring compounds between users in different departments. Both must complete their own part of the transaction.
Treatment preparation option for creating a subsample that needs to be of a given activity at a given date/time. Useful for short lived nuclides.
Option to adjust the quantity of a compound to account for over dispensing that was not known at the time of receipt.
Generic beta and alpha nuclides for complex compounds, or where the makeup is unknown.
Break apart option for sub-sampling generic beta and alpha compounds into known nuclides.
A free text transaction for recording anything that cannot be categorised into one of the other options.
Attach documents of any type to any compound.
View decay table of any compound with selectable units. Table shows activity of both the whole compound, and at different proportions, ie. a 250μl sample will be shown with the decay from 5μl to 250μl at 5μl intervals.
View decay graph of any compound.
Compounds can be copied to the clipboard, with the format and layout defined in the setup.
Compound labels can be printed with barcodes, with the format and layout defined in the setup.
Automatically calculates the quantity, activity, percentage etc. based on entered figures combined with the concentration, date, time and half-life. The user entered fields are always highlighted.
Compounds can be shown in list form. Columns can be sorted, resized and ordered to the users own requirements.
Options for listing compounds belonging to selected departments, users, in a given location. Free text search on compound name, catalogue codes, project numbers, batch numbers, lab book numbers.
Quick find option to select a compound by reference code. Historical list to instantly jump to a recently accessed compound. The list is personal to the user.
All historical records can be searched for and displayed.
All transactions are recorded with the date, time and the user.
Tracking and recording radioactivity in nuclear medicine
IsoStock will fully track the use and movement of radioactivity through the processes in a typical nuclear medicine environment.
Records requests for radiopharmaceuticals based on ARSAC investigations, on a specified day. Requests can be individual items (with or without patient information) or multi-dose.
Records receipt of activity by logging new items against the requests.
Labels can be printed with reference numbers, nominal dose activity and patient information (user defined formats).
At the time of dosing the administrator can quickly locate the material by stock number, patient name, or radiopharmaceutical.
For patient specific doses, this information is presented to the administrator as a check. In the absence of patient information being provided to the radiopharmacy, it can entered at this stage.
IsoStock will provide a guide volume to withdraw based on the activity required. The administrator then checks the actual activity from a calibrator, and records into IsoStock. There is also a quick "ALL" button where the whole dose is being administered.
IsoStock provides a report showing the decay of the dose administered for patients leaving the site.
Disposal records can be quickly recorded by based on investigation type. These will proportion the activity between eg drain, patient etc. as well as handling residual activity in sharps etc.
The remaining dose / container can either be moved to the decay store, or can be quickly disposed of using a "discard" button.
IsoStock can provide historical reports for ARSAC information.
Tracking and recording radioactivity in a radiopharmacy
IsoStock will fully track the use and movement of radioactivity through the processes in a typical radiopharmacy.
Records requests for radiopharmaceuticals to be prepared according to ARSAC, on a specified day. Requests can be individual items (with or without patient information) or multi-dose, and can be for internal or external hospitals.
Planning of larger intermediate batches from which to dispense multiple items. IsoStock will automatically group similar requests and calculate overall activity required applying decay calculation for the different intended dose times.
Records generators and elutions, and can provide guide activities for yield based on historical and planned elutions.
Records all non-radiolabelled items, along with batch numbers, suppliers, dates, etc used in the production, eg. salines, pharmaceuticals etc.
During production IsoStock ties together the original request, all non-radiolabelled compounds used, and the eluate.
IsoStock handles all the decay calculations between date of transaction, intended dosing time, reference time of the eluate, and concentrations, and will provide details of quantities required based on target activity.
Labels can be printed at the planning stage with reference numbers, nominal dose activity and patient information (user defined formats).
Labels can be printed at dispensing time with the above information as well as actual activities, quantities etc. for packaging. (user defined formats).
IsoStock keeps track of expiry date for materials, as well as minimum and maximum activity in the suppliers specifications. These can all be set in default lists. It is possible to add special instructions that will be included on labels and on the Nuclear Medicine dosing screen.
Disposal records can be quickly recorded by selecting pre-agreed treatment types. These will proportion the activity between eg drain, patient etc. as well as handling residual activity in sharps etc.
The remaining dose / container can either be moved back to the Radiopharmacy, or can be quickly disposed of using a "discard" button.
Waste management and disposal
Will account for both direct routes such as aqueous waste to the drain, and accumulated waste in containers and held in a decay store.
All direct waste streams can be defined as required eg. Drain waste can be split into individual sinks or labs, and labels given as they are named on your site.
Waste containers can be named to describe the physical containers you use eg. 10 litre yellow bins. When making disposal the user selects the waste stream, and if it is a container type, the reference code for that container. Only containers of the type selected will be shown.
Calculations for waste within a container are full decay corrected as per the material, date/time and activity placed in the them.
Containers can be allocated to departments, or locations, or shared.
Containers can be used for single or multiple nuclides. Each nuclide is decay corrected individual for an accurate record.
The type of waste can be recorded for a container type, eg. Solid, Organics etc.
A container type can be created to cover multiple waste items. The number of items the container applies to is specified by the user.
A container can be sealed to prevent further disposals. The date/time and user is recorded.
The contents of a container can be viewed showing each disposal that makes up the waste. This is fully decay corrected.
Containers can be placed inside other containers.
The activity within a container can be manually entered to allow for sharps bins etc. where the user may only make estimations of what went into them from their compounds.
A department or user can request the a container is collected, and can specify where it is to be collected from if this differs from the containers original location.
A collection screen, and report, shows all the containers that require collecting. Age limits can be placed on container types so that any container over this age is also shown.
Multiple waste containers can be selected and transferred to the Decay Store once collected.
Accumulated waste in the decay store can be displayed, with the container types, decay corrected activity, nuclides and age.
The decay store can be split into any number of locations.
Waste containers can be multiple selected and placed on a disposal consignment. This can be in preparation of a future collection which will take place.
Disposal consignments can be decay corrected to a date in the future, ie. when they are to be collected.
Disposal consignments details can be copied to the clipboard for emailing to the collection contractor. This also contains data readable by another IsoStock system.
Waste can be analysed to establish activity on a specific date in the future, or the date at which it (or the concentration) will have decayed to a given level.
The waste screens show items that are close to and exceeding any limits.
A consignment can be recorded as disposed of when it finally leaves the site.
The consignment screen shows all outstanding consignments awaiting disposal, or historical disposals - these are fully searchable by consignment reference, or by container reference.
A decay graph of a container or consignment can be displayed.
A decay table of a container or consignment can be displayed.
Labels can be printed in a layout and format defined in the Setup.
Waste details can be copied to the clipboard in a layout and format defined in the Setup.
IsoStock will manage all your sealed or closed sources.
Source details include name, manufacturer, serial numbers and model numbers of both the source and any surrounding housing or equipment. Also recorded are the date received, reference date, nuclide, activity, weight, owner, location, licence/registration details, and the frequency of leak tests, location checks and calibration.
The sources are shown in list form with all the transactions corresponding to the highlight source.
Sources can be moved between department, location or owner.
Sources can be moved in and out of equipment.
Leak tests can be recorded with the outcome and report numbers.
Calibrations can be recorded with the outcome and certificate number.
Source location checks can be recorded.
Sources can be transferred off site and a consignment is created.
Sources can be disposed into a specified waste container.
Sources can be designated as a waste item when they are no longer of use.
Documents of any type can be attached to a source.
Free text can be recorded to indicate any other event relating to a source.
A decay table can be displayed for any source.
Labels can be printed for any source in a format and layout defined in the setup.
Colour is used to show sources with tests overdue and to highlight sources exempt from licences.
There are search options to show sources belongs to a departments or user, within a given location, or a specific nuclide, and also free text searches of source name, serial and model numbers. The list can also show items overdue tests, or exempt from licences, marked as waste etc.
All transactions are recorded with the date/time and user.
Licences / limits / regulations
IsoStock contains checks for total activity of stock (holding), disposals, accumulations (waste containers), acquisitions and sealed sources.
IsoStock can be setup with the limits imposed by the regulatory authority.
Limits can be defined by single, or multiple nuclide, beta group, alpha group or other nuclide group as defined in setup.
Limits for disposal can also be categorised by waste type, and/or by disposal route, either totalled as a group, totalled by route, or just selected routes.
Disposal limits can be set for daily, monthly, and annual totals.
Accumulation limits can also be specified by waste type, and can be set for activity, time, and volume.
Sealed source limits are for total activity, number of sources at a given activity, weight, or activity/D value (Category 5) calculation.
Sealed source limits can be grouped into separate licences.
Limits of activity can be specified in Bq or Ci, and also ALI, Re or Equiv MBq.
Limits can be set per site, and optionally per department.
The format of the Overview summary report directly reflects the limits that have been defined.
Where a limit is not specified but a total is required, the limit can be recorded as "calculate only".
The system can notify when approaching limits at a predetermined percentage.
Setup and security
Any number of security levels can be created. There are over 240 options to select user functions allowed or disallowed.
All edits are accompanied by an audit trail. When an edit is made the user is presented with the changes and asked to enter why they made the change (default reasons can be setup). The changes are recorded along with the user, reason, date/time, previous data and new data. Audits can be show on the screen they made, or as a generic list for a given period.
All data can be edited by the user subject to the user's security. Where an edit would influence a subsequent entry, there are options to freeze the more recent transactions, and re-edit/recalculate them after the edit is made.
Historical records can be edited and decay correction will be correct as if entering at that time.
Limits can be placed on users to restrict editing of records after a given time. You can define which security levels this applies to.
All setup options are fully editable by the Supervisor.
Nuclides can be selected from the master list, and can be allocated for use in open or sealed sources. Any additional nuclides not on the 140+ list will be added on request.
A default list of suppliers can be setup.
The site can be divided into any number of departments. Compounds are then allocated to users within departments. A department has an RPO and deputies for reporting who receive notifications of limits exceed by their users.
Departments can be grouped for reporting purposes.
Locations can be defined in a hierarchy of 3 levels. These could be eg. Top level - labs or rooms. Second level - fridges, freezers, stores. Third level - shelves within stores.
Locations can be specified as usable for open sources, sealed sources, waste containers, waste collection points, temporary holding are for receipt, decay stores. Or any combination of these.
Locations can be defined as accessible by the site, a department, or a number of departments.
Locations can be grouped for reporting purposes.
A default list of commonly used compounds can be defined along with supplier, catalogue code, name, pack size (if in different quantities), nuclide, activity, quantity and concentration. The most common compounds can be set to list at the top with all others alphabetical by catalogue code beneath.
All disposal routes licensed for use can be defined. These are categorised by direct routes (ie drains), container types, collection contractors, incinerators, land fill, and non-waste transfers.
Container types specify their waste type (solid, aqueous, organic, low level, exempt, sealed source), the maximum time that they should ideally be kept in the department or decay store, whether they are generally mixed nuclide, their default size in litres or kilograms.
Disposal routes can be sorted to list the most commonly used first.
Protocols can be defined to group compounds.
Quick disposals can be defined to allow proportions to be allocated to different waste streams simply by selecting a disposal type from the list.
Tasks can be defined and allocated to security groups to prompt them to perform given tasks at defined intervals. A report shows tasks outstanding by the users.
Personal settings can be defined to specify how some screens are displayed, and also the type of summary report that is given as the user logs in.
General preferences allow for setting of the base units for reports, currency, date format, the site RPO, the default periods for sealed source leak tests, calibrations and location checks, and the default periods for waste analysis.
Reference codes are automatic produced. The format can be specified individually for compounds, orders, waste, consignments and sealed sources. The format can be made up from years, months, days, free text and counters.
Subsample reference format can specified in a number of formats.
Users can be allocated to the site, a single department, or a number of departments, and at a specified security level.
Where a company has multiple sites a list of sites and relevant servers can be entered for switching between sites/licences.
An option is available to the Supervisor to package the data in a format readable by Gillett Limited that can be emailed for support purposes.