Why Matcher?
FAQs
What are the main differences between Matcher and RFID systems?
The IMT Matcher system uses barcode labelling and imaging technology, instead of Radio Frequency Identification (RFID). Matcher can completely replace human verification at every step down to embryo level, whereas RFID systems need human witnessing at certain stages. Matcher provides photographic evidence for every step, whereas RFID systems do not. With Matcher, the patient’s ID and barcodes are pre-assigned automatically at registration, whereas RFID system users have to ‘assign as you go’. With Matcher, there are barcode labels for everything with no separate tags/labels, whereas RFID tags are too large to fit on small labware items and have to have a separate label as well. With Matcher, there is no additional cost to witness extra steps as there are enough labels for all steps in a cycle, whereas with RFID systems you have to pay per tag. Matcher can be used anywhere in the entire centre with easy to install benchtop Matcher readers or Pocket Matcher handheld readers, whereas RFID systems are relatively immobile and need equipment modifications. As independent witnessing specialists the Matcher system is constantly being developed and improved, whereas other systems have many product lines so are less focussed and developed less.
How do we ensure we don’t forget to witness procedures?
Matcher displays the real-time state of progress for each patient’s witness steps today, and prompts users to follow the next step using a combination of methods. A flashing red LED aimed directly beneath the microscope helps to prevent a user from forgetting to Match all necessary patient barcodes before completing a procedure. The pre-defined process is also mapped in advance, reminding the user of the next expected procedure. The patient’s workflow is also tracked by Matcher using a traffic light system of patient status as a further reminder. If a user attempts to override a witness step, then Matcher will force them to record the reason and log the event. However, Matcher also recognises the importance of adhering to an SOP, therefore it has been designed to interact with the user to avoid the phenomenon of ‘automation complacency’ where a user becomes used to solely relying on an automated system to alert them if they are neglecting to perform a task. This is because automated systems cannot possibly cover every location and scenario (in the OR or in the cryostores for example).
Witnessing system need
FAQs
Is electronic witnessing required in the UK by the HFEA (Human Fertilisation and Embryology Authority)?
No. In the UK the competent authority, the HFEA, requires witnessing of all steps. But while it recommends electronic witnessing (and mentions barcoding as a possible solution), it doesn’t require electronic witnessing.
Why do we need Matcher, because we already have an EMR (Electronic Medical Records) database?
Matcher is not designed to replace an EMR, but instead to complement it. They are both very specialist areas. Matcher has a specific role to prevent errors through misidentification, capturing the ‘who, what, where and when’ of every witnessing point, providing complete electronic traceability throughout each cycle.
Matcher is not designed to cover functionality of an EMR e.g. patient billing, treatment planning, recording clinical outcomes and other clinical activities.
Together, the two systems should provide customers with a comprehensive joined-up solution to the various different requirements users have. Especially via linking the EMR to Matcher.
Why do we need Matcher, because our EMR (Electronic Medical Records) database supplier says they have a witnessing module?
We know some EMR’s in the market have developed bolt-on witnessing modules, but they are typically less comprehensive than Matcher and do not accommodate many of the complex scenarios that Matcher has incorporated during its many years of established research and development. We also know that there are many centres and groups who use those EMRs and still choose Matcher for their witnessing and traceability.
Matcher is a comprehensive system that offers complete chain of custody photographic evidence at every step in a cycle from initial registration through to PGT, cryopreservation and transfer. No other system on the market does what Matcher does, and witnessing is only one part of the functionality that Matcher offers users.
Why do we need Matcher, because in our country our Competent Authority doesn’t require double witnessing?
Even though electronic witnessing may not be a legal requirement yet, it is still the responsibility of fertility centers to implement adequate safety systems to protect patients and staff. Manual and paper based systems for witnessing and traceability are proving to be ineffective based on recent events. Electronic systems for witnessing and real time data capture for logging events and reporting are not just convenient, but imperative to quality management in today’s IVF industry practices.
Pricing
FAQs
How much will Matcher cost us?
There is a small licence fee for each patient treatment cycle (100% fee for “Major” (IVF/ICSI) cycles including biopsy and cryopreservation at the end; 50% fee for “Minor” cycles e.g. FET/thawing cycles, Donor gamete cryopreservation, IUI; 10% cost for “Other” cycles e.g. diagnostic semen or blood analysis).
Matcher can be supplied with no capital cost, by leasing ‘Core’ equipment within the cycle fees. Cycle fees include the software, label sheets, software version upgrades, training, configuration, service and support. Or you can purchase the equipment to keep the fees per cycle as low as possible.
The more cycles ordered by a site per year then the lower their fees per cycle.
At the moment we only really want one or two of Matcher’s modules, can we just use them?
Yes, you can choose to use all the modules, or if you prefer you can configure the settings so advanced functionality is not enabled to begin with to make the transition to Matcher even simpler.
For example, you could choose to start by using the cryo management module in your existing EMR and not use the related functionality within Matcher, then later you may choose to start using the functionality in Matcher once users are more familiar with the system. The fees will be the same regardless of how many modules you use.
How do we explain to our finance department that this is essential expenditure, because they don’t think it is?
Fertility centres and patients know that mistakes can and do happen in IVF, and when they do the catastrophic results often make front page news, with the wrong embryos being created or transferred, or even the wrong baby being born. We believe that by implementing the Matcher system, and reducing the risk of mistakes like these, Matcher is absolutely an essential item of expenditure.
How do we explain to our finance department that Matcher is worth it, because they think it sounds expensive?
Using existing documentation, a cost benefit analysis calculator and testimonials from our customers, we can help you to develop a business case or an executive summary thats demonstrates matcher is not only cost effective, but it will actually save your business money. Manual paper based traceability systems that use a second person to witness procedures are not only ineffective but they are by far the most expensive and wasteful way of operating.
Safety
FAQs
Are the Matcher labels safe?
Yes. Matcher perform MEA and HSSA tests on every new label sheet model to meet industry standards by two independent ISO-17025 accredited test laboratories (Embryotools and Embryotech), adhering to Good Laboratory Practice for Nonclinical Laboratory Studies, Title 21 CFR Part 58 Accreditation Program. Every new lot of label sheets is also externally MEA tested by Embrytools and Embryotech. Every new lot of label sheets is also tested internally for quality and usability following a standard protocol. Recommended printer models have been tested as safe for use.
Cryo/PGT labels are also tested to check they do not fall off even after long term storage in liquid nitrogen. Cryo/PGT labels are also self-laminating so that printed information cannot rub off.
Every new lot of labels must pass all external and internal test before being allowed to be released from our own warehouse. Matcher labels have been used in labs since 2006 without any reports of suspected safety issues.
Usability
FAQs
Does using Matcher add time to our workload, especially to each procedure?
Matcher saves a lot of staff time. It only takes one user a few seconds to witness each procedure, saving time that two users would otherwise spend double-checking and completing witnessing forms, as well as the time from writing on dishes, disrupting colleagues to check procedures, waiting for them to be available, transposing data from paper forms into excel or other software, auditing and analysing data and producing reports. Gametes and embryos do not need to leave the incubator for any more time than how you currently work, and usually for significantly less time.
How easy is Matcher to use?
Matcher has been designed to be very user friendly and intuitive. For some of your more complex SOPs like donation, same sex couples, lot inventory management or cryostores management full training will be provided to help you navigate through the system. Our new in app on-boarding and quick support guides are also a great feature to help get you started.
Hardware
FAQs
Why does the Benchtop Matcher device emit a red light, and can it be turned off?
The red light is visible for three main reasons. Firstly as a visual ‘aimer’ to help users see where the scanner is searching. Secondly it helps to read barcodes in variable or low light conditions. Thirdly it is designed to remind users that a witness step must be performed. It allows users to work quickly and easily in all conditions.
There is an option to disable the red light, but we do not recommend this.
The red light is not a laser, it is a low energy LED. Benchtop Matcher has been independently validated by EmbryoTools and all supporting documentation is available in our support portal.
Why does the Pocket Matcher device emit a green light, and can it be turned off?
The green light is visible for two main reasons. Firstly as a visual ‘aimer’ to help users see where they are pointing the device, and secondly it helps to read barcodes in variable or low light conditions. It is essential to allow users to work quickly and easily in all conditions.
The light only appears temporarily when a barcode scan, ID check or witness procedure starts, and it turns off as soon as the scan, check or procedure is finished.
The green light is not a laser, it is a low energy LED and has been tested as safe. Benchtop Matcher has been independently validated by EmbryoTools and all supporting documentation is available in our support portal.
Hardware What equipment will we need?
We/our distributors can supply all the equipment you will need to cover all areas where you want to witness and perform other ID checks and traceability work.
Typically each workstation where you witness transfer of biological material should have a Matcher device (either a Pocket Matcher, or a Benchtop Matcher connected to a tablet PC). Pocket Matchers are also required to cover other areas e.g. cryostores, operating and storage rooms.
A printer is required for the barcode label sheets.
Finally, you will probably need an ‘Admin hub server computer’ running the database, and a wireless availibility throughout the location for device connectivity.
There are also further optional equipment and accessories like fingerprint scanners for easy login and witnessing, and an ‘Active Well Selector’, a device for matching individual embryos in a culture dish to a biopsy dish or vitrification device.
What is the Active Well Selector for?
The Active Well Selector is a specialised dish holder designed to be used with specific UniTrack labels, for correctly identifying an individual embryo or oocyte in multi-well dishes or microdroplets.
It allows users to identify, select and match the same-numbered embryos in a procedure from a dish to a biopsy and/or vitrification dish, using the uniquely-barcoded UniTrack labels corresponding to each embryo.
The Active Well Selector is an Optional accessory that can be purchased from Matcher/our distributors.
What types of dishes are compatible with the Active Well Selector?
The Active Well Selector has been designed to be compatible with most commonly-used 60mm round culture dishes including GPS dishes.
In future we aim to offer additional versions of the Active Well Selector to be compatible with more types of dishes.
What are the main differences between the Pocket Matcher devices and the Benchtop Matcher devices?
In simple terms, Benchtop matcher are used in fixed working areas like inside a laminar flow cabinet or on the andrology bench, and Pocket Matchers are used for all procedures outside of these areas like in an operating room or at the nurses workstation or in the cryostores or storeroom. Benchtop Matchers are handsfree devices that will scan for barcodes on labware entering a work space, whereas Pocket Matcher is a portable device that you carry, giving you complete freedom to witness everything in any location. This gives you the best of both worlds and means there are no gaps in you chain of custody. The devices are interchangeable, so you can choose which device works best for you in your environment, and we can help you to identify this in advance of implementation using a simple Matcher equipment locations questionnaire.
Functionality
FAQs
How does Matcher handle existing cryopreserved samples from before implementation at our site?
Both Pocket Matcher and Benchtop Matcher devices are still able to capture photographs of the labels on unbarcoded items to be used as part of a manual witness step. A superuser can configure the system to then require a second human witness if desired in those scenarios. This is also very helpful for witnessing items received from a donor bank or offsite storage facility which may not be barcoded.
Can we use Matcher to record (and remind us to do), our daily routine checks that are not related to a patient cycle, e.g. checks of temperature and apparatus?
Tracking and recording ‘out of cycle’ tasks is another feature we are developing for a future version of Matcher to enhance users’ total traceability systems. This could include activites such as confirming and recording that checks of apparatus, calibration, and laboratory cleaning have taken place. Use of barcodes on permanent assets would be useful for identifying specific items of equipment and locations within a fertility centre.
How does Matcher comply with the Single European Code (SEC) requirements?
If fertility centres are required to affix a “Single European Code” (SEC) on gametes and embryos distributed for clinical application in the EU, Matcher can be configured to record and display this information against cryopreserved specimens, even down to the individual embryo level. This includes printing the SEC data fields onto globally unique barcoded labels that are used to identify the specimens in the cryostores and shipping vessels.
How does Matcher handle our complex donor and/or same-sex scenarios?
Users can easily link sperm, oocyte, embryo and gestational carrier donors to a patient cycle as it is started, to enable a donor’s barcode or ID number to anonymously match the patient in pre-configured donor witness steps. Multiple donors of different types can be linked to one cycle, and one donor can be linked to multiple patients’ cycles.
This includes all possible scenarios, including matcher donor bank donors to patients, altruisitic gamete and embryo sharing, and donated gametes utilised for same-sex couples, to allow users to work with Matcher seamlessly with any permutation.
What information can our users get from Matcher’s Insights dashboards?
Matcher Insights is an interactive data visualisation dashboard for the analysis and reporting of data captured by Matcher. It can be used to identify inefficiencies, provide instant insight on items needing action, inform root cause analysis, assist compliance, enhance quality management, visualise deviations from SOPs and non conformances and satisfy requests from competent authorities.
Users can filter and sort the data and each dashboard displays not only the visual charts, but also the underlying filtered data tables, and gives the option to export.
Which of our labware are Matcher’s labels compatible with?
All labware. Our label sheets include different shapes and sizes to accommodate all labware from all known manufacturers, including vitrification devices and biopsy tubes.
Can we link our quality documents e.g. MEA (Mouse Embryo Assay) testing documents, COA (Certificates Of Analysis) to our specific ‘product lots’ not just to our ‘products’?
Yes, users can easily add document links to a product, and/or directly to an individual product lot.
This can be done by either uploading the document itself into Matcher, or by just saving the link to the document that’s saved on your existing fileshare or a URL to where it is saved on the web.
This allows simplified quality management for all of your products and lots, saving time and hassle, and it can all be accessed from within Matcher.
Can we use Matcher for product inventory management?
Yes. Matcher can record quantities of each product as it is received at the centre utilising the existing barcode on the product. Matcher can then record units leaving the stock room, report on the inventory levels available at any point in time, and alert you if the stock of any product is below its re-order level.
Can we witness a specific chamber in our incubator, or a specific cane within our cryostores?
Yes, these locations can be barcoded either with the patient’s name, or there is even a possibility to assign an external barcode on a location or piece of apparatus to a patient if these items already have a permanent barcode attached to them.
How can we identify and witness individual embryos with Matcher?
Matcher’s Unitrack functionality uses uniquely numbered labels for components in a process such as biopsy or vitrification. Corresponding numbers will match together throughout this process and numbers that don’t match will trigger a wrong item alert. You can also select the fate of specific embryos within your cryostores using the same uniquely numbered barcodes, so that if you try to remove the wrong embryo for transfer or disposal Matcher will also alert you.
How do we add the customised information to each Cryo/PGT label?
Information that you select from drop down lists when you create a freeze in Matcher’s cryostore determine the variable information that will appear on the labels when you print them. So every new freeze will generate bespoke labels for each individual gamete or embryo. This will include the date of freeze, the stage of development of an embryo, the number of gametes or embryos contatined in the device and even the embryo score if you want that to appear on the label.
Configuration
FAQs
Can Matcher be configured for our existing SOPs?
Yes, your superusers can configure Matcher to your centre’s own SOPs, including all ID checks and witnessing steps, and using your specific terminology and nomenclature. This includes Process Mapping, Matcher’s in-built forcing function, for arranging all witness steps into your prescribed workflows, and defining your centre’s own lists of labware, media and consumables for use in product lot tracking.
Is Matcher available in our language?
The IMT Matcher software is currently available in 11 languages (English, Spanish, French, Italian, German, Portuguese, Brazilian Portugese, Chinese – simplified, Chinese – traditional, Russian and Arabic). If you require it to be translated into another language, please contact our Service and Support Team
Can our users configure their own timings/flagged procedures in our Insights dashboard?
Yes. The Insights module is highly configurable by users. For example, users can easily filter mismatches or overrides or other data by date range, by user, by location, by procedure type, by mismatch type, etc, to help their analysis. Users can also analyse the time taken between certain procedures they ‘flag’, e.g. between the start and end of biopsy to analyse the progression of trainees. This allows easy monitoring of team performance, training and efficiency, and early identification of any issues that need to be addressed.
How does Matcher know which type of cycle our patient is meant to be having?
When you add a new cycle for a patient, you can choose from a list of preconfigured cycle plan templates the type of cycle you are intending to perform. This could be ICSI with fresh oocytes and sperm for example or it could be an ICSI using cryopreserved oocytes that involves a warming step instead of fresh OPU. Or it could be an FET or even diagnostic work like blood or sperm analysis. The cycle plan template will then reflect your SOPs by processing mapping all of the expected procedures onto each of their respective days within the cycle of treatment.
Implementation
FAQs
How does Matcher handle existing cryostores records from before implementation at our site?
Existing cryostore records can be imported into the Matcher database during the advanced stages of implementation, so that users can manage all movements into and out of storage, available space, and storage consent expiry via Matcher for all your cryopreserved items. This also allows users to take advantage of Matcher’s reporting and Insights functionality for all items in their cryostores.
Does implementing Matcher require a lot of change to manage for our user teams?
The system is easy to use and intuitive. However, like introduction of any system to a team, making the change from manual paper-based systems and human double checking to electronic witnessing, lot tracking and real time data capture for data Insights does need to be well planned and managed. With Matcher’s enormous experience implementing Matcher over many years in a wide range of end user sites, we help to make this a relatively easy process for you and your team. We make changes in small steps and have great training tools you can use. Your team will appreciate the time savings and the extra security and quality management benefits they should start seeing from day one, which helps make the change to adopting Matcher even easier.
How long will it take us to get Matcher implemented?
The Matcher system can typically be implemented to Phase 1 level within 4-8 weeks from placing your order, as long we have engagement from the customer’s superuser(s), users and IT department.
Phase 2 implementation work (integration with the end user’s IT network, and/or with an EMR if ordered) will proceed in parallel, and may take longer before it is complete, depending on the level of engagement from the IT department and EMR provider, and whether or not it is an EMR we have already integrated with at other sites.
Where can Matcher be used outside of our IVF laboratory?
Everywhere. Matcher understands the importance of covering your entire centre, so there are no gaps in the chain of witnessing and traceability, including in all your laboratories (embryology, andrology, genetics), your cryostores, operating rooms, treatment rooms, reception, and product storage areas. This can even include any satellite sites you may have.
Matcher is a seamless system covering every procedure you perform, anywhere in the centre. This is critical to minimise the number of points where human error can enter the process.
Integration
FAQs
Can Matcher be linked to our cryostorage billing system?
No, not at the moment, however it might be something we can consider developing in the future.
Can Matcher link with our existing EMR (Electronic Medical Records) database?
Yes. The Matcher database can be linked with any other EMR (Electronic Medical Records) database in order to share information.
This typically includes as a minimum a patients’ ID number, name and date of birth, and the same details for their partner. This avoids duplication of data entry, saving you time and more importantly removing risk from transcription errors.
EMRs can link via our API, and our Service & Support Team can support your IT department/EMR provider to connect to it.
The API link can also be configured to allow import and/or export of other data, e.g. cycle data initiated in your EMR, or product lot data captured by Matcher.
What method does Matcher offer for linking to our EMR (Electronic Medical Records) database?
Matcher has developed its own API to allow third party applications such as EMRs to share data with the Matcher application.
Full documentation about the API can be provided by our Service & Support Team at matcher@imtmatcher.com.
If the third party is not able or willing to link with our API then alternative methods we could use include HL7, NextGen, ODBC (though we wouldn’t recommend it), or potentially via a URI scheme if the same computer is running both applications. Requests for use of a link via any method other than our API would be quoted on a case-by-case basis.
IT & networking
FAQs
How do we answer our IT department’s questions about how secure Matcher is?
Security is taken very seriously by Matcher, throughout its design, implementation, operation and support.
Matcher is currently offered only as an on-premise solution. Therefore all the data and security policies will be in line with your existing IT department’s policies.
For further information, or with specific questions from your IT department, please contact our Service & Support Team at matcher@imtmatcher.com.
Can we implement Matcher even though we don’t already have a Wi-Fi network?
There is an option to purchase a Wi-Fi solution from Matcher. However we would work with your IT department to identify and agree the most suitable solution for your requirements.
Can we implement Matcher even through our IT department says we can’t use any Wi-Fi?
Under certain circumstances where Wi-Fi is not accesible there is an option to use only Benchtop Matcher devices, connecting via ethernet, no Pocket Matcher devices, and ethernet connected printers. This still allows the full range of functionality, provided there are ethernet ports available in all the locations where witnessing, ID checks and printing is required.
