IDEAS Record types - Flow chart to determine the type of IDEAS file to create to allow you to perform a Gamete In form submission in PRISM

Choose the type of patient/partner/donor whose gametes/embryos are being moved into your centre from the top row and follow the route to ensure you have created the correct file types. If you need to convert your file type please contact Mellowood.

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Donor records in the wrong file format - how to convert

NOTE;

• donors from ESB London centre 0356 are shipped from Denmark directly so are considered overseas donors

• London Sperm Bank have 3 centre codes - 0011 or 0070 or 0350. Please ensure you have entered the correct one into the Gamete Movement In form. The number is the clinic number that the donor was FIRST registered in

If your donor records are in the wrong format i.e. they are an external donor file rather than full patient record, and vice versa, you can use a query found in the picklist to convert the file. See screenshot for query titles;

Double click on the report in the picklist to convert the file in the appropriate manner - you will need to refresh the record afterwards to see the changes

If you have had to convert the donor file from ‘External donor to full patient file’ , you will need to enter the donors personal details (first name, surname, DOB etc) into IDEAS as if they were a recruited donor.

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Oocytes /embryos - Movement IN (Movement of eggs or embryos into your clinic) - what to do in IDEAS

Create a Gamete In treatment cycle

• Create a Gamete Movement In treatment cycle

If you do not have this option available to you as a treatment type please contact support@mellowoodmedical.com, stating that this cycle is required for PRISM data submission

You will have to enter a start date and luteal date on the Treatment plan tab which correspond to the Gamete In date, to ensure that the eggs/embryos are the correct ‘age’

E.g. if the embryos are Day 5, then the luteal date should be 5 days before the day of movement in, to ensure they are ‘labelled’ as day 5 in the cryostore and the patient record. The start date can be any date before todays date.

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Gamete In lab event

A movement of eggs or embryos into the clinic should be entered as a ‘Gamete In’ lab event type NOT a cryostorage lab event.

• This Gamete IN lab event within the cycle will allow you to add the gametes/embryos to the cryomodule and is the prompt for a Gamete In form to be available in the IDEAS PRISM Portal for submission.

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Donated oocytes - Movement IN (Movement of donor eggs into your clinic)

Guidance form HFEA below

Eggs donated and stored at Centre A but intended for use by a patient at Centre B.

• Donor is registered at Centre A (location of donation).

• Egg donation cycle submitted at Centre A.

• Donor should not be registered at Centre B (except when donation occurred at Centre B)

• Movement OUT of eggs at Centre A (to centre B):-

  • via the Egg Donor record.

• Movement IN of the donated eggs at centre B (from centre A):-

  • Donated eggs for a specific patient - Movement IN record should be submitted under the patient undergoing treatment at Centre B.

  • Donated eggs for ‘bank’ (inventory available for any patient within the Centre) - Centre B should submit Movement IN through the sidebar.

In summary, registration of a donor should only occur at the Centre of donation.

SPERM - Movement IN (Movement of all donor sperm (UK registered at other centre) or Overseas donor into centre) - what to do in IDEAS

Ensure that the donor has a record in IDEAS AND IN THE CORRECT FORMAT - see above to determine correct format

Receive frozen semen event

Requirements;

• If not done already, create an IDEAS file;

• if within UK transfer, then create record in IDEAS as ‘New external sperm donor’

• all other donors - create a ‘New patient’ record

• SEE FLOW CHART AT THE TOP OF THE PAGE - you may need to convert some files

• Sperm should be added to the cryomodule by selecting ‘Receive frozen semen’

• this event is the prompt for a Gamete In form to be available in the IDEAS PRISM Portal for submission.

• A registration form will also be available if the donor has not been registered in the UK before (i.e. the donor record is a full patient record rather than external donor file)

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Partner sperm movement between HFEA-registered clinics in the UK, and discard, does not need to be reported to HFEA PRISM. To record patient sperm movement into the clinic, DO NOT use the ‘Receive frozen semen’ option.

You should add the straws or amps directly to the cryomodule by clicking on the snowflake;

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OR

by selecting fresh, and then adding a ' freeze sample' procedure;

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Freezing partner semen samples using these methods will not prompt a Gamete In form in the IDEAS PRISM Portal

Gamete In Form submission - what to do in IDEAS PRISM Portal

Once the the receive frozen sperm event lab event has been entered in IDEAS, IDEAS PRISM Portal will show that a Gamete In form is required for that patient

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• Click ‘Add Form’ - you should see the form on the right.

We are in the process of updating all clinics - if you don’t have this view when you open a gamete in form, you soon will.

• select transfer type - see the description of the options below….

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FIRST OPTION

Only choose this when bringing in donor sperm of eggs from another UK clinic (i.e they have already been registered with the HFEA. You will need to know the original registration centre (it may not be the clinic you are receiving it from), the original name they were registered with and the original number.

NOTE - donors from ESB London centre 0356 are shipped from Denmark directly so are considered overseas donors

SECOND OPTION

This is the most commonly used option and should be used for all other shipments from HFEA registered clinics (patient eggs and embryos). You should submit a registration form for the patients before completing the movement in form

THIRD OPTION

Any movement in from outside of UK where the patient of donor has not been registered anywhere else in the UK. Please see HFEA for details about gamete movement to and from Northern Ireland.

Receiving Gametes/embryos from another UK HFEA-registered centre - PRISM requirements

If UK transfer is selected, you will need to know;

• the centre where the patient who supplied the eggs/donor sperm/eggs to create the embryos was registered,

• the registration number they used there

The supplying centre MUST have submitted a Gamete Out form to the HFEA - this tells PRISM that these gametes/embryos are available for import and completing this form and clicking 'Search will search PRISM for these particular gametes/embryos to import

 

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'Donor Reg Number and Centre Code must be valid' error

you may experience errors similar to the below ;

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• Ensure that you have selected the correct option - you should always choose the middle option (person registered at THIS centre) unless this is donor sperm or eggs brought in from another UK centre

• Once you select the items from the inventory some new fields appear below the inventory;

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• you will have to confirm the gamete source(s), choosing from the drop down , and then again confirm the relevant registration centre and number.

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• You should then be able to submit the form without error

Receiving Gametes/embryos from outside UK - PRISM requirements

1. Complete and submit the registration form in PRISM

2. If you are receiving gametes/embryos directly form outside of the UK, PRISM will not have a record of their storage and you will not have to ‘Search’ for them. You should complete the details as shown below

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international donors - ‘Sperm donor at record position 1 present, must be a register donor at centre indicated by SpermCenterDonorCode’ error

for international movements in you DO NOT need to complete the following fields

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Mellowood Use only

A Gamete In lab event should be configured as seen here

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