Tag: odyssey

07 Feb 2022
Dosimetry management

How to Increase Dosimetry Compliance Rates with Versant Physics Proven Management Process 

One of the many responsibilities of a Radiation Safety Officer is to manage their facility’s personnel dosimetry program and monitor the exposures of the radiation workers employed there. This may seem like a simple task; however, it can be a challenge to get workers to wear and exchange/read their dosimeters in accordance with state and federal regulations. This leads many RSOs to wonder if it is possible to improve dosimetry compliance rates, particularly in large programs that have hundreds of occupationally exposed individuals to monitor. 

With the right dosimeter and the right management process, improving dosimetry compliance rates is very possible, regardless of the size of your dosimetry program.

Below we explain the common problems associated with traditional methods of personnel dosimetry program management, as well as offer a solution for improving your dosimetry compliance rates without increasing costs or workload for your staff.

The Problem with Traditional Methods of Dosimetry Management

Dosimetry is one of the key elements of a radiation safety program, but it can also be one of the biggest headaches for Radiation Safety Officers and Environmental, Health, and Safety managers. There are several problems with traditional methods of dosimetry management that managers often encounter, including:

  • A time-consuming badge collection and redistribution process
  • High costs of running a badge monitoring program
  • Time between when an exposure or anomaly is received and when an individual is made aware of the exposure
  • Keeping track of historical dose reads and measurements
  • Efficient communication with wearers regarding read reminders, exceeding dose limits, and more

These problems can make an RSO feel as though they’re herding cats at worst and like they’re constantly one step behind at best. Juggling these many tasks within just one aspect of a radiation safety program, along with a variety of other responsibilities, it’s not hard to see why dosimetry compliance rates can be rather low.  

Versant Physics Personnel Dosimetry Management

Versant Physics manages personnel dosimetry programs a bit differently. In addition to using top-of-the-line electronic dosimeters that utilize the latest monitoring technology, our team of badge specialists and physicists combines customer service, technical support, and quality administration tactics to manage everything your program needs to run successfully. From ordering new badges to ensuring wearers read their badges promptly, our team’s management process is proven and effective.

Versant Physics also utilizes their proprietary radiation safety software Odyssey to manage the personnel dosimetry programs of their clients.

Personnel Dosimetry Management Module

Odyssey is a cloud-based software that features an entire module devoted to personnel dosimetry management. The module includes useful tools like a query builder for compiling data records and a Form Generator for easy management of Form-5s. The module also features a series of customizable widgets that allow users to visualize pre-set metrics in their program, including a User Watch List for wearers likely to exceed internal or annual dose limits, Read Activity, and Badges Communicated.

Instadose+ by Mirion Technologies

Personnel dosimetry programs managed by Versant Physics also utilize the Instadose+ dosimeter. These small, lightweight badges combine Bluetooth technology, Direct Ion Storage (DIS), and SmartMonitoring to wirelessly and remotely transmit radiation dose data. Mobile devices, such as a smartphone or tablet, as well as PCs or hotspot stations, assist with this process.

Instadose+ Dosimeter

Each dosimeter has a built-in memory chip with a unique serial code that is assigned to the specific wearer. The badges are assigned long-term, meaning they do not need to be sent in for processing at the end of a monitoring period. Instead, wearers are responsible for reading their badges per the monitoring period set up by their radiation safety program.

Reading the badge is easy and takes less than a minute to complete from start to finish. Wearers typically read their badge by opening the Instadose+ app on their mobile device and holding down the button on the back of the dosimeter for 5 seconds, or until the light on the top of the badge turns green. Readings are then stored within their secure account.

The Instadose+ allows for unlimited, on-demand dose reads, so wearers can complete this process as often as they desire. Not only is this useful from a dose history standpoint, but it also gives wearers the power to view their current and historical dose reads from their online account anytime they want. If they have a question or a concern, the answers are already at their fingertips.

Overall, the Instadose+ simplifies dose reads and makes them more accessible to the individual worker and radiation safety officer. This allows for improved dosimetry compliance across the board.

Its user-friendly read process, historical dose transparency, and accurate, reliable readings are some of the reasons why it is a key player in Versant Physics’ badge management process.  

Badge Administration

Our experienced technical support specialists are equipped to handle the entire badge management process. This includes ordering badges from the manufacturer to removing wearers from the program. They also handle:

  • Remote and/or in-person badge training
  • Initialization of badges
  • Vendor credentialing and attestation
  • On-site event support

Compliance Administration

Versant Physics assigns a physicist to each client to help drive program compliance. The physicist works with the program RSO to develop an effective plan for making sure wearers read their badges. In the event there is no program RSO, Versant Physics’ physicists can serve as in-house RSOs as well.

Together with the badge team, they are also responsible for: 

  • Regular communication with wearers (weekly, monthly, or quarterly)
  • Read-day reminders
  • Non-communicated follow-up reminders
  • Comprehensive monthly compliance reports
  • Dose monitoring
  • High dose alerts
  • Dose discussions with RSOs/workers

Consistent communication with wearers is a necessary part of improving overall dosimetry compliance rates. Depending on the monitoring period set by the program RSO, Versant Physics sends out scheduled read-day reminder emails. They also send follow-up emails to those that have not read their badge.

Furthermore, RSOs and program leadership are always kept in the loop as to where their program currently stands. This is done through the use of a comprehensive monthly report.

Versant Physics monthly report displays badges that have not submitted a reading during the monitoring period. It also lists duplicate badges, lost and defective badges, as well as any new badges that were assigned in that month. The report provides status updates on mid-month follow-up with wearers, an active wearer list organized by location, and high dose reports as well.

This report paints a clear picture of program compliance month over month and helps pinpoint areas of concern. It also addresses program elements that could be improved upon in the following months.

Customer Service and Technical Support

When issues arise or wearers experience problems with their badges, Versant Physics’ team of technical support specialists are trained and ready to handle them promptly. They will help with:

  • Badge troubleshooting
  • Issuing replacement badges
  • Phone and email support

Additionally, wearers have access to the Versant Physics support desk, where they can submit questions or concerns with their badges 24/7. All requests submitted by wearers and program personnel receive a response within 24-hours.

A Note on Radiation Dose Limits

Versant Physics clients can set their own dose limits for their employees (within the regulatory limits) depending on what works best for their program.

For example, some clients prefer to set specific limits for single doses. Others have more lenient thresholds that are measured quarterly. Whatever your program’s monitoring preferences are, Versant Physics is prepared to help you implement and manage them.

The Takeaway

Versant Physics badge specialists, physicists, and technical support teams provide efficient badge management catered to the needs of your program. With the help of the Instadose+ dosimeter, Odyssey radiation safety software, and years of experience managing dosimetry programs of all sizes, we can work with you to help improve dosimetry compliance rates in your program.

Contact our team to learn more about our badge management process and pricing.

18 Jan 2022
laser safety

Why We Need Laser Safety Officers

The role of the Laser Safety Officer (or LSO) is a key element to a successful laser safety program.

But what is it that they do? Why are they an important part of a successful workplace safety program? And just what does this all have to do with radiation?

Let’s begin by defining what a laser is and how it works, along with some common applications for lasers.

What is a laser?

Laser is an acronym that stands for Light Amplification by Stimulated Emission of Radiation. The device, which emits a narrow beam of light, is made of a sealed tube with the laser medium inside of it. A pair of mirrors sit at either end of the sealed tube, and both reflect and transmit light in the form of the laser beam.

Laser in Use Sign

Energy applied to the laser medium excites and releases energy as particles of light. This light is a specific wavelength and singular color. Most importantly, laser light is coherent, which means all of the photons are in phase with one another. This allows laser light beams to be tightly focused to a tiny spot, and to stay very narrow over long distances.

Chances are, you’ve encountered lasers in your day-to-day life. In addition to their prevalence in science fiction stories and films, they are common in products like Blu-ray and DVD players, bar code scanners, at concerts or laser light shows, and as presentation tools.

Lasers are also frequently used for scientific and research purposes, in cosmetic procedures (tattoo removal, hair removal), LASIK eye surgery, construction, and material processing including engraving, drilling, and cutting. Lasers emit radiation in the form of light particles called photons, which are generally within or near the visible spectrum. Generally speaking, the frequencies of photons emitted by lasers are not harmful and do not behave like ionizing radiation or microwaves.

Hazards and Risks Associated with Lasers

Although lasers are not considered hazardous in the same way that ionizing radiation or radioactive substances like radium are, they can pose certain risks to humans when they are viewed or operated incorrectly. The coherence of the beam makes the light emitted by a laser much more intense than that of other light sources, so exposure to laser light can cause injury to the eye or skin.

Laser effects on the eye

When unprotected, the eye can be permanently damaged from direct or reflected laser beams. The type of damage depends on the wavelength of the laser beam. The retina, cornea, and lens are areas that typically receive the most severe damage.

Structures of the human eye

Laser beams in the visible to near-infrared spectrum (400-1400 nanometer) travel through the cornea and lens and can damage the retina. The highly concentrated, narrow beam of light is further focused by the lens and cornea, amplifying the intensity of the beam by a factor of approximately 100,000. This often results in thermal burns to retinal tissue structures which cannot be repaired, resulting in permanent effects such as vision loss.

Ultraviolet (100-400 nm) or far-infrared (1400-10,600 nm) laser light emissions are damaging to the cornea of the eye. The lens of the eye is damaged by radiation produced by near-ultraviolet (315-400 nm) light.

Protective eyewear designed for the wavelength and classification of the laser should be worn to protect against accidental injury from a laser. The LSO will identify the appropriate equipment for users and enforce its use.

Laser effects on the skin

Although not typically as serious as the effects on the eye, lasers can create thermal burns, blisters, and tissue damage to directly exposed skin. Exposure and severity depend on the laser wavelength, power (or wattage) of the laser beam, duration of exposure, and size of the irradiated area.

Most often, this tissue damage is temporary with varying degrees of painfulness, similar to a sunburn. There is a chance these burns can create scars or hyperpigmentation at the injury site. However, under certain levels, the heat from the laser beam can be felt on the skin before any serious damage can occur.

UV lasers introduce the risk of sunburn (erythema), skin cancer, and skin aging. UV-B lights are the most dangerous, in the 280-315 nm range.

What is a Laser Safety Officer?

Let’s start by breaking down what a laser safety officer is and the role they play in radiation safety or EHS program.

Regulatory bodies including the Laser Institute of America and the International Electrotechnical Commission have created laser safety standards that dictate the need for a Laser Safety Officer.

According to the ANSI Z136 standards published by the Laser Institute of America, the Laser Safety Officer is responsible for managing an organization’s laser safety program in university, government, or business institutions. They monitor and enforce control over laser hazards in work environments like research labs, mobile events, surgical centers, and more.

General Responsibilities

Like a radiation safety officer, the LSO is a record keeper, a training resource, a rule enforcer, and a safety guru. They are generally responsible for:

  • Establishing the organization’s laser safety program
  • Classifying the lasers in a facility
  • Creating and approving standard operating procedures
  • Enforcing the use of proper laser protection equipment and signage  
  • Laser safety training
  • Performing laser safety audits and inspections
  • Logging and investigating accidents associated with lasers in the workplace
  • Stopping laser operation if necessary

Extensive record-keeping and documentation are necessary to make these responsibilities possible.

Classifications of Lasers

As mentioned above, a Laser Safety Officer is responsible for identifying and classifying the types of lasers in their facility. These classifications are based on the power level of the beam and the hazard they present to the user:

  • Class I: These lasers do not emit laser radiation at known hazard levels. The hazard increases if they are viewed with optical aids such as magnifiers or telescopes. Direct eye exposure should be avoided.
  • Class IA: This type of laser applies to lasers that are not intended for viewing, such as the laser used to scan groceries. The hazard increases if viewed directly for long periods of time. Direct eye exposure should be avoided.
  • Class II: Low-power visible lasers that emit higher levels than Class I lasers but to do not exceed 1mW. Direct eye exposure should be avoided.
  • Class IIIA: Lasers with intermediate power (1-5mW) such as laser pointers used in presentations. These lasers can be momentarily hazardous if viewed directly.
  • Class IIIB: Lasers with moderate power, including laser light show projectors, research lasers, or industrial lasers. Immediate skin and eye hazards can occur when interacted with directly.
  • Class IV: High-powered lasers which are hazardous to view under any condition, such as lasers used to perform LASIK eye surgery. They are a potential skin and fire hazard. Facilities which house Class IV lasers are under strict controls and regulations.

Any facility using a Class IIIB or Class IV laser or laser system is required to designate a Laser Safety Officer to oversee the safety of all operations.

Using Software to Manage a Laser Safety Program

Odyssey, Versant Physics’ cloud-based software suite, has applications in EHS, radiation safety, and laser safety. There are several Odyssey modules that benefit Laser Safety Officers specifically and can help them manage their day-to-day responsibilities.

Incident Management

A vital role of the LSO is tracking and reporting hazards, accidents, and workplace safety incidents involving lasers. The Incident Management module makes tracking and analysis of incidents simple. It helps LSOs correct problems quickly and prevent future incidents relating to personnel or workplace safety events.

The module also allows for efficient follow-up with open cases, analyzes trends in logged incidents, which makes it easier to create a safe, compliant workplace.

Machine & Equipment Management

A machine profile in Odyssey
A machine profile in Odyssey’s Machine Management module

The machine and equipment management modules help LSOs store and track information regarding lasers, PPE, and more. Each machine or piece of equipment has its own profile which includes information like serial number, responsible owner, location, permit, and relevant documents like audits and registration certificates.

Reporting

To help with inventory holdings and incident management, Odyssey features a reporting module. LSOs can generate customizable reports from data within Odyssey, email them to Odyssey and non-Odyssey users from within the software, and create automated reports that can be sent out to specified users on a regular basis.

Permits

Individual permits for personnel, equipment, and other inventory in a laser safety program can be created and managed within Odyssey. The permits module allows LSOs to create authorized conditions on each issued permit and enforce them. It is also a great tool for record-keeping.

Learn more about Odyssey radiation safety software here.

Conclusion

Laser Safety Officers ensure the safe use of lasers in both medical and non-medical situations. They are necessary to maintain an efficient, well-managed laser safety program, which ultimately keeps operators and the public safe.

23 Dec 2021
Odyssey software Forms Module

Odyssey “How To” Series: Forms Module

Join us for week 12 of our Odyssey How-To series with Odyssey Implementation Analyst Katelyn Waters. This week, we take a look at the recently updated Forms module and answer some of your frequently asked questions.

Odyssey is a radiation safety software suite designed to help RSOs, EHS managers, and Radiation Safety Specialists manage affordable and efficient programs.

KB 00:11: Welcome to Part 12 of our 12-week How-to series highlighting Odyssey Radiation Safety Software. Today we’re back with Odyssey Implementation Analyst Katelyn Waters to talk about the Forms module. We’ll be addressing some frequently asked questions we get about the module’s functionality. Katelyn, I understand that the Forms module was recently updated. Can you tell us a little bit about that before we jump into the FAQs?

Katelyn 00:33: Absolutely, KB. The Forms module is in the upper left-hand corner here, and it is 1 of the 12 modules of Odyssey, which is a radiation software suite. It provides tools to build electronic forms. The advantage to using the Forms module instead of some of the alternatives like a PDF, word document, or paper form, is that when you’re filling out a form within this module of Odyssey, it can actually populate fields on the form with existing data that’s already in the software. For example, if you’re filling out a machine survey form and select one of the machines that was surveyed, you can automatically have information such as the machine’s serial number or the site of that machine added to the form.

I’m going to go ahead and navigate in and we can take a look at that before we get to some of your questions, KB. Once I do select that Forms module we have four main sections, which are Data Entry, Form Builder, Analysis, and PDF Templates. The Form Builder section is where administrators can come and create forms initially. Data Entry is where you fill out existing forms. They can also be linked to other modules of Odyssey to quickly access them so you don’t have to necessarily come to that section. Analysis has tools to compare multiple different responses to the same form over time, so you can analyze trends that are occurring, and PDF templates are used to format the header and footer of those forms once you convert those to PDFs.

I’m going to probably focus on Form Builder and Data Entry today as these are the most frequently used sections. If I go into Form Builder, this is the initial screen that we see. We did recently update this module, as we talked about at the beginning here. The insert tab will allow us to add a variety of things to one of our forms. I can start with the heading, which will help me organize these other question elements that I can add to my form. And I’ll add a couple of examples so you can see what these look like here. While I’m in Form Builder, as an administrator, I have a variety of different tools that aren’t available in that Data Entry section where you fill out the form. I can change what these say, as well as my questions. For something like this here, which is what we call a radio question, I can also change the options that they can select from. This is a date question, so the user filling it out as we’ll see in a little bit here, can select a date from this date picker. And this is what we call a user question, where you can have a drop-down list of users from the account.

So that’s just a few items of different form elements that we’ve added here so you can see what that looks like. But if we wanted to take a look at a completed example, we can do so in Data Entry.

Selecting New I can fill out any of the existing forms we have. We have two example forms on this Demo Account, an audit checklist, and a Machine Survey Form. I’ll go ahead and select the latter. And on this form, we can see there’s definitely a cleaner formatting for someone visually to actually fill out this form. A lot of the question IDs we saw at the top of each question element, as well as some of the features, are not available here for them to edit the questions as we want this to remain a static form so you can compare it over time. I can come through and select different options as my answers, here’s that date picker I was talking about, user questions, you can have just text fields so they can enter letters or numbers there, or you can limit them to one or the other.

And the true strength of this form lies within these questions here which are going to pull data from the other modules of Odyssey, like I mentioned. This is a drop-down menu of all of the machines that are in the Machine Management module, and when I select one of those I can have it automatically populate other fields like the Serial Number here.

Same thing with Equipment Catalog. If I want to choose the instrument that was used for the survey I can. Also another example of the serial number, but there’s a lot of other data besides that particular field that you can fill out in that manner. We also have images and the ability to edit those. These at the top are Canvas tools from the Canvas module where you can come in and do some simple image markups to this while you’re actually filling out the form. This form also has a table, as well as a place for a signature at the bottom for this example.

KB 05:30: That looks great. The module has really improved visually, and I like all the options for what you can actually include on a form. Speaking of that, what are the more common forms that you see created in the module?

Katelyn 05:42: I’d say the most common use cases we’ve seen so far are for area surveys because you can upload a floor plan like this example stock image here that you can actually edit and markup with your different survey points that you were surveying at throughout the survey. We also have the ability to do inspections and audit checklists which we see frequently done, as well as machine surveys like this example form that we’re looking at. In addition to those, the module is pretty flexible, you can recreate most of your needed forms here.

KB 06:15: One of the questions we get since we market the software as mobile-friendly is if forms can be filled out on a mobile device, like a phone or tablet. Is this possible?

Katelyn 06:27: Absolutely. So that’s one of the biggest strengths of this module. As long as you have an internet connection, you can access these forms to be filled out on your mobile device. They can even be accessed on a screen as small as your phone, which I have used before myself, and they are still definitely usable there. Although I highly recommend using a tablet because you still get that portability along with a larger screen size. We see a lot of our clients filling out forms while they are out in the field with tablets. They might be doing a survey, audit, or inspection like I mentioned, and then you can immediately get that information electronically instead of going back to the office and doing it afterward or having a paper copy that you took with you.

And in addition, it’s really nice if you have a tablet pen as well because for these images down here where you want to do markups–I’m on my desktop right now, I can just use my mouse, right–but when you’re out in the field it’s nice to have a tablet so you can mark up the images.

KB 07:25: I can definitely see how that would be more efficient than doing it on the desktop when you’re out walking around in the field. Once the forms are filled out, I noticed the save button at the top of the page. How are the completed forms accessed?

Katelyn 07:38: Good question. Once you save these forms, they can still be accessed here in the Data Entry section of Forms. However, they can also be linked to other areas of Odyssey. One of the most commonly used areas to link these forms is on Lab Profiles. If you have a lab survey that you’re routinely doing, you could have a saved template in the Form Builder section there, and you can just click on that to fill into ut each time you need to do a lab survey. So then you’ll have that whole survey history in one place on those profiles.

KB 08:10: Great! And that wraps up our list of frequently asked questions for the Forms module. Thank you Katelyn, for walking through the module with me and clarifying how users can use it to create and fill out forms that are usable in their Radiation Safety program.


Schedule an in-depth demo with our Odyssey team to discuss how the software can assist you with your radiation safety management needs.

14 Dec 2021
Odyssey's Document Library Module

Odyssey “How To” Series: Document Library Module

Join us for this week’s edition of our Odyssey How To series with Odyssey Implementation Analyst Katelyn Waters. We discuss how to carry out certain functions of the Document Library module and answer some of your frequently asked questions.

Odyssey is a radiation safety software suite designed to help RSOs, EHS managers, and Radiation Safety Specialists manage affordable and efficient programs.

KB 00:11: Welcome to Part 11 of our 12-week How-to series highlighting Odyssey Radiation Safety Software. Today we’re back with Odyssey Implementation Analyst Katelyn Waters to talk about the Document Library module. We’ll be addressing some frequently asked questions we get about the module’s functionality and its use in storing documents. Katelyn, do you mind giving an overview of the Document Library module before we get into our FAQs?

Katelyn 00:32: Absolutely, KB. The Document Library here is going to be 1 of 12 modules of Odyssey’s radiation safety software suite. It’s a cloud document library that can be accessed and shared by all of the different users on the Odyssey account.

KB 00:49: This module is very straightforward and very user-friendly, but we do get a couple of questions about some additional features that the Document Library has that maybe other file management systems may not. One of those features is the tagging system. Can you describe a little bit about what that is?

Katelyn 01:07: Sure thing. If I navigate into the module, we can see that the toolbar for the library here has a few different icons. We have an upload icon that allows me to upload an additional file to the library, we have an icon to add a new folder for organization purposes, a download icon to download a file, or a folder’s contents. This right here when I scroll over it is to rename the selected file or folder, and then delete the selected file or folder. The tagging system relates to the icon here which says Set Tag for Files. If I come down and look at the documents I have in my document library, an example we already have tagged here is this floorplans folder. It has Warehouse 1 to the right of that as a label, that’s what we call the tag, and it’s essentially saying that all of the documents, in this case, floorplans, are pertaining to Warehouse 1. I can go ahead and do that with something else, if I want to tag this example forms folder, I can right-click on that, set tag, choose my site–this is pulling from the list of sites in Odyssey—select update tag, and it’s going to apply that to that folder there.

KB 02:28: Gotcha, thank you. So, since this is a shared document library for everyone on the account, another question we get from users is if there is a way to keep documents private. Is there a feature like that in Odyssey?

Katelyn 02:40: Great question. Each individual user actually has their own version of this document library, as well. They can get to it by scrolling over their name in the upper right-hand corner and going to “My Documents.” It has the same exact toolbar as the one we’re looking at right now, the same file management system, but it’s going to be a personal version of this cloud document library. It does have some tools to move things from that library to the shared library, say if you’re working on a document and then you’re ready to share it with others in your organization you can then move it to the Document Library module.

KB 03:13: Gotcha. One final question. Once documents are stored in the Document Library, are they accessible throughout Odyssey or just through this module?

Katelyn 03:23: The documents themselves can be accessed in Odyssey’s other modules anywhere that you are prompted to upload a file. For example, if I go back to the main Odyssey page and go into Equipment Catalog if I navigate to an Equipment Profile there’s a place for me to upload a document. So I just selected a random probe that we have in our inventory here. But if I come down there’s an Upload Equipment Document button, and there are various buttons like this throughout Odyssey that are prompting you to upload documents. Once selected you have the option to upload a document through the local computer, but you can also pull directly from the Cloud Library. And you’ll see that these are the same exact folders that we were just looking at in the Document Library module. If there’s a particular document that I want to associate with this probe, say it was calibrated, I can then associate its calibration certificate by pulling that document from the Document Library and selecting submit to upload that to the Probe’s profile, which you can now see down below.

KB 04:32: That seems useful for providing easy access to documents no matter where you’re at in the software. And that wraps up our list of frequently asked questions for the Document Library module. Thanks for joining me today, Katelyn.

Katelyn 04:42: Thanks for having me, KB.


Schedule an in-depth demo with our Odyssey team to discuss how the software can assist you with your radiation safety management needs.

08 Dec 2021
Odyssey Equipment Catalog module

Odyssey “How To” Series: Equipment Catalog Module

Join us for this week’s edition of our Odyssey How To series with Odyssey Implementation Analyst Katelyn Waters. We discuss how to carry out certain functions of the Odyssey Equipment Catalog module and answer some of your frequently asked questions. Scroll down to view the full transcript.

Odyssey is a radiation safety software suite designed to help RSOs, EHS managers, and Radiation Safety Specialists manage affordable and efficient programs.

KB 00:11: Welcome to Part 10 of our 12-week How-to series highlighting Odyssey Radiation Safety Software. Today we’re back with Odyssey Implementation Analyst Katelyn Waters to talk about the Equipment Catalog module. We’ll be addressing some frequently asked questions we get about the module’s functionality and its use in managing equipment inventory. Katelyn, do you mind going through an overview of the module before we get to our frequently asked questions?

Katelyn 00:30: Of course, KB. The Equipment Catalog module is 1 of 12 modules of Odyssey’s radiation safety software suite, which is what we’re looking at right now. It’s very customizable and can be used to track any type of equipment whether it’s something in your radiation safety or EH&S program. If I navigate into the module and into the Equipment section, which we’re going to be focusing on today, we can see that for this example or demonstration account we have the equipment types of survey meter, probe, protective apron, and thyroid collar. And these are those customizable groups. This is going to look entirely different depending on your account and what your needs are for your program.

If I select one of these names for a piece of equipment’s name, it’s going to take me to its profile which is what we’re currently looking at right now. I selected a survey meter. The boxes at the top of the profile for the survey meter are going to be the same as all other types of equipment, these are some pretty standard default fields. They are serial number, which is going to be the Unique ID for it in the system, the site or location that it’s at, an owner or responsible person, that’s Leann here, you can optionally associate it with a permit, and there is a last updated field which Odyssey automatically updates for you. Down below, where it says template fields survey meter, these are going to be customizable fields specific to that type of equipment, to that survey meter. And these are going to change depending on what kind of equipment you’re looking at and is something that is different depending on the equipment profile, which we’ll see in just a second.

For survey meters on this example account, we’ve decided to keep track of manufacturer, model, and some calibration information which you can see Calibrated by and the Calibration Due Date here. But if I go to a different kind of profile, we’re going to filter our results to some Protective Aprons here, we can see like I said that at the top here there is those same fields as what we saw on the survey meter. But down below it says Template Fields: Protective Apron now, and while there is some overlap, because you can, like with manufacturer here, we have different information for the other two fields, those being Lead Equivalency and some inspection due date information.

KB 03:07: So how do these templates get set up?

Katelyn 03:10: This is something that happens during what we call the implementation process of Odyssey. Versant staff are going to work with you to figure out what kinds of equipment you have for your program and what information you’d like to keep track of for them in Odyssey itself. We will then set up the groups and that information for you, those fields, but Administrators anytime later can edit them, add or remove any of those as need be.

KB 03:36: And what is that update button down there next to the calibration due date for?

Katelyn 03:40: The update button right here allows you to update any due dates like this calibration due date very quickly. For the survey meters on this account, we have the calibrations set up to be required annually. If I select this button right now, it’s going to populate with today’s date. And if I select Update it’s going to add a year to that date as it’s trying to project out when that next calibration due date is. You can also actually put in whatever date if the calibration didn’t happen today.

The due date itself also shows up in your scheduling calendar and will send you reminders that show up as Alerts in Odyssey.

KB 04:16: That sounds useful. And if I have a calibration certificate or other document that relates to my equipment, is there a place to store that?

Katelyn 04:25: Yes, if you scroll down on an equipment’s profile, which we can do for this meter here, there is a spot at the bottom of the page that has an Upload Equipment Document button. I can select that and upload something from the Document Library of Odyssey or my local computer, as well as I can see all of the other documents that were previously uploaded.

KB 04:46: Okay great. I just have one more question. Looking at the tabs on the equipment’s profile, I know we’ve described some of the others in our How-To series, but that Checkout tab seems to be unique to equipment. Could you describe what that’s for?

Katelyn 05:02: Absolutely. One of the key differences between the Equipment Catalog and Machine Management modules is that equipment tends to be a little bit more portable, changing hands or ownership more frequently. And you need to keep track of that in much more detail than you would for a larger machine that is mostly stationary.

We added in the checkout tab for this purpose, and it shows you a history of who’s checked out this equipment, where to, and when they checked it back in. We can see for this survey meter here, Leann has checked out the equipment to a certain building as well as checked it back in. And those are logged on the history, and we also have tools to create a new check out here if we’d like to.

KB 05:47: Awesome! And that wraps up our list of frequently asked questions for the Equipment Catalog module. Thanks, Katelyn, for walking through the module with me and clarifying how users can use it to manage their equipment inventory.

Katelyn: 05:57: Thanks for having me, KB.


Schedule an in-depth demo with our Odyssey team to discuss how the software can assist you with your radiation safety management needs.

02 Dec 2021
Odyssey's Canvas module

Odyssey “How To” Series: Canvas Module

Join us for this week’s edition of our Odyssey How To series with Odyssey Implementation Analyst Katelyn Waters. We discuss how to carry out certain functions of the Canvas module and answer some of your frequently asked questions.

Odyssey is a radiation safety software suite designed to help RSOs, EHS managers, and Radiation Safety Specialists manage affordable and efficient programs.


Schedule an in-depth demo with our Odyssey team to discuss how the software can assist you with your radiation safety management needs.

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Forum Article "Radiopharmaceutical Extravasation: Pragmatic Radiation Protection" published ahead of print

An article written by Versant team members Dr. Darrell R. Fisher, Ph.D. and Misty Liverett, M.S., CNMT was recently published ahead of print in Health Physics. The article provides an unbiased, scientific assessment of pragmatic and reasonable health physics actions that should be taken in response to inadvertent extravasation events. Click the link below to view the article.

Permits

THE PERMISSION SYSTEM FOR INVENTORY TRACKING, MACHINE MANAGEMENT & EQUIPMENT CATALOG MODULES

Permit Profile

Each permit has a dedicated profile of information that includes authorized personnel, radioactive material, machines, and devices. Permit conditions, completed audits, and forms are also found on this profile.

Authorized Condition Database

Create and view authorized conditions included on permits. Previously created authorized conditions are listed with their code, category, and description.

Permit Enforcement

Information specified on a permit not only serves as a record of that permit, but also controls what can be added to other modules. The location, owner and type of radioactive materials, machines, and equipment can be enforced by permits.

Permit Audits

Perform permit audits, mail the results to relevant personnel, and track responses to non-compliances.