American Association of Tissue Banks (AATB)

AATB News Stories

To add new stories to the home page and the News page, login and click on ADMIN. Next click on MANAGE ADD-ONS, AATB STORIES and then STORY LIST. Click ADD above the list of stories already on the site. In the HEADER field add the story title.
In the STORY BRIEF field add the portion of the story that you want to show up as an introduction to the story.
In the STORY LINK field put a link to the full story.
In the IMAGE field, click CHOOSE FILE to upload a thumbnail image to appear next to the story.
Click OK to save the new story.
When you want to remove a story from the home page and News page, open the story record and click on the check next to the ACTIVE field to remove the check and deactivate the story.
Click OK to save changes.

AATB Group Search

The AATB group search provides the ability to drop a search on a webpage for a specific group on the AATB website. To show up in the search, there must be an active people record, the person must have the group checked in their record, and if there is an expiration date set in the groups tab, it cannot be before the current date.

To place the Group on a web page, go to the page, login and click edit. While editing the page, put your cursor in the copy box and select GROUP DIRECTORY SEARCH from the Add-On drop down menu. Click OK to save changes.

When you first place this add-on on a webpage, you will see the following message:

Administrator: Please select a group from the Add-on's Options to enable the search.

Because this add-on is set up to enable searching for one group only, you must specify the group before the search shows on the page. To do this, login and click on ADVANCED EDIT. Then click the wrench to the left of the "Group Directory Search" and then click the drop down in the GROUP field. Select the search group you want to place on the webpage and then click UPDATE to save that group.

Next, click on ADVANCED EDIT to turn off edit mode. Now you will see the search screen below when you choose "CTBS" from the group drop down:

On this screen, the user can search within a specific group by first name, last name, city, state, organization or zip code.

Advanced Profile Dashboard

The Advanced Profile Dashboard enables members to update their user profile, including designation, company, address, email address, password, council, organization type and roles & responsibilities. To update information, login, change any information that needs to be edited and then click UPDATE to save changes.

CTBS TAB-If a user has a date listed in the DUE TO RECERTIFY field for the CTBS exam, that person will have access to the CTBS TAB, where they can update their address or SSN by entering the new information and then clicking on UPDATE.

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Any contact from an Organization (Bank) will be able to see and edit the next three tabs in the dashboard: Bank, Bank Contacts, and Bank Roster. In addition the sub tabs will display all Organizations the user is associated to through a Contact Type.

BANK TAB-If a user is the designated bank contact, the person can enter a description for the bank and upload a logo. Click UPDATE to save changes.

BANK CONTACTS TAB-If a user is one of the bank contacts listed, the person can change the records for all contacts associated to the bank. This tab shows all contacts for a particular bank and includes the contact type, contact name, organization, email, membership expiration and status of the CTBS certification.

To add a new person, click on ADD NEW CONTACT. You will then search by contact name, organization or email to find a list of all contacts that you can add to the current bank. Select the CONTACT TYPE from the drop down next to the person you want to add and then click UPDATE CONTACTS. If the user you want to add is not in the list, call/contact that person and have them update their profile to reflect that they are with the bank.

To remove a user as a bank contact, select REMOVE CONTACT TYPE next to the user you want to delete and then click UPDATE CONTACTS.

Notes about bank contacts:

• When adding/editing medical Director contact type, CV is required.
• When Medical Director/Director/Quality Director contact types are added, have a system email to notify AATB Staff.
• When user is selected to be removed from a contact type an email gets sent to the user informing them and asking them to update their profile. (admin editable)
• Bank contacts do not need to be just members. Bank contacts can be anyone who works at the bank, except for Accredited Tissue Bank Council Rep. This must be a member.
• Wherever there is a drop down select have the first entry be "none" instead of blank (all over the site).

BANK ROSTER TAB-If a user is a designated bank contact, the person can access the bank roster tab. This tab shows all employees for a particular bank listed with AATB and includes the contact name, phone, email address, membership expiration and CTBS Certification status. In the CTBS Certification column, the field would be blank for non-CTBS, Expired if a person's Due to Recertify Date is before the current date, and Due to Recertify: (with their date) for people who are current and their Due to Recertify Date is in the future.

ADMINISTRATIVE SETUP

CONTACT TYPES-To add a new contact type to the drop down menu and to specify requirements for a particular contact type, login and click EDIT. Go to MANAGE ADD-ONS, AATB PROFILE, ORGANIZATION CONTACT TYPES.

To add a new contact, click ADD. Enter the contact type name, and check the box if you want to notify someone when they are added as that contact type. Also, click Membership Required if someone must be a member of AATB to be designated as that contact type. Click OK when you are done to save changes.

SYSTEM EMAILS-If a user is unaffiliated with a bank, they are sen an email notifying them of such. If a user was a specific contact type, and gets removed from that contact type or changed to a different contact type, they receive an email notification. If a user gets added as a specific contact type, they are notified with an email.

To access System Emails, login and click on ADMIN. Go to MANAGE EMAIL and then SYSTEM EMAIL.

System emails sent when contacts are added/removed:

• Organization Contact Type Removed - sent to affected user when they are removed as a contact type from a bank.
• Organization Contact Type Added - sent to affected user when they are added as a contact type from a bank.
• Organization Contact Type Added - Internal Notification - sent to all users configured within System Email when certain Organization Contact Types are added (any Organization Contact Type with Notify AATB when contact added through profile checked)

The organization name and contact type are appended to the bottom of the editable email copy. The emails will be sent to the person who is affected by the add/change or delete.

CTBS Application

Editing Instructions on Application Pages

To change the instructions on any of the application pages, login and go to ADMIN HOME, then MANAGE CONTENT, then COPY. On the right side of the screen you will see a list of all site copy. Look for the ones with a name that begins with "CTBS" and click the paper/pencil icon to open the file that you want to modify:

CTBS Application Instruction Personal Information: Enter instructions in this copy box if you need to explain what to enter on the first page of the application.

CTBS Application Instruction File Upload - Letter of Verification: Enter instructions here on how to upload a Letter of Verification.

CTBS Application Instruction File Upload - Code of Conduct: Enter instructions here on how to upload Code of Conduct information.

CTBS Application Instruction Contact Information: Enter instructions in this copy box if you need to explain what to enter on the second page of the application.

CTBS Application Instruction Location: Enter instructions in this copy box regarding course locations.

CTBS Application Instruction Payment by Check: Enter instructions in this box for people paying by check.

CTBS Application Thank You: Enter text in this box to appear on the thank you screen above the payment and location information.

CTBS Application Instruction Payment: If you enter instructions in the copy box here they will appear on the page where the applicant enters payment information.

Make sure to click OK once you have entered the copy to save your changes.

Adding/Editing Exam Locations

To add or change available exam locations, login and go to ADMIN HOME, MANAGE ADD-ONS, AATB CTBS and click on CTBS EXAM LOCATIONS. On the right side of your screen you will see a list of all available exam locations. To modify a location, click on the paper/pencil icon next to it to open the record. Here you can change the location name, exam date, specify whether it is the primary location, exam price, and location information. If you click on the DISCOUNT CODES TAB, you can click on one of the available discount codes to apply it to that exam location.

If you want to add an additional location, simply click the ADD button when you see the list of current locations. This will open a new record where you can enter all relevant information as detailed above. To delete a certain lcoation, click the box next to the location name and click DELETE at the top of the screen.

Adding/Editing Exam Discount Codes

To add or change available discount codes, login and go to ADMIN HOME, MANAGE ADD-ONS, AATB CTBS and click on CTBS EXAM DISCOUNT CODES. On the right side of your screen you will see a list of all available discount codes. To modify a code, click on the paper/pencil icon next to it to open the record. Here you can change the discount name, discount type ($ off or % off), the amount of the discount and how many are available. If you click on the VALIDATION TAB you can specify which groups, if any, the code applies to.

If you want to add an additional code, simply click the ADD button when you see the list of current codes. This will open a new record where you can enter all relevant information as detailed above. To delete a certain code, click the box next to the code name and click DELETE at the top of the screen.

Accessing Individual Applications

To see the details of an exam application, login and go to ADMIN HOME, MANAGE ADD-ONS, AATB CTBS and click on CTBS APPLICATIONS. On the right side of your screen you will see a list of all people signed up for the exam. If you want to examine the details of a specific registration, click on the paper/pencil icon next to it. Each record specifies the name of the person who signed up for the exam, the member ID, the exam location, contact information and payment information.

Accessing the Exam Roster

To see a list of people signed up for the CTBS exam, login and go to ADMIN HOME, MANAGE ADD-ONS, AATB CTBS and click on CTBS EXAM ROSTER. On the right side of your screen you will see a list of all people signed up for the exam. If you want to examine a specific record, click on the paper/pencil icon next to it. Each record specifies the name of the person who signed up for the exam, the member ID and the exam location.

Editing System Emails

To change the system emails sent during the application process, login and go to ADMIN HOME, then MANAGE EMAIL, then SYSTEM EMAIL. On the right side of the screen you will see a list of all system emails available. Look for the ones with a name that begins with "CTBS" and click the paper/pencil icon to open the file that you want to modify:

CTBS Application Auto Responder Check: Put copy in here that you want to send to people who register and pay by check.

CTBS Application Auto Responder Credit Card: Put copy in here that you want to send to people who register and pay by credit card.

CTBS Application Notification: Put copy in here that you want to send to employees at your company to notify them that someone has registered for the CTBS exam.

CTBS Recertification Application

To access the recertification application, the user must first log into the website. The system will check to make sure the user is within the recertification period. If the user is trying to recertify too soon, an error message will pop up telling them they can only re-certify between Feb 1 and Dec 31 of their recertification year. If they are trying to recertify after their recertification year is more than 2 years past, a message will appear telling them their time frame for recertification has expired and they must retake the CTBS exam in order to recertify.

The Recertification Application

Once the user has logged in, they are taken to the recertification form. This form lists their current accepted Continuing Education Units (CEUs), certification # and original certification date. It also shows current contact information, including email adress, company, job title, address and phone numbers. This information can be modified if necessary. Once the required information is all filled in, click CONTINUE.

On the next page of the form, the user will upload CEU documents and enter the number of hours for each course. The user will click CONTINUE when all 40 hours are entered.

On the next page, the user will read the Code of Conduct and sign and date it. They will then click CONTINUE.

On the next page, the user will see the amount due and be given the choice to pay by check or credit card. Also, if they are not currently an AATB member, they will be given the option to join in order to receive a discount on the recertification. After they hit the SUBMIT button, they will see a Thank You page and receive an email Thank You. If paying by check, they will also see a Thank You page and get an email that tells them where to send the check.

Approving CEU Credits Entered

Once the user completes the recertification application, AATB must approve the CEU hours that have been entered. To accomplish this task, an administrator must login and go to ADMIN. The administrator will click on MANAGE ADD-ONS, AATB CTBS RECERTIFICATION, and then CTBS RECERTIFICATION REPORTING. They will then click on the report named "Recertification Application Documentation Review". This opens a list of Recertification Applications, where the user can choose to see all applications, only pending applications or only applications with an open balance due. The user can also search for specific applications by certification #, first name, last name, amount due, company name or date submitted by entering the search criteria in the field at the bottom of the list and then clicking on SEARCH. In addition the list can be exported by clicking on EXPORT RESULTS TO CSV.

To approve the CEUs for a particular application, click on the CERTIFICATION # for that application. Here the user can click on the link to the CEU document that was uploaded, and then enter the number of hours for that CEU class. Once all documents have been reviewed and approved hours have been entered, the administrator will then click UPDATE DOCUMENTATION.

Each night a process will automatically run that will review the recertification applications in the database and automatically update the "Due to recertify" date for all people with applications that have not yet been processed with a balance due of $0 and 40 approved CEUs. The new date will be 3 years from the current "Due to recertify" date. Also, the current CEUs will be set back to 0 and the Current CEU field will be editable.

Entering Payments

To enter payments for accounts, an administrator must login and go to ADMIN. The administrator will click on MANAGE ADD-ONS, AATB CTBS RECERTIFICATION, and then CTBS RECERTIFICATION REPORTING. They will then click on the report named "Payment Reconciliation". This opens a list of Recertification Applications, where the user can choose to see all applications or only applications with an open balance due. The user can also search for specific applications by certification #, first name, last name, amount due, company name or recertification year by entering the search criteria in the field at the bottom of the list and then clicking on SEARCH. In addition the list can be exported by clicking on EXPORT RESULTS TO CSV.

From the list, click on the certification number for the application that needs a payment entered. Here, enter the payment date, payment type, and amount paid. Also, change AMOUNT DUE to $0 to reflect the payment. Click OK to save changes.

Yearly Process

Every year at midnight on 1/1, an automated process will be run that checks all records to see if the recertification date has passed. If it has, the "CTBS expires" field (in the CTBS tab of the people record) is updated to 1/1 three years after the current due to recertify year and the user is removed from the CTBS group and added to the CTBS Lapsed or CTBS Expired group as defined below. If the due to recertify date has not passed, the CTBS Expires field will be cleared and the user will be removed from the CTBS Lapsed or CTBS Expired groups, if applicable. DUE TO RECERTIFY field will be READ ONLY.
In generic terms:

If the Due to Recertify date and the CTBS Expires date are both before today, you are placed in the CTBS EXPIRED group and removed from the CTBS Group.

If the Due to Recertify date is before today but the CTBS Expired date is in the future, you are placed in the CTBS LAPSED group and removed from the CTBS Group.

If the Due to Recertify date is after today, you remain in the CTBS group.

EXAMPLE:

User A's due to recertify date is 12/31/2011.

User B's due to recertify date is 12/31/2012.

User C's due to recertify date is 12/31/2014

On 1/1/2014, when the yearly process goes off:

User A's CTBS EXPIRES date is set to: 1/1/2014 and User A is placed in group CTBS EXPIRED and removed from the CTBS group.

User B's CTBS EXPIRES date is set to: 1/1/2015 and User B is placed in group CTBS LAPSED and removed from the CTBS group.

User C's CTBS EXPIRES date is set to: 1/1/2017 and User C remains in the CTBS group.

Description of Bank Search and Managing Bank Data

Bank Search Description

When searching for a particular bank, users can search for the Activity, Tissue Type or Graft Type accreditation. They can also search by City, State, Country or Accreditation Number.

If you enter search criteria in more than one of these fields, the search will return banks that match ALL specified criteria.

Click on the bank name to open detailed information on that bank. Information displayed includes, bank name, logo, contact information, company description, bank contacts, accredited for activities by tissue type and graft types, date of original accreditation and date accreditation expires.

Note: A bank will be included in the search if BANK is chosen in the content definition for the organization record, it is an ACTIVE record, AND the DECERTIFICATION DATE is NOT in the past.

To Edit/Add a Bank

Login and go to ADMIN HOME. Click on MANAGE ADD-ONS, AATB MEMBERSHIP and then BANKS. This will open a list of all banks currently in the database. To edit information for a current bank, click on the paper pencil icon to open the record and enter the new information. Click OK to save your work.

To add a bank, click on ADD at the top of the page. This will open up a blank record. Here you will enter the BANK name, address and other descriptive information about the bank. The bank logo will be uploaded in the IMAGE field. The bank description should be entered in the SEARCH DESCRIPTION field.

To specify accreditation information, choose the ACCREDITATION TAB to enter the accreditation number and relevant dates. Click on the ACCREDITED FOR TAB to add the activities and tissue types. This tab will prompt you to click on a link, which takes you to a screen listing any accreditations currently available for the bank. To add new ones, click ADD at the top of the screen. You will choose the ACTIVITY and TISSUE TYPE from a drop down menu. Then click OK. This will take you back to the list of all current ACCREDITATION for that bank. Click ADD to add more “Accredited for” types.

To add graft types, go back to the BANK record under MANAGE ADD-ONS, AATB MEMBERSHIP. Click on the paper/pencil icon for the bank you want to edit. Click on the TISSUE TAB and select all relevant tissue types from the drop down list. Click OK to save changes.

To Specify Sort Order of Contacts Shown

Login and go to ADMIN HOME. Click on MANAGE ADD-ONS, AATB MEMBERSHIP and then ORGANIZATION CONTACT TYPES. This will open a list of all current contact types. To specify the search order, click on the paper/pencil icon and in the ALPHA SORT ORDER field enter the number or letter for each contact type. For the contact you want to show up first enter 1 or a; for the contact type you want to show up next enter 2 or b, etc. Click OK after you modify each record to save your changes. You can add new contact types by clicking ADD at the top of the screen when you are on the display with the list of all contact types.

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