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Operations Manual

Daily Operations

Application Startup

  1. Launch TransTrack from the desktop shortcut or Start menu
  2. Log in with your credentials
  3. If prompted to change password (first login), set a new password meeting the requirements

Patient Management

  • Add Patient: Navigate to Patients → Add Patient
  • Update Patient: Click on a patient in the waitlist → Edit
  • Priority Recalculation: Happens automatically on patient updates
  • Manual Recalculation: Available from patient details

Donor Matching

  • Run Matching: Navigate to Donor Matching → select an available donor organ
  • Review Results: Matches are sorted by compatibility score (highest first)
  • Match Components: Priority score (40%), HLA match (25%), blood type (15%), size (10%), waitlist time (10%)

Notifications

  • In-app notifications appear for high-priority events
  • Configure notification rules in Settings → Notification Rules
  • Email notifications require EHR integration configuration

Administrative Tasks

User Management

  • Create User: Settings → Users → Add User
  • Roles: Admin (full access), Coordinator (patient/donor management), Viewer (read-only)
  • Deactivate User: Settings → Users → select user → Deactivate

Backup Procedures

  1. Manual Backup: File → Backup Database
  2. Select Location: Choose a secure location on a separate drive
  3. Verification: The backup is automatically verified after creation
  4. Frequency: Back up at least once per shift (recommended)

Audit Log Review

  1. Help → View Audit Logs
  2. Filter by date range, user, or action type
  3. Generate compliance reports: Settings → Compliance → Generate Report

License Management

  • View license status: Settings → License
  • Activate license: Enter the license key provided by TransTrack
  • License expiration warnings appear 14 days before expiry

Troubleshooting

Application Won't Start

  1. Check that no other instance is running
  2. Verify the encryption key file exists in the userData directory
  3. Check the application logs in <userData>/logs/

Database Errors

  1. The application automatically verifies database integrity on startup
  2. If corruption is detected, restore from the most recent verified backup
  3. Contact TransTrack support if issues persist

Login Issues

  1. After 5 failed attempts, the account is locked for 15 minutes
  2. An admin can unlock accounts from Settings → Users
  3. Forgotten passwords must be reset by an admin

Performance Issues

  1. The database uses WAL mode for concurrent read performance
  2. Large patient lists (1000+) may take longer to load
  3. Priority recalculations are batched for efficiency

Data Export

CSV Export

  • Available from the Waitlist page → Export → CSV
  • Includes all visible patient data
  • Audit logged

PDF Report

  • Available from the Waitlist page → Export → PDF
  • Formatted report with priority color coding
  • Suitable for printing and distribution within the facility

FHIR Export

  • Available from Patient Details → Sync to EHR
  • Requires EHR integration configuration
  • Exports FHIR R4 Bundle resources

Emergency Procedures

System Failure During Active Matching

  1. Document the current state of matching manually
  2. Restart the application
  3. Re-run matching from the donor organ
  4. Compare results with manual documentation
  5. File an incident report

Suspected Data Breach

  1. Stop: Do not continue using the system
  2. Notify: Contact IT administrator and Compliance Officer immediately
  3. Document: Record the time, what was observed, and actions taken
  4. Preserve: Do not delete or modify any data or logs
  5. Follow: HIPAA breach notification procedures

Last updated: 2026-03-21