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Version 1.5

Introduction

The Search & Match Service of WMDA  is a web based software application that is accessible through the internet. This service offers authorized users a single comprehensive application that can be used to search and provide matches for donors/cords. If you would like to know more about the Search & Match Service you can watch this video

About this document

This document is designed to act as a reference guide covering the most important aspects of the Search & Match Service. 

Content

The chapters in this guide roughly follow the sequence of the business process. Note that the instructions provided in most sections of this document assume as a starting point that you have logged into the Search & Match Service as a user with appropriate access privileges.

NOTE: Although every care has been taken to ensure the accuracy of this guide, there may be a few areas where there are functional or cosmetic differences between the current version of the user guide and that of the software. Therefore, we ask that users apply their intuition and common sense. Please kindly notify the WMDA office of any information that may be missing from the user guide, and any major discrepancies. We will make every effort to promptly update the user guide as further refinements are made to the software.

Bearing that in mind, we are sure that you will find a wealth of valuable information in this user guide to assist your daily use of the software along with the necessary understanding of the basic concepts. 

Further Sources of Help

This guide aims to help users of the Search & Match Service to effectively perform specific aspects of the process and to manage record information. If you encounter any technical difficulties in using the system and cannot resolve them by reference to this user guide, please contact the WMDA office at support@wmda.info.

Data Handling Procedures

Users of the Search & Match Service must comply with the data security and handling requirements. Once you extract data from the system, you are responsible for its security in accordance with your national legislation and your local department data handling policies and procedures.

Generic Principles

This user guide provides you with instructions on how to use the Search & Match Service. It is designed to assist you with searching for donors or cords and provide you the best potential match to your patient.

Important information:

  • The Search & Match Service uses the OptiMatch matching algorithm that helps to provide probability matching using haplotype frequencies.For more information about haplotype frequencies, visit this web page.
  • The Search & Match Service uses asynchronous matching, meaning that your searches will keep running even though you are not logged in or using other features in the system.
  • The Search & Match Service is browser agnostic, therefore it has been programmed and optimised for use with the latest versions of a few browsers like Mozilla Firefox, IE 7 and above, Safari and Google Chrome. The Search & Match Service is also compatible with laptops, PCs, tablets and partially with mobile devices.
  • As the Search & Match Service is a web-based application, it may be subject to delays depending on the speed of the internet connection and server load. If you are not able to access the login screen of the application, please check that your internet connection is in proper working order.
  • In certain instances, if you close your browser, the browser window or the tab in which the Search & Match Service is running, new entries or modified data will be lost unless you have click Save or Update beforehand. It is therefore essential to save data after every change is made!
  • WMDA collects the data from donors and cords on behalf of the listing organisations and OptiMatch is connected to this database to perform the probability matching algorithm.
  • For technical reasons, only one instance of the application can be opened at a time. Therefore, it is not advisable to have multiple sessions open as this may also lead to inconsistencies between the different application windows.
  • After 30 minutes of inactivity the application will close automatically. You will again see the login screen, and any unsaved data will be lost. Your searches will continue to run as part of the asynchronous matching feature.
  • The Search & Match Service is secured using HTTPS. Because of this all communications between the web browser and server are encrypted, guaranteeing data privacy and security.
  • Please always exit the application by clicking on the Logout button.  You will then be logged off and the application will close.
  • The Search & Match Service is accessible at all times unless it is unavailable as part of any upgrades or maintenance work. 
  • The Search & Match Service is only available in the English language.
  • Cookies and Java Script need to be enabled to be able to use the Search & Match Service properly.
  • Generally you should avoid using browser buttons such as < (”back one page”) or > (”forward one page”), as by going ”back one page” the previous action (saving, etc.) could be performed again.
  • Next to some fields or functionalities you can find an  icon with more explanation.

VERY IMPORTANT NOTICE about probability matching

The Search & Match Service performs probability matching by using either a haplotype frequency or allele frequency algorithm. Please keep in mind that probability matching will just calculate chances and you should use it as a tool in combination with your own knowledge of HLA. Do not select donors/cords solely on the probabilities calculated by the system. You can read more about haplotype frequencies here.

Getting started

Accessing the Search & Match Service

You can access the Search & Match Service via web address (or URL) by entering the address: https://search.wmda.info. You can save a bookmark in your browser, e.g. for the Search & Match Service, so that you are immediately directed to the login page. Click on the 'Forgot Your Password' as indicated with a red box in figure 1, fill out your e-mail address (this field is not case sensitive) on the reset password page of figure 2 and click on the 'Send Password Reset Link' button. You will then receive an e-mail with a link to set your new password.


Figure 1: Login screen of the Search & Match Service.

Figure 2: Forgot Your Password page.

Click on the link in the e-mail you received from the system. Choose your own password, confirm this password and click on the reset password button (figure 3).


Figure 3: Reset password.

Return to the login page (figure 1) and login with your e-mail address and new password. The Search & Match Service ensures that the right credentials have been entered before granting access to the system. The system defaults to your personalised Search & Match Service homepage, where you will find your dashboard with information about searches and patients from you and your organisation. Furthermore, you will find some practical information, links to addresses of registries and cord blood banks and information about how to report feedback and problems.


Tip: If you haven’t changed your password for a long time, we recommend that you do so to ensure that your profile is secure. We recommend that you change your password every 6 months.

Changing your password

Follow the steps described above to access the system for the first time.

  • Step 1: Click on the link 'Forgot Your Password?' at the Search & Match Service login screen (figure 1).
  • Step 2: In the next screen (figure 2), enter your e-mail address and click on the 'Send Reset Password Link' button. 
  • Step 3: Click on the link in the e-mail you received from the system. 
  • Step 4: Choose a new password, confirm your new password and click on the reset password button (figure 3).
  • Step 5: Go back to the login screen and enter your e-mail address and your new password.

Logging off

To close and exit the application click on your name on the right site, just below the blue header and a Logout button will appear (figure 4). After logging out of the system, you will be redirected to the login screen. 

 

 
Figure 4: Logout

Note: Please do not simply close your browser; otherwise your unsaved data may be lost.

System Overview


The system is made up of three main generic areas (figure 5):

  • Top level – Also referred to as the Navigational Toolbar or ribbon. This allows you to view and manage data within each of the sections.
  • Main middle pane – The main pane within the system displays a summary view of the information contained on that page. 
  • Footer – These are useful links that provide you with additional information that will help with the search and matching process.



Figure 5: Navigation levels

Navigational Toolbar

The Navigational Tool bar is displayed across the top of the screen. This toolbar is also referred to as ribbon in some instances. This toolbar displays links that take you to the specific section you wish to view/manage.


Listed below are the links/buttons and a short description:

Button

Description

Logo

Clicking on the logo will open the WMDA website in a new browser window.

Home

The ”Home” icon will return you to your own personal Homepage in the Search & Match Service.

Add Patient

This opens a form that allows users to register the details for a new patient.

Patient List

This section lists all active and inactive patients. Within this section users are allowed to manage their own or organisational patients.

User name/profile

This section contains now only the logout functionality.

Logout

This action will sign you off and return you to the login page.

Home

This section includes your personalised dashboard, which shows information about the number of active patients from you and your organisation. It also presents the numbers of patients with an error, patients without searches performed (only registered), searches that are still running and the search reports that are available. Furthermore, you will find on this page some practical information, links to the addresses of registries and cord blood banks and information how to report feedback and problems. (figure 6: personal homepage) 



Figure 6: Personal homepage


Add patient and update patient

This section allows you to enter and register a patient that you wish to perform a donor/cord search for. You can register a patient manually or automatically through an API.

Register your patient automatically

WMDA has defined an API. If you have implemented this API, you can register your patients from your local system into the Search & Match Service without manually typing. Read here all details.


Register your patient manually

First click the "Add Patient" button. You will then receive a pop-up asking you whether the patient has consented to being entered on the list. When you do not have the patient's consent, please indicate this. You will then not be able to enter a patient ID or comments, but you will still be able to enter HLA and additional details and perform an anonymous search. The first form shown below in figure 7 is only used for entering new patient registrations, the second form is for updating existing patients. When entering data, make sure that the fields marked with a red asterisk (*) are completed as they are mandatory in order to perform a search. In some of the fields (CMV, blood group, ethnicity, diagnosis, gender) values can be selected from a pre-defined drop-down list.

The form is divided in 5 blocks: HLA details, medical details, search type, additional information, and legal terms.

The "update patient" form is accessed by clicking on a patient in the patient list. It additionally shows the match results if you already have performed a match run. The button "Add patient and run match" is replaced by the button "update patient and re-run match". Furthermore, 2 extra buttons are visible: "Request Search Advisory" (for requesting advice on difficult searches from the WMDA HLA expert) and "Deactivate patient" (for moving a patient from the active patient list to the inactive patient list).


When entering a Patient, only the following fields are mandatory:

  • Patient ID (ID assigned by your organisation; please do not enter patient's names). Only when indicated that you have the patient's consent. 
  • A valid HLA-A, -B, and -DRB1 phenotype
  • Ethnicity to improve the operation of the Haplotype frequency algorithm (ethnicity is set to "Unknown UK" by default)


Figure 7: Add patient form and Update patient form

On saving a record, your entries will be checked immediately for plausibility and completeness. If a record is not plausible, an error or warning message will be displayed on the top of the page.

As part of capturing all of the patient details we recommended that you add all available additional data. You will benefit from these extra patient details when you are reviewing the additional details from donors/cords and you will be able to make a better judgement for your patient. 

NOTE: It is now also possible to perform matching on only HLA-A + HLA-B. This option is only available in the add patient / update patient form in the box Search type. Please keep in mind that this match run will take more time to retrieve results and should only be performed if you have not retrieved valuable potential donors with the n/10, n/8, or n/6 match runs.

Other things to consider when entering patient details:

  • The patient ID should be unique and the system will check for duplicates when you validate the data by clicking on the Add patient button. The patient ID cannot be changed when you update your patient (read only field).
  • HLA should be entered with a colon (:) as separator.
  • HLA strings can not be entered into the HLA fields; you can use the DNA Type Lookup Tool at the top right corner to lookup the corresponding NMDP code.
  • Search determinants will be generated from the DNA values entered. The search determinants will be used for matching.
  • Dates can be entered either by using the calendar or just by typing. When you enter the date manually, please ensure they conform to the ISO date format of YYYY-MM-DD which is also shown in light grey (mask) in the date fields. Date of birth can also be in the future.
  • Use the tab key to move from field to field. When using the tab key on the HLA fields, the cursor will move as such that you can first enter both locus values, before moving to the next locus.
  • After you are finished entering the patient's details, please click on the "Add patient and run match" button at the bottom of the page. This will trigger a validation of the entered data. 
  • If the system finds any issues they will be highlighted in RED at the top of the form stating the reasons for it not saving the data.
  • If the system detects no problems, then the details entered are stored in the database and a match run is automatically triggered for the patient.
  • For urgent recipients, the 'Urgent' checkbox can be set. This checkbox does not affect the speed of the match functionality, but may be used to manage the list of patients described in the previous section.
  • Default, the system will start to run a 10/10 matched donor search. If you only want to register your patient, make sure that both check boxes for donor and cord search are set to no in the section search type. This prevents the triggering of a search
  • If you did not enter HLA from your patient for all 5 loci; A, B, C, DRB1, DQB1, the system will not perform a 10/10 match run, but will downscale the match run to either 8/8 or 6/6 depending on the amount of HLA loci available from your patient.

Patient List

This section allows users to manage their own and/or organisational patient list. The page is broken down into two sub categories:

  • Active patients
  • Inactive patients

The tabs "Active patients" and "Inactive patients" show a number in brackets representing the total number of patients in the corresponding list.

Within each category you can view a list of your own patients or a list of all patients from your organisation:

  • Just my patients
  • All patients from my organisation

Figure 8 shown the differences between the views. Differences are shown by red boxes. The left top panel is the default view of the patient list page.


Figure 10: Patient list


Within the patient list you can perform various other functions listed below:

Actions

Description

View: Just my patients

Shows all patients that were entered by you (the logged in user).

View: All patients from my organisations

Shows all patients listed against the entire organisation (including patients from the logged in user).

Sorting using column headings

If you have a large number of patients, you can sort them using the following column headings:

Active patients (figure 8 left side panels):

Urgent - Whether or not the patient has been flagged as urgent.

Patient ID - Patients are listed in ascending or descending order of their patient ID.

Username - The patient list is sorted based on the username of the person within your organisation who added the patient. (Only visible in view "all patients from <my organisation>").

Date of Birth - Patients are listed in ascending or descending order of their date of birth.

Ethnicity - Patients are listed in ascending or descending order of their ethnicity.

Patient last updated - Patients are listed in ascending or descending order according to the date the patients details were last updated.

Last viewed - Patients are listed in ascending or descending order on the date the search results from a patient were last viewed.

Inactive patients (figure 8 right side panels):

Patient ID - Patients are listed in ascending or descending order of their patient ID.

Deactivated by - The patient list is sorted based on the username of the person within your organisation who deactivated the patient. (Only visible in view "all patients from <my organisation>").

Deactivation date - Patients are listed in ascending or descending order of their date of deactivation.

Deactivation reason - Patients are listed in ascending or descending order of the reason of deactivation.

Last viewed - Patients are listed in ascending or descending order on the date the search results from a patient were last viewed.

Quick Search: Search by patient ID

If you know the Patient ID or part of it then a quick search can be used to bring up the patient record.


Within the table of listed Active patients you can manage your patients by performing the following actions listed below:

Actions

Description

Patient ID Link

Clicking on the Patient ID link will open the update patient form to allow users to perform the following functions:

Edit/Update patient details: Modify any details for the given patient, except the Patient ID.

Request Search Advisory - You can request search advice from the WMDA HLA experts if you are facing a difficult search case.

Deactivate patient – This will deactivate the patient record, remove the record from Optimatch and place them in the Inactive patient list.


PLEASE NOTE: Update of any of the patients details such as HLA, will automatically trigger a new match run. This might change previous search results.

Only if you remove all ticks in the search type block, no new match run is triggered, but any previous search results will be lost as well.

(Search) Results Link

This shows you if a search is still in progress or if there are results available for review.

If the search is still in progress, you see the following icon/text:

You will see "A,B,DR Donors: Match run in progress..." if you are only running a donor search and additionally "Cords: Match run in progress..." if you are also running a cord search. The page will automatically refresh if the results are available.

If you see the search results, you can click on these to go to the search results page.

Key points to remember:

If you have triggered a search for the first time, then the system automatically performs a 10/10 donor match using the haplotype frequency algorithm. The system will downscale the match run to either 8/8 or 6/6, depending on the number of loci available of the patient.

For cords, the default match run is a 8/10 cord match at allele level using the haplotype frequency algorithm.

The number of donors/cords found is displayed for the type of match performed. 

If you have applied any filters (CMV or gender) to searches then the system will display the number of donors/cords against the type of match performed and filters applied. On screen filters are not saved to the search results in the patient list table.

When you hover over the filter icon, you can see which filter(s) was applied.

Deactivate patient

The system automatically deactivates your active patients when you have not performed any activities with this patient for more than 6 weeks (last viewed report date > 6 weeks). These patients will be archived in your inactive patient list with reason for deactivation: "system deactivated".

Inactive patients are deleted from the system when the de-activated date is >12 months.

If you wish to manually deactivate a patient, you can click on the patient ID in the active patient list and in the update patient form you can click on "Deactivate patient". The system will now ask you to specify the reason for deactivation as shown in figure 11. After selecting the reason, you have to confirm the deactivation by clicking on the "Deactivate patient" button as shown in the second screen  of figure 11.


Figure 11: Deactivation reasons

Reactivate patient

Within the table of listed inactive patients you can manage your patients by performing the following actions listed below:

Actions

Description

Patient ID Link

Clicking on the Patient ID link will open the update patient form to allow you to perform the following functions:

Reactivate patient - This will reactivate the patient record and place them back in the active patient list. It is not possible to edit any details of the form; only the details of active patients can be edited. After clicking on the reactivate patient button, the system shows the the following message:

Click on "reactivate patient" again and a new match run is automatically triggered and this will update the search results that were known from before. If you performed a donor and cord match run before, the system will update both searches.


Search results

Once the match process is completed, the number of matched donors/cords and short summary of the search will be presented in the column "Results" from the patient list. This link redirects you to the search results details. When a user clicks on the search results they are presented with a search results page consisting of the following parts:

  • Summary of results
  • Search settings
  • Patient details
  • Match results for (patient ID)
  • Registry code information
  • G/P-Code information
  • NMDP Code information


By default, only the boxes with the summary of results and the match results are expanded; the other boxes are all collapsed (Figure 12).




Figure 12: Search results

Summary of results

Within the search report the system displays in the upper section of the search report a summary string that’s used as part of the search results. As part of the search summary the system clearly states the search criteria which includes:

  • Number of donors/cords found at a specific match type and matching algorithm
  • The number of donors that are shown in the match results table
  • The search date (date and time is in UTC)

Optional: if filters are applied, these are also shown in the summary. Filters are divided into 2 categories: filter settings (CMV and gender) and on-screen filters (blood group, registry, age, TNC and CD34+ count (cords only)).

An example of the summary of results is shown in figure 13.


Figure 13: Search results: Summary of results
The summary of results also includes two Print buttons.

Actions

Description

Print results

Users may wish to print a search report. They can click on the appropriate print button and the report will be generated in a printable format that can be printed in black and white format. The search report is designed to print in landscape mode.

More explanation about the print report can be found in a separate section below.

Print selected resultsOnly search results that are marked with a black star will appear in the search report and can be printed.


Search settings

The search settings box (figure 14) consist of 3 or 4 parts:

  • Match type and algorithm
  • Grouping/sorting (only visible when selecting haplotype frequencies and 1 or 2 mismatches; not shown before 'Run a mismatch search' has been performed.)
  • Filter
  • Maximum number of records (donors/cords) 


By default, the search settings box is collapsed at the match results page.


Figure 14:Search results: Search settings

Match type and algorithm


Actions

Description

Select Matching algorithm

The system by default runs matches using the haplotype algorithm. You can choose the haplotype or allele frequency algorithm to calculate the probabilities that are shown in the match results table.

After you have selected a new matching algorithm, you have to click on the button "Get search results" to retrieve your new results.


Allele frequency matching: The probability of a match is calculated separately for every individual HLA loci considered. Since the match probability is calculated independently for every HLA locus, any linkage information between the HLA loci is lost.

Haplotype frequency matching:The probability of a match is calculated for the full HLA haplotype under consideration. This procedure takes linkage information into account and provides the most accurate match probabilities.

Search/Match type

When executing a donor search, the system performs a 10/10 match run using the haplotype algorithm by default. The match type selection after the initial donor match run consist of a drop-down menu called loci to consider:

You can change the loci to consider to:

If you would like to change to mismatched match types, you first have to click on the "Run a mismatch search" button. The system will then perform a new match run including mismatched donors. After retrieving these search results, the match type menu will consist of two selection drop-down menus: "Loci to consider" and "Mismatch type". You can choose between the following match types:

The Loci to consider drop-down menu is changed a little bit and you can choose between the following options:

For the Mismatch type drop-down menu you can choose between the following mismatch types, depending on your selection in the Loci to consider menu:

Loci to consider: n/10 search:

Loci to consider: n/8 search (at HLA-A, B ,DRB1, DQB1) and n/8 search (at HLA-A, B, C, DRB1):

Loci to consider: n/6 search:



 

When executing a cords search the default is to run a 8/10 match run at allele level (n/10 search + two mismatches on any locus) using the haplotype algorithm.

The Loci to consider drop-down menu consists of the following options:


For the Mismatch type drop-down menu you can choose between the following mismatch types, depending on your selection in the Loci to consider menu:

Loci to consider: n/10 search:

Loci to consider: n/8 search (at HLA-A, B ,DRB1, DQB1) and n/8 search (at HLA-A, B, C, DRB1):

Loci to consider: n/6 search allele matched and n/6 search class I matched at antigen level, class II matched on allele level:



After you have selected a new match type, click on the "Get search results" button to retrieve your new results.

NOTES:

  • If you patient's HLA does not include information from 5 loci (A, B, C, DRB1, DQB1), the system will automatically downscale the default match run to either 8/8 or 6/6, depending on the number of loci available for the patient. This is also shown in your patient list in the results column when you retrieved the results.
  • If you are requesting mismatch results, the table with the match results will first show you all potential 10/10 matched donors followed by the mismatch match type you requested.
  • If the mismatch type drop-down shows you an option with >=, it will also show you lower match grades after the requested results.

Grouping/Sorting

Actions

Description

Apply Grouping/Sorting

Standard (default): search results are grouped by the number of matching values on allele level and within the groups sorted by probability. E.g. 10 loci considered (n=10) and 1 mismatch, headers are 10/10 and 9/10 (potential) allele matches; within group sorted by probability of associated number of mismatches. This standard grouping/sorting is available for all options: both matching algorithms (allele frequencies and haplotype frequencies) and all mismatch types (zero, one two mismatches)

Optional: search results can be grouped together and sorted by the sum of probabilities of potential matched and mismatched donors when selecting one or two mismatches. These options are useful in case of many potential matched (and single mismatched) donors with low probabilities. E.g. 10 loci considered (n=10) and 1 mismatch, header +9/10 (potential) allele matches; sorted by sum of probability of 10/10 and 9/10.


E.g. 10 loci considered (n=10) and 2 mismatches, header +8/10 (potential) allele matches; sorted by sum of probability of 10/10, 9/10 and 8/10.

PLEASE NOTE: This grouping/sorting block is not visible when you select haplotype frequencies and zero mismatches or allele frequencies.

PLEASE NOTE: This grouping/sorting is available for both donor and CBU searches. However, for CBU searches only for 1 and 2 mismatches.


The method of grouping/sorting will also be shown in your summary of results:


EXAMPLES

When haplotype frequencies are selected and 10 loci are considered (n=10) with 1 mismatch, and sorted by sum of probabilities - include 0 and 1 mismatches.

The sum value of the probabilities for potential 10/10 matched donors and 9/10 potential matched donors are used for primary sorting. Useful in case of many potential 10/10 matched donors with low probabilities. If potential 9/10 matched donors are available with higher probabilities than 10/10 potential matched donors, the 9/10 donors will appear on top of your match list with header +9/10 (potential allele matches.

When the "haplotype frequencies" matching algorithm is selected and 10 loci are considered (n=10) with 2 mismatches, and sorted by sum of probabilities - include 0, 1, and 2 mismatches.

The sum value of the probabilities for potential 10/10 matched donors, 9/10 potential matched donors and 8/10 potential matched donors are used for primary sorting. Thus is useful in case of many potential 10/10 and 9/10 matched donors with low probabilities. If potential 8/10 matched donors are available with higher probabilities than 10/10 and 9/10 potential matched donors, the 8/10 donors will appear on top of your match list.

Filter

At the search settings box you can apply two filters: for CMV and gender. These two filters will not affect the number of search results you get in contrast to on-screen filters, which will be explained later in the match results table.

Actions

Description

Apply Filters

The system by default does not apply any filters for gender and CMV. You can apply the filters in the "search settings" box on the search results page. Only one option can be applied per filter.

The following filters can be used:

Gender - choose between no filter, male, male or unknown, female, female or unknown.

CMV status - choose between no filter, positive, positive or unknown, negative, negative or unknown.


After you have selected a new match type, click on the "Get search results" button to retrieve your new results.

PLEASE NOTE: If you have applied any of these two filters, the filtered search results will be saved in the column (search) results of the patient list. Please exercise caution when you review your results again later and always first look at the summary of results to see if any filters were applied. 


Maximum number of records

Actions

Description

Change maximum number of records displayed

The system by default shows you 250 search results. You can expand this to either 500, 750, 1000, 1250, 1500, 1750, or 2000 records.

After you have selected another maximum number, click on the "Get search results" button to retrieve the extra records.


PLEASE NOTE: If you do increase the number of results displayed, the search and/or applying of filters will take longer to perform in this case.

Patient details

In the patient details box, all medical details from your patient that were filled out at the "Add patient" form are shown. (Figure 15). By default, this box is collapsed at the search results page.


Figure 15: Search results: Patient details

Actions

Description

Edit patient

If you click on the "Edit patient" button on the Search results page, you will be referred to the "update patient" form.

As soon as you have edited any details and saved this by clicking on the "Update patient and re-run match" button, a new match run will be triggered.

Match results table

An overview of the match results table of donor search results and cord search results are shown in figure 16 and 17. These results are from searches using the haplotype frequency algorithm. When you are using the allele frequency algorithm, the percentages for the probability of mismatches are not shown.

By default the donor match results are sorted by:

1. HLA

2. Probability in 10% intervals (default)

3. Donor age in 5 year intervals


By default the cord match results are sorted by:

1. HLA (6/6, 5/6, 4/6)

2. Number of total nucleated cells (TNC) for cords


NOTE: By default, cord search results are sorted at matching categories depending on the selection you made in the "loci to consider" drop-down menu; The probabilities are also based on allele level matching only, so please be aware of this when using the n/6 (at HLA-A, B, DRB1), Class I matched at antigen level and Class II matched at allele level match type.

Overview of donor search match results


Figure 16: Donor match results table

Overview of cords match results


Figure 17: Cord match results table

Explanation colours, abbreviations, percentages and codes

Abbreviation / column

Description

HLA patient

In the grey bar, you can find the HLA of your patient. This header will move with you when you are looking at results more below.

Probability of mismatches

0, 1, 2

Probability of a mismatch at 0 loci, 1 locus, and 2 loci. The percentages are only shown when you are using the haplotype frequency algorithm and are based on the match type you have been chosen (out of 6 then 6 loci are considered; out of 10 then 10 loci are considered).

The five squares above the probability percentages are representing, respectively, locus A, B, C, DRB1, and DQB1. They are showing in letter/colour codes if a certain loci of a donor/cord is likely to match with your patient or not.

  • A - Green: allele match or identical antigen recognition domain
  • P - Blue: potential allele match
  • L - Orange: allele mismatch, but antigen match; The HLA typing is shown in the same colour and underlined
  • M - Red: antigen mismatch. The HLA typing is shown in the same colour and bold
  • -   - not specified

NOTE: When you are using for cords the match type ≥4/6 (at HLA-A, B, DRB1), Class I matched at antigen level and Class II matched at allele level, the probabilities are calculated based on allele level match for all loci and not only for DRB1.

DPB1 TCE3 grading model

Various studies have shown a potential beneficial effect if the HLA‐DPB1 classification based on T‐Cell Epitopes (TCE) is considered in donor selection. Among the 9/10 and 10/10 donor candidates, those with a permissive DPB1 constellation are preferred over those showing a non‐permissive DPB1 constellation. The implementation in OptiMatch is called "DPB1 TCE3 grading" and is based on the following publications and uses the new score based algorithm that was realised with 3 TCE groups [3].

  1. Zino E, Frumento G, Marktel S, et al.A T‐cell epitope encoded by a subset of HLA‐DPB1 alleles determines nonpermissive mismatches for hematologic stem cell transplantation.Blood (2004) 103:1417‐24.
  2. Zino E, Vago L, Di Terlizzi S, et al. Frequency and targeted detection of HLA‐DPB1 T cell epitope disparities relevant in unrelated hematopoietic stem cell transplantation.Biol Blood Marrow Transplant (2007) 13:1031‐40.
  3. Crivello P, Zito L, Sizzano F, et al. The Impact of Amino Acid Variability on Alloreactivity Defines a Functional Distance Predictive of Permissive HLA‐DPB1 Mismatches in Hematopoietic Stem Cell Transplantation. Biol Blood Marrow Transplant (2015) 21:233‐41.

DPB1 TCE3 evaluation is performed and displayed for A, B, DR typed donors under the following conditions:

  • Patient DPB1 values must be present. Ambiguities in the form of multiple alleles codes, G‐ codes, etc. are allowed.
  • Donor DPB1 values must be present. Ambiguities in the form of multiple alleles codes, G‐ codes, etc. are allowed.
  • The donor must be in the group of potential '9/10' and '10/10' allele matches. Therefore, it is implicitly assumed that a 10/10 search is configured and can be accessed. In case of 8/8 and 6/6 donor searches or cord blood searches, there will be no DPB1 TCE3 grading.

The results of the DPB1 TCE3 grading is shown below the donor’s DPB1 values by using the following symbols:

The explanation of the symbols is also provided when hovering the symbols.


Ambiguities in patient and/or donor HLA‐DPB1 may lead to multiple possible TCE classifications. The probability values for the respectively potentially permissive,non‐permissive in GvH direction or non‐permissive in HvG direction are provided upon hover over the symbol. The probability values of the A‐symbol are divided over more than 1 TCE group.
The probabilities are based on the consensus HLA‐DPB1 allele frequencies and are rounded to one percentage point. It should be noted that HLA‐DPB1 linkage disequilibrium with the other HLA‐loci is not considered.

Registry

Reg Abbr

This column shows you the ION code of the registry or cord blood bank where the donor or cord is registered followed by the abbreviated name.

When you hover over the abbreviated name, the full name becomes visible.

This column may also shows you an icon that indicates that the registry is either WMDA accredited or WMDA qualified. If no icon is present next to the ION code, then the registry is not WMDA qualified or accredited.

: the icon that indicates that the registry has a "WMDA accredited" or "WMDA qualified" status

When you hover over the icon, the icon indicates whether the registry has been WMDA qualified or whether the registry has been fully accredited. Also the validity period of the qualification/accreditation is visible.

: The icon with a "Q" and a silver/grey V: WMDA Qualified

:The icon with an "A" and a gold/yellow V: WMDA Accredited

 : registry is accredited for the period 2004 to April 19, 2020



When viewing a CBU search report you can also determine from the icon whether or not the cord bank is accredited and what accreditation they have.

: This icon indicated that a cord bank has been accredited for only FACT.

: This icon indicated that a cord bank has been accredited for both FACT and AABB.

 When you hover over the icon, it displays the accreditation status the bank has.

 

Age

Age of donor/cord

Gender

Sex: M = male, F = female

Blood group

Blood group, e.g. A+ = blood group A, rhesus positive, B- = blood group B, rhesus negative

CMV

CMV status and date determined (YYYY-MM-DD)

Possible values:
N = Both IgG and IgM negative
Q = Questionable / Unclear
G = IgG positive, IgM negative
M = IgG negative, IgM positive
B = Both IgG and IgM positive
P = IgG or IgM positive, test did not differentiate
H = IgG positive, IgM not tested
O = IgG negative, IgM not tested

TNC (107)

Only in CBU search report: net total number of nucleated cells in the cord blood unit reported as 107

CD34+ (106)

Only in CBU search report: net total number of CD34+ cells in the cord blood unit reported as 106

Visible only when donor/ cord details are expanded
Probability of match per locus

If you expand the donor/ cord details, the probability of a match per locus becomes visible:

This also correspondents with the letter/colour code from the five squares in the column probability of mismatches. These probabilities are only calculated for the 5 loci A, B, C, DRB1, and DQB1.

Donor or cord IDThe donor/ cord ID assigned by the registry or cord blood bank who provided the details. PLEASE NOTE: If you are a transplant centre user then the Donor IDs will not be visible.
GRIDGRID, Global Registration Identifier for Donors, is a new ID for donors (not for CBUs) that is globally unique. The first 4 numbers of the GRID refer to the ION of the organisation where the donor is registered. From July 1st 2019, GRID will become the primary ID for communication purposes between organisations.

Ethnicity

Ethnic group: The system uses the same ethnic groups as defined for the EMDIS system:

 CCR5C-C chemokine receptor type 5, also known as CCR5 or CD195, is a protein on the surface of white blood cells that is involved in the immune system as it acts as a receptor for chemokines.

This is the process by which T cells are attracted to specific tissue and organ targets. Many forms of HIV, the virus that causes AIDS, initially use CCR5 to enter and infect host cells.

Certain individuals carry a mutation known as CCR5-Δ32 in the CCR5 gene, protecting them against these strains of HIV.

Possible values are:

DD = Deletion (delta 32) - homozygous

DW = Deletion (delta 32) / wildtype - heterozygous
WW = Wildtype - homozygous
No of DonationsNumber of donations: This is the number of donation the donor had before. It can include both BM (bone marrow) and PBSC (peripheral blood stem cells) donations.
StatusStatus of a donor or CBU. For donors, the status can be available (AV), reserved for a patient (RS), temporarily unavailable (TU)
Last contact dateOnly for donors. The last date that the organisation/registry had contact with the donor.
VolOnly for CBUs. Frozen volume of the CBU.
MNOnly for CBUs. Total number of mononucleated cells (post processing, prior to cryopreservation).
ViabilityOnly for CBUs. Percentage of viable cells measured in an aliquot of the CBU or attached segment. This test can be performed on different cell types (TNC, CD34PC, CD45PC) and with different methods (7AAD, proprium Iodide, Trypan Blue, other)
No of attached segments

Only for CBUs. Number of attached segments of a CBU.

Actions

Description

Apply on-screen Filters

The system by default does not use the filters. You can apply the filters in the header of the match results table on the search results page by clicking on the funnel . The applied filters will also be shown in the summary of results on top of the search results page.

The following filters can be used:


DPB1 TCE3 grading - You can filter the results by the following options: Permissive, Non-permissive in HvG direction, Non-permissive in GvH direction, Ambiguous, Unknown. (only available for donor searches with zero or 1 mismatch considering 10 loci)

Registry - You can select the registries from which you would like to see the donors/cords only. Only registries present in the original Match results will be shown in the list of registries.

Age - You can set a maximum age. This filter can only be applied for the donor match results.

Blood group - You can filter the results by blood group; you can select more then 1 option.

TNC - You can set a minimum amount of TNC that is required and filter the results. This filter can only be applied on cord match results.

CD34+ - You can set a minimum amount of CD34+ that is required and filter the results. This filter can only be applied on cord match results.


NOTE: The on-screen filters will reduce the number of match results shown on your screen. Each donor or cord will keep the original number in the match results table. Therefore, the numbers in the match results table with on-screen filters applied are not consecutive anymore. These filters will not be saved in your search results.

Expand / Collapse match results

Additional details from donors/cords can become visible by expanding the results by using the plus key on the left of a results or by clicking on anywhere at the row of the donor/cord. You can also expand the details of all donors/cords at once by clicking on the plus key in header of the match results.

After you expanded the details, you can also collapse them again by clicking on the minus key or by clicking on anywhere at the row of the donor/cord.

As part of the expanded details you can now view a full Donor/Cord report by clicking the View report details button. This report opens in a new window that provided additional details related to the donor/cord.

You also have the ability to print this report by clicking on the print button.


Select donors / cords

You can select your favorite donor/ cords by clicking on the star behind the donor/cord in the table. This results will then be highlighted yellow and the star is filled black. The stars are also visible on your print report and they will also be saved in your search results.

Hover over NMDP/ G/P codes

When you hover over the G/P code or NMDP code you can see which alleles are included.

Hover over TCE3 grading sign

When you hover over the DPB1 TCE3 grading symbol, you can see the probability values for the respectively potentially permissive,non‐permissive in GvH direction or non‐permissive in HvG direction. The probability values of the A‐symbol are divided over more than 1 TCE group.

Registry Code information

The box with registry code information shows all the ION codes with their registry name and abbreviated name. By clicking on  before the registry name, you are redirected to the organisational information (like addresses, phone numbers etc) of the registry on WMDA Share.

All columns in this box can be sorted.

In the match table itself, you can also hover over the ION code to see the name of a registry.


Figure 18: Registry Code information

G/P-Code information

The box with G/P- Code information shows you which alleles are included in G or P codes that are used in the match results table. In the match table itself, you can also hover over the G or P code to see which alleles are included.


Figure 19: G/P-Code information

NMDP Code information

The box with "NMDP Code information" shows you which alleles are included in the NMDP codes that are used in the match results table. In the match table itself, you can also hover over the NMDP code to see which alleles are included.


Figure 20: NMDP Code information

Print report

The print report button is located in the box with the summary of results at the search results page.

When you click on one of these buttons, a print job will be generated and you can either print it directly to a local printer or you can print it to pdf to save the results. The layout of the print report should be set to landscape to provide you the most optimal print.

The print report is currently only available in black and white.

The print report contains the following expanded boxes from the Search results page:

  • Search type with the patients ID
  • Summary of results
  • Patient details
  • Match results table

The following sections are only expanded in your print if you have expanded them on your screen:

  • Registry code information
  • G/P code information (if shown on screen)
  • NMDP code information (if shown on screen)


NOTES:

Do NOT use the print functionality of your browser (e.g. ctrl+p); you will not get the appropriate layout.

If you are experiencing problems with printing, please first check if your browser is updated to the newest version.

PageContent
On every page
  • Print date (in left top corner)
  • Search type with patient ID in header
  • web address (left bottom corner)
  • page number / total number of pages
Front page
  • The search type with patient ID in the title 
  • Summary of results
  • Patient details
after front page (2 till end)
  • Match results table
  • Registry code information
  • G/P code information (if shown on screen)
  • NMDP code information (if shown on screen)


NOTES:

Sometimes the front page is divided over 2 pages, depending on the amount of patient details and the size of the summary of results (can be larger when filters are applied).

The search date can be different from the print date. The search date should be leading if you need to determine if you have to repeat a match run for new donors/cords.



Figure 22: Print report example

The footer section of the website contains links to various other useful information for you as a user (figure 23). All links with the icon , link out to another website, WMDA Share. Links with a icon, will open up an e-mail message. The report a problem link is only visible when you are logged into the website.


Figure 23: Footer

Listed below are the links and a short description:

Link

Description

Bite size learningThis link brings you to the archive of the bit size learning subjects mailed before to all users of the Search & Match Service

FAQ

This link brings you to the Frequently asked questions on WMDA Share.

User Guide

This link brings you to this user guide on WMDA Share.

Registry addresses

This link brings you to the organisational information of registries and cord blood banks on WMDA Share.

Useful links

This link brings you to a page on WMDA Share with useful links for performing search activities and to the websites of international professional organisations.
Cookie informationThis link brings you to a page with information about the use of cookies on our website.
Data protectionThis link brings you to a page with information about data protection on our website.
Contact usThis link brings you to a page with our contact information.
Terms of useThis document contains the term of use. Every user complies with these terms of use when they login to the website.
Report a problemThis link generates an email which contains the page where you are at that moment (and where probably the problem is) and from which user the problem is reported.

 

DateVersionDescriptionAuthor
2016-11-091.0First version for launchJK
2016-12-051.1Updated due to improvements systemJK
2017-01-061.2Updated due to last release of 2017-01-06JK
2017-10-131.3

Updated due to last release of 2017-10-13

JK


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