Version 2.5

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://searchmatchfesa.z6.web.core.windows.net/#/auth. 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.

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).

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 left of the site page and a Logout button will appear (figure 4), once clicked, it will take you to the log out screen. After logging out of the system, you will be redirected to the login screen. 

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.
  
  Currently no footer 

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:

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) 

Currently no home page

Add patient, update patient, view 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 "Create 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, view patient for 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:

• My patients
• My organisation's patients

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

• Active patients
• Inactive patients

They each show a number in brackets representing the total number of patients in the corresponding list.

Figure 8 shows the patient list page of active and inactive patients, and the screen which is displayed once a patient has been selected and clicked on. 

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

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

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.

Reactivate patient

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

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).

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.

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.

Match type and algorithm

Grouping/Sorting

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.

Maximum number of records

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

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

---

Figure 17: Cord match results table

Explanation colours, abbreviations, percentages and codes

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.

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.

Footer

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:

Links to assist you in your searches

The following list contains useful links to assist in finding a potentially matched donor:

• WHO HLA Nomenclature
• Immuno Polymorphism Database (IMGT/HLA)
• Allele Frequencies in worldwide populations
• Bioinformatics and HLA expertise
• HLA Frequency Maps
• The Common and Well-Documented (CWD) allele catalogue
• Current Topics in Histocompatibility and Transplantation (CTHT)

International professional organisations

In the field of HLA a few professional organisations are active in order to provide information on immunogenetics and histocompatibility.

• American Society for Histocompatibility and Immunogenetics (ASHI)
• European Federation For Immunogenetics (EFI)
• British Society for Histocompatibility and Immunogenetics (BSHI)
• European Society for Blood  and Marrow transplantation (EBMT)
• Center for International Blood and Marrow Transplant Research (CIBMTR)
• World Marrow Donor Association (WMDA)
• American Cancer Society (ACS)
• American Society for Blood and Marrow Transplantation (ASBMT)
• International Society for Experimental Hematology (ISEH)
• Worldwide Network for Blood and Marrow Transplantation (WBMT)

DNA Reference tables

WMDA has been creating DNA reference tables, named DNA_hlacore.zip and DNAinclrenamed_hlacore.zip

These expanded tables were meant for fast lookup, and are based on the following sources :

• http://hla.alleles.org/wmda/
• http://bioinformatics.bethematchclinical.org/HLA/numeric.v3.zip

FAQ from Users of the Search & Match Servcie

• GENERAL
• PATIENT MANAGEMENT
• SEARCHING
• CASE STUDIES

Educational newsletters

No 1: The Sorting order within a donor search report

No 2: Printing of search reports

No 3: New feature added: DPB1 TCE3 model

No 3b: DPB1 TCE3 model update and revised information

No 4: New features added