Sample processing to printing and sending finished reports

Regarding Sample Processing, samples change status as soon as at least one test result is entered and saved, then when all results are entered, then when approved, and finally when verified.

We will show this dynamic using a practical example.

So, on the work list, we find any sample that is in "NEW" sample status.

When we open it, we see that the sample overview is divided into two sections:

- Order details

- Sample details

At the top, we see the basic patient information, with the order number clearly highlighted, and below we see the sample details.

If we want to see additional details about the instruction, such as the tag or diagnosis, we click on the "down arrow" button.

On the right side of your screen you will see the "Activities on Order" button which will enlist all the events on this order chronologically.

You can additionally filter the view by selecting any of the samples on this order, or the entire order activity view.

We can also modify the order details directly from here through additional options that offer the following:

- Edit order data

- Add a comment to the order

- Add sample

By clicking on "Add a comment to the order" a field for entering a comment on the entire order opens. If we want the comment to be visible on the patient report to doctors, we will select the option to show the comment on report.

You can format the comment with tools provided on this view, and you can also select some of the predefined comments from the list.

You can also hide the comment from report, modify or delete the comment entirely.

And of course, any comment you added for the order will be visible and accessible via one click on the right hand side of your screen. The amount of comments added will be represented by a number, i.e. if you have one comment added, it will be represented by nr. 1.

After we add a sample, we need to also add analyses we want to process.

Below the order details, we have the sample details, where you can notice the red color indicating the sample type, in this case, serum and urine samples.

Next, we notice the grey circle icon indicating that the sample is in "NEW" status, and below are all the requested tests. You will also see the urgency listed on sample header row.

By clicking on the sample name, we can see sample details and modify the method if needed.

Furthermore, by clicking on the "3 stripes" icon, we have additional sample options:

- Review results

- Manual sample separation

- Reject sample

- Add analyses

- Choose barcode printer

- Edit sample

- Add a comment to the sample

- Add files

- Record audio

We will now explain the most used options...

To successfully reject a sample, select the "Reject sample" option, and we will have to add and save the reason for rejection.

Note that once you reject a sample, the reason for rejection will automatically be visible on the report, and you can no longer add a comment or anything else to this sample.

If there are multiple samples in an instruction, only one sample is rejected, not the entire order.

Furthermore, if you accidentally rejected a sample, you can return it to work by clicking the "Unreject sample" button, where we will again have to enter the reason for undoing the sample rejection. Once you've done this, the sample is again in sample state "NEW".

As before, this reason for returning the sample will be visible as a comment in the comments section.

If we want to add more analyses to the sample, select the "Add analyses" option, and now in the new window, select one or more analyses from the list added for this sample.

We can search for analyses by name or select them from the list if we find them right away.

If we selected and added the wrong analysis, we can remove it by selecting "x" in the upper right corner of the analysis.

Here you can select and change printer for sample labels from the list of available printer.

In the additional sample options, we can modify the sample details.

We can modify:

- Urgency

- Body site

- Collection method

- Collector

- Collection time

On the right side, we see the number of comments on the sample/submission, and clicking on this number opens the comments window where we can see existing comments from the doctor or submission.

As the name suggests, selecting this option you can redo all analyses, and enter new results or receive results from the analyzer. You will see the arrow indicator that they are re-done.

The process is same as with adding a comment for order, you can select if you want to add comment for order or sample.

If the analyses are connected to the analyzer, the analyzer automatically records the result, and you just need to approve the result, and later verify it.

If you manually record results, simply enter the results in the field provided for each analysis and click the "Save" button to save the result.

We notice in the GIF above that the sample status has now changed from "NEW" to "IN PROGRESS" by recording one or more analysis results.

We can also see in GIF above that we deliberately entered a result outside the reference interval.

We see that the result entry field is colored red and has the "L" flag indicating a low result.

If we want to repeat this analysis, depending on whether you are doing manual entry or the analyzer transfers the result, we have different options.

- Automatic Result Entry via Analyzer

Before sending results again from the analyzer, we go to the analysis options and mark the individual analysis "Repeat"

The analysis next to the name now gets an arrow mark indicating it is repeated, and the analyzer will now transfer/record the result here.

If we want to repeat multiple analyses, instead of marking each individually, we can select the option "Repeat all analyses" on the sample as we explained earlier.

- Manual Repetition of Analysis Result Entry

When manually entering results, repeat an analysis by simply clicking on the result entry field, entering the new result, and clicking "Save"

Additionally, for each analysis individually we can:

Analyses that are hidden from report are marked by a eye crossed out icon, while adding comment on analysis works same way as adding comment to order or sample.

When the results are saved, click "Review Results" button.

This changes the sample status from "IN PROGRESS" to "REVIEWED"

The sample status icon changes color to green.

Note: As we said earlier, analyses without recorded values get an "eye crossed out" icon upon sample review, indicating they will not be displayed on the patient's report.

When the sample is reviewed, a new button "Verify Results" automatically appears, and it is no longer possible to make any changes to the analysis results.

It is important to note that this option is only shown to users with sample verification permission in the laboratory.

It is only possible to return the sample to work and enter a comment on the sample.

If we made a mistake, we can always return the sample to work.

We do this through the sample options where we select the "To Progress" option and then must enter the reason for returning the sample to work.

This reason is saved as a comment on the sample and is visible in the submission/sample activity.

Now the sample is back to "IN PROGRESS" status, and it is possible to record results and add comments to the submission again.

After the results are completed, and the sample is in "REVIEWED" status, the laboratory verifier can verify the sample, which is the final step in sample processing.

Before verification, the verifier can review the comments and mark which comments should go on the report and which should not.

The sample is verified by clicking the "Verify Results" button.

After successful verification, we notice that the sample status icon is now a full green circle, indicating that the sample is completed and verified, and that the sample is now in "RELEASED" status.

Now we can't do anything with the sample, except the options for the released sample that include:

Canceling verification is done like removing sample review, so we click on "To reviewed" button and we must enter the reason for canceling verification.

We also have the option to print the sample report by clicking "Print" on the sample option.

It is important to mention that if there are multiple samples on an order, you can individually print the report for each sample via this option.

When we have verified all samples on this order, the "Print" and Preview button appear.

If you click on the "eye" icon, you can preview the patient report without printing the report.

While, if you click on the "Print" button, you will print out or save the report as PDF on your workstation.

Bonus:

In addition to printing the report, you also have the following options, but certain conditions must be met for them.

You can send the report via email if the patient has a valid email address added, or if the sender (clinic, department) has an email address added.

If that is the case, you will see a "Notify" button where you can see the available email and choose which one to send to.

If the person has a valid phone number added in the record, you can send a notification of the completed report via SMS.

As with email, it will appear under the "Notify" button option.

As explained above for sending report via email, when patient has a valid phone number added, and you have this feature enabled, you can send report directly via these messaging apps.

Process of sending is as with sending email report, under the "Notify" button.

Note that this feature is charged seperately.

If you want to know more about these bonus features, please feel free to contact us.

This brings us to the end of this guide. If you need additional explanations, contact our customer support team via chat, and they will be happy to help you.

Good luck with your work,