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Sample management

This section describes how to manage laboratory samples within 4Geeks Health. Efficient sample management is crucial for accurate and timely laboratory testing and results reporting. This module tracks samples from collection to processing and ensures proper identification and handling.

Overview

The Sample Management module provides tools for:

  • Tracking Sample Collection: Recording when and how samples are collected from patients.
  • Labeling Samples: Generating and applying unique labels to ensure correct identification.
  • Managing Sample Status: Tracking the status of samples (e.g., Collected, In Transit, Received at Lab, Testing, Results Available).
  • Linking Samples to Orders: Connecting samples to the corresponding lab test orders.
  • Handling Sample Rejection: Documenting reasons for sample rejection (e.g., insufficient quantity, improper collection).
  • Integrating with LIS (Laboratory Information System): Facilitating seamless data exchange with the laboratory’s information system.

Accessing Sample Management

You can typically access this module in the following ways:

  1. From the Navigation Menu:

    • Look for a “Sample Management,” “Laboratory,” “Lab Samples,” or similar option in the main navigation menu.
    • Click this option.

  2. From a Lab Order:

    • When creating or viewing a lab order, there may be a link or section related to sample collection and management.

  3. From a Patient Record:

    • While viewing a patient’s record, there may be a section or tab for “Samples,” “Laboratory,” or similar.

  4. From an Outpatient Visit or Inpatient Encounter:

    • If lab tests are ordered during a visit or encounter, there may be a direct link to sample management.

Recording Sample Collection

1. Initiate the Process

  • Navigate to the Sample Management section using one of the methods described above.
  • Click a “New Sample,” “Collect Sample,” “Add Sample,” or similar button. Alternatively, you may initiate sample collection from a lab order.

2. Fill Out the Sample Collection Form

The form will likely include the following fields:

  • Patient *: Select the patient from whom the sample is collected. This may be pre-populated if you are accessing sample management from the patient record, order, or encounter. Mandatory.
  • Lab Order *: Link the sample to the corresponding lab order. This is crucial for associating the sample with the requested tests. Mandatory.
  • Sample Type *: Specify the type of sample collected (e.g., Blood, Urine, Stool, Swab, Tissue). Mandatory.
  • Collection Date and Time *: Record the date and time the sample was collected. Mandatory.
  • Collected By: Select or enter the name of the person who collected the sample.
  • Collection Method (if applicable): Specify how the sample was collected (e.g., Venipuncture, Swab, Clean Catch).
  • Collection Site (if applicable): Specify the body site from which the sample was collected (e.g., Left arm, Right antecubital fossa).
  • Volume/Quantity: Record the volume or quantity of the sample collected (e.g., 5 mL, 10 g).
  • Container Type: Specify the type of container used to collect the sample (e.g., Red-top tube, Sterile container, Urine cup).
  • Additives (if applicable): Note any additives present in the container (e.g., EDTA, Heparin).
  • Notes: Any additional notes or comments about the sample collection (e.g., “Difficult draw,” “Patient fasting”).
  • Sample ID: A unique identifier for the sample. This may be auto-generated by the system or manually entered (following your organization’s protocol).

3. Saving the Record and Printing Labels

  • Review: Double-check all entered information for accuracy.
  • Save: Click the “Save,” “Record Collection,” or similar button.

  • Print Labels: The system should allow you to print labels for the sample containers. These labels should include:

    • Patient Name
    • Patient ID (MRN)
    • Sample ID
    • Date and Time of Collection
    • Sample Type
    • Barcode (for automated tracking)

  • Apply Labels: Immediately apply the printed labels to the corresponding sample containers. Proper labeling is essential to prevent misidentification.

Managing Sample Status

The Sample Management module allows you to track the status of each sample as it moves through the laboratory workflow. Common statuses include:

  • Collected: The sample has been collected from the patient.
  • In Transit: The sample is being transported to the laboratory.
  • Received at Lab: The laboratory has received the sample.
  • Testing: The sample is currently being analyzed.
  • Results Available: The test results are available.
  • Rejected: The sample was rejected by the laboratory (see below).

You can usually update the sample status manually or through integration with the LIS.

Handling Sample Rejection

If a sample is rejected by the laboratory, you should document the reason for rejection.

  • Update Status: Change the sample status to “Rejected.”
  • Rejection Reason: Select a reason for rejection from a predefined list (e.g., Insufficient quantity, Hemolyzed, Clotted, Improper container, Mislabeled, Specimen integrity compromised).
  • Notes: Add any additional notes about the rejection.
  • Notification: Notify the appropriate personnel (e.g., the ordering provider, the phlebotomist) about the sample rejection.
  • Recollection: Determine if a new sample needs to be collected.

Integration with LIS (Laboratory Information System)

Ideally, 4Geeks Health’s Sample Management module should integrate seamlessly with the laboratory’s information system (LIS). This integration enables:

  • Automatic Order Transfer: Lab orders created in 4Geeks Health are automatically sent to the LIS.
  • Real-time Status Updates: The status of samples is automatically updated in 4Geeks Health as the sample is processed in the LIS.
  • Results Reporting: Lab results are automatically imported from the LIS into 4Geeks Health and attached to the patient’s record and the corresponding order.

Reporting

The Sample Management module may provide reporting capabilities to:

  • Track Sample Volume: Monitor the number of samples collected by type, date, and collector.
  • Identify Delays: Identify bottlenecks in the sample processing workflow.
  • Monitor Rejection Rates: Track sample rejection rates and identify potential causes.
  • Audit Trail: Maintain a complete audit trail of all sample-related activities.

Important Considerations

  • Proper Labeling: Accurate and complete labeling is critical to prevent sample mix-ups and ensure patient safety.
  • Specimen Integrity: Follow proper procedures for collecting, handling, and transporting samples to maintain their integrity.
  • Training: Provide thorough training to all staff involved in sample collection and management.
  • Standard Operating Procedures (SOPs): Develop and follow clear SOPs for all aspects of sample management.
  • Quality Control: Implement quality control measures to ensure the accuracy and reliability of laboratory testing.
  • User Permissions: Set the user permissions according the roles.
  • Compliance: Ensure the procedures are according to the regulations.

This documentation provides a comprehensive overview of managing laboratory samples in 4Geeks Health. Remember to adapt any specific field names, status options, or steps to match your organization’s customized configuration and laboratory workflows.