One of the most critical points in laboratory diagnostics is patient check-in and the professional documentation of the sampling process. This workflow ensures that the samples to be tested, the patient's data, and the requested laboratory tests are in full alignment, minimizing the risk of errors.
In this guide, we demonstrate how to manage laboratory bookings, record sampling data, and generate official laboratory request forms and bulk online requests within the system. The process guides you from patient identification through printing barcode labels to issuing final documentation.
Steps of the Sampling Process
The process begins under the Labor module menu, on the Labor arrivals tab, where the current patient can be selected from the daily list.
1. Patient Check-in and Data Verification
Click on the patient's row in the list to open the booking details.
Select the Patient Check-in option.
Data Verification: A pop-up window will appear, asking you to verify personal details (name, date of birth, mother's name) and the residential address.
Missing Data: If the Social Security (TAJ) number or ID number is missing, these fields must be filled in on this interface to proceed.
In the billing section, check the box if the buyer's details differ from the patient's data.
2. Lab Item List and Sampling Fees
In the next step, the system displays the ordered tests (e.g., Vitamin A, ANA antibodies, eGFR).
Verify the Sampling Fees on the right-hand panel.
If necessary, you can still modify the packages or add individual tests using the search function.
Click Save Changes, then Next.
3. Label Printing and Sampling
The system generates labels to be attached to the sampling tubes (e.g., EDTA, NATIVE tubes).
Click the Print button to produce the barcode stickers.
To begin the actual sampling, select the Lab Sampling Location, then click Start Sampling. The system will start a timestamp.
At the end of the process, finalize the operation by clicking Finish Sampling, then Submit.
4. Request Form and Documentation Generation
After a successful save, the Generate Request Form button becomes available on the booking datasheet.
The system prepares the official Laboratory Request Form, which includes patient data, ordered packages, the time of sampling, and the necessary legal declarations.
Bulk Online Request: In the Delivery Note menu, you can select samples from multiple patients to generate a "Laboratory Summary for Online Requests" document, facilitating the transport of samples to the laboratory.
Tips
Tip: Always check the type of sampling tubes (e.g., purple or red caps) after printing the labels to ensure the sample is placed in the correct vacuum tube.
Tip: If the patient faints or the sampling is interrupted for technical reasons, use the Interrupt button in the bottom left corner to close the process with a formal justification.
Summary
The process is based on accurate patient identification and providing missing official identifiers.
The system automatically calculates sampling fees based on the selected tests.
Printing labels and timestamping the sampling process ensures full traceability.
The generated request form contains all necessary legal and professional data for the laboratory.
FAQ
What happens if the patient's Social Security (TAJ) number is missing?
What happens if the patient's Social Security (TAJ) number is missing?
The system indicates mandatory fields with a red border during the check-in process. You will not be allowed to proceed to the sampling stage until the required identifiers are recorded.
Can a submitted sampling be undone?
Can a submitted sampling be undone?
No – once submitted, the process is closed. Modifications can only be initiated on the booking datasheet by editing the tests before the final submission.
How can I record special instructions for the laboratory during sampling?
How can I record special instructions for the laboratory during sampling?
In step 3 of the process, on the Sampling tab, click the "Comment" (speech bubble) icon in the top right corner to provide extra information. Based on the video example, you can enter requests such as: "Please perform the test despite the low blood volume!". This comment will subsequently appear on the generated request form under the "Comments related to the request" section.