How to Manage the Laboratory Workflow in SoftClinic GenX

The Laboratory Workflow handles the collection, acceptance or rejection of samples against the ordered investigations. This is where you process the accepted samples and send/ share back the validated certified results to various departments of the hospital/facility/Referred Doctor/Patients.

The system allows users to specify the result entry pattern, result’s unit of measures, process templates, parameters and sub-parameters (if any), types of containers used to collect specimens etc. Based on this profile’s configurations, the laboratory system will help the application user to process the investigation more accurately and effectively.

Table of content for following article is as follow:

1. Laboratory Test
2. Sample for a Laboratory Test
3. Document the Receipt of a Sample
4. Results of a Lab Sample
5.Certify the Lab Results
6. Print the Lab Results

How to Add a Laboratory Test?

1.From the left navigation menu, click Laboratory.

2.Click Lab Requisitions.

3.Click ADD+ to enter a new request.

As you can see on the above screenshots, the lab requests are color coded depending on their status. Use the guide below for reference:

Color Code	Meaning
White	Done with registration for lab request.
Pink	Done with sample collection.
Light Red	Done with sample receive/acceptance.
Blue	Done with Result Entry.
Green	Done with sample certification and the request is complete.

4. Choose the Facility where the patient is registered by clicking the drop down arrow.

5. Enter the patient’s name on the ‘Search (Double Click to Open Patient)’ field or you can double click this field to pull up the patient list.



If the patient is not listed in the database, you can manually add the patient details on this same screen.

6. Use the search bar to easily locate the kind of service being requested to be completed for the patient.

7. To process the payment for the selected service, choose the payment method, then click Add.

8.Once done, click SAVE.

💡Note: Once the request is processed, the patient will automatically receive a 
confirmation through the phone number that was used to register on WhatsApp.

How to Get a Sample for a Laboratory Test

Follow the steps below to record what sample needs to be collected, who will collect the sample, and if it will be sent to some other place for procession of samples. Note that this is a non mandatory step.

1. Click Laboratory from the left navigation menu then select Lab Requisitions.

2.Search for the lab request by using the Search Criteria at the top of the page. Then click the SEARCH button to pull up any lab requests that meet the criteria.

3.Once you find the lab request you need to get a sample on, click the 3 dots on the right side of the existing lab request, then click Sample Collection.

4.When getting samples, it will also show what sample needs to be collected. To complete it, follow the guidelines outlined in the lab request.

5.Once the sample is collected, edit the date and/or time as needed. Then, select the Collected Mode and Collecting Location when applicable. Finally, fill out the “Collected by” field by using the drop down arrow.

💡Note: The name of the lab technician will show on the drop down if he use his
 logins to access the system.

6. Once you’re done filling out the details on the “ Requisition or Investigation Order Detail” tab, click “Send to (Laboratory)”  and fill out the necessary information. Once all once done filling out details in this tab, click on Save.

7. Once a sample is collected, the service request in the Lab Requisition will change into pink.

How to Document the Receipt of a Sample

Note that this is a non-mandatory section, which users can skip

1.From the Lab Requisitions page, click the 3 dots on the right side of the existing lab request, then click Sample Receive Acceptance.

2.To receive and accept the sample, tick the boxes under “ Received” and “Accepted”.

💡Note: If samples are rejected, tick the box under “Recollection/Rejected” 
then use the “Reason for Rejection” dropdown to choose the approriate
feedback. Doing this will allow the user to reject the sample if anything
 goes wrong.

If the sample is rejected then the Reason for Rejection field becomes 
mandatory. These field data fetch from Specimen Remarks Master. 

3. Once done, click SAVE.

4. Once the sample receive/acceptance is processed, the service request in the Lab Requisition page will change into Light Red.

How to Enter the Results of a Lab Sample

1.From the Lab Requisitions page, find the lab request you need to enter the results for. Click the 3 dots on the far right side and click Result Entry.

2.Fill out the result field based on the lab results.

Use the following guidelines when completing this page:

COLUMN	DESCRIPTION
UoM	These are configured in the Lab Masters
Entry Remarks	Enter any details, if there’s any.
Re-test	Check the box if a test needs to be conducted again.
3 dots icon	This provides the option to check the  previous results and normal range.

💡Note: Results filled will automatically fill out if the system is integrated in the laboratory 
machines.

3. Once done, click SAVE.

4. Once the Result Entry is processed, the service request will change into BLUE and the ‘Result’ column will show TRUE. Note that the ‘Certified’ column shows FALSE. This is because the result/sample is not yet certified.

How to Certify the Lab Results

1.From the Lab Requisitions page, find the lab request you need to certify. Click the 3 dots on the right side of the existing lab request, then click Certification.

2.To certify the results, tick the box under “Certified”.

3.To Save changes, click SAVE.

4.Once the sample certification is processed, the service request in the Lab Requisition page will change into GREEN. Patients will also automatically receive the results in Whatsapp and an email with a PDF attachment.

How to Print the Lab Results

1.Go to the Lab Requisitions page then find the lab request you need to print. Click the 3 dots on the far right side then click Print.

2.A new window will pop up. Click the PRINT button on this window.