How to Process Lab Tests and Prepare Laboratory Test Results and Reports

2025-07-12

๐Ÿ“Š Test Entry, Conclusion Writing & Final Report Handling

๐ŸŽฏ Purpose of This Page

After a specimen has been collected and received, it's time to perform the tests, record results, and document clinical interpretations.

This is all done within the Laboratory Request Detail View, which provides the workspace for handling test data and producing the final patient report.


๐Ÿ” Where Youโ€™ll Work

Youโ€™ll work within the Laboratory Page, focusing on these tools:

  • โœ… Tests Tab
  • ๐Ÿ“ Conclusion Tab
  • ๐Ÿ” Lock & Print Tools

These tools allow you to transform raw results into a clear, verified, and professionally formatted lab report.


๐Ÿงช Entering Test Results

๐Ÿงญ Navigate to the Tests Tab

  1. Click the Tests tab in the top navigation.
  2. View the list of added tests and panels.

๐Ÿ“ฆ Test Packaging & Result Units

The system supports organizing tests into **packages** to streamline ordering and billing processes. By default, it comes with several predefined test panels, but administrators can configure additional packages as needed.

The system uses a parent-child hierarchy for packaged tests:

  • โœ… Selecting a parent test (e.g., "Lipid Panel") automatically includes all associated subtests.
  • ๐Ÿ“‹ Subtests are displayed beneath their parent test for easy management.

Users have the flexibility to:

  • ๐Ÿ’ต Bill by Package: Charge a single price for the entire panel.
  • ๐Ÿงช Bill by Individual Test: Charge separately for each selected test.

Adding a test or panel to a request automatically updates the patientโ€™s bill with the corresponding cost.

Type Description & Layout
๐Ÿงช Single Test Displays as a standalone item with a single result input field (e.g., โ€œWBC Countโ€).
๐Ÿ“‹ Panel Test Groups multiple related tests under a parent heading (e.g., โ€œLiver Function Panelโ€ includes ALT, AST).

๐Ÿ’ก Tip: When entering results, units are displayed for each test automatically, and administrators can configure SI units or conventional units in the Test Template settings.

โœ๏ธ Enter Results

For each test or subtest:

  • Result Field: Enter numeric or text value (e.g., 12.3, โ€œNegativeโ€)
  • Unit: Automatically shown (mg/dL, mmol/L, IU/L, etc.)
  • Validation: Results may be color-coded if outside normal range (if configured)

โš ๏ธ Note: Units cannot be edited here; they are pre-configured in the Test Template settings by your admin.

๐Ÿ”„ Switching Units (SI vs Conventional)

Above the test list, use the Unit Dropdown to toggle between:

  • ๐Ÿ”ข SI Units (e.g., mmol/L)
  • ๐Ÿ“ Conventional Units (e.g., mg/dL)

๐Ÿ’ผ Expenses Tab โ€“ Tracking Operational Costs

Expenses are internal costs related to completing a lab request.

Type of Expense Example
๐Ÿšš Transport / Courier Fees For sending samples to external labs
๐Ÿฅ Third-party Test Charges If an external lab performed some tests
๐Ÿงช Materials Used Extra test kits or rare reagents
โฑ๏ธ Staff Overtime Special handling during late or off-hours

๐Ÿ›  How to Add an Expense

  1. Go to the Expenses Tab.
  2. Click โ€œAdd Expenseโ€.
  3. Enter details such as description, amount, and payment method.
  4. Optionally: select Add to Bill to charge the patient.
  5. Click Save.

๐Ÿ” Note: Once the lab report is locked, expenses can no longer be modified.

๐Ÿ“ฆ Viewing Expense History

Each expense card shows:

  • ๐Ÿ“ Who added it
  • ๐Ÿ“… When it was added
  • ๐Ÿ’ณ Payment method
  • ๐Ÿ“ฅ Whether itโ€™s included in the bill

๐Ÿ“‹ Task Assignment, Timeline Audit Trail & Permissions Control

๐Ÿ“‹ What Are Tasks in the Laboratory System?

Tasks allow lab users to assign specific follow-up actions linked to a lab request. These tasks can include administrative duties or clinical actions such as rerunning a test, contacting a patient, or verifying outsourced results.

๐Ÿงญ Where Tasks Appear

Tasks are found in the Tasks Tab within a specific lab request. They are always tied to one request and cannot exist independently.

๐Ÿ›  How to Add a Task

  1. Open the relevant lab request.
  2. Go to the Tasks Tab.
  3. Click โ€œAdd Taskโ€.
  4. Fill out the form:
    • Title: Short description (e.g., โ€œVerify ALT resultโ€)
    • Assigned To: Staff member or role
    • Due Date: When the task should be completed
    • Status: Open, In Progress, Completed
    • Description: Additional details if needed
  5. Click Save.

Once saved, the task appears in the tab and in the assigned userโ€™s task list if applicable.

โœ… Managing Tasks

Tasks are displayed as cards and include:

Field Description
๐Ÿ“Œ Title Task subject (e.g., โ€œCall patient for re-testโ€)
๐Ÿ“Š Status Open, In Progress, Completed
๐Ÿ‘ค Created By The user who created the task
๐Ÿ‘ฅ Assigned To Person or team responsible
๐Ÿ•’ Timestamp Date/time of creation and updates

๐Ÿ” Note: Once the lab report is locked, tasks cannot be modified.


๐Ÿ“„ Writing the Diagnostic Conclusion

๐Ÿ“˜ What Is the Conclusion?

The Conclusion Tab is where you summarize findings in plain language โ€” especially important for panels or abnormal results. Examples:

โ€œFindings consistent with mild iron deficiency anemia.โ€

โ€œLiver enzymes elevated; possible hepatocellular injury.โ€

Clear conclusions help clinicians interpret results more effectively.

Laboratory Report Conclusion

โœจ Using Templates

๐Ÿ’ก Tip: Templates save time and ensure consistency across reports.

To use predefined conclusion templates:

  1. Click the โ€œTemplatesโ€ dropdown or icon in the Conclusion Tab.
  2. Select a phrase, such as:
    • โ€œPlease correlate with clinical findings.โ€
    • โ€œSuggest repeat test in 3 months.โ€
  3. The text will populate the editor. You can modify or append as needed.

๐Ÿ›  Admins can create or edit templates from the Templates Page.

Using Conclusion Templates

๐Ÿ“Ž Attaching Files

Enhance your reports by adding supplementary materials:

  • ๐Ÿ“„ External lab result PDFs
  • ๐Ÿ–ผ๏ธ Images (e.g., microscope or device photos)
  • ๐Ÿ“Š Machine-generated outputs

In the Files Tab, you can:

  • ๐Ÿ“ค Upload attachments
  • ๐Ÿ“ฅ Download previous reports
  • ๐Ÿ” Preview files directly in the browser

โœ… When selected, these attachments are embedded in the final PDF report.

File Management in Laboratory System

๐Ÿ”’ Locking the Report

๐Ÿ” What Does โ€œLock Reportโ€ Mean?

Locking prevents further editing of:

  • ๐Ÿงช Tests
  • ๐Ÿงซ Specimens
  • ๐Ÿ“ Conclusion
  • ๐Ÿ’ฌ Comments and Expenses

๐Ÿ›‘ It is the final step before printing or sharing the report.

โœ… How to Lock the Report

  1. Review all tabs: Tests, Conclusion, Files, Billing.
  2. Click the โ€œClose buttonโ€ in the toolbar.
  3. Confirm when prompted.

Note: Only authorized users (e.g., Supervisors or Validators) can lock/unlock reports.

Once locked:

  • ๐Ÿ”’ Fields become read-only
  • ๐Ÿ“ค SMS and Email buttons are activated
  • ๐Ÿ“ The timeline logs this action for audit tracking
Locking Lab Report

๐Ÿ–จ๏ธ Printing the Lab Report

After locking, you can generate and print a clean, professional report for patients or referring physicians.

You can choose to include the following details in the report:

  • ๐Ÿ‘ค Patient demographics
  • ๐Ÿงช All test results and units
  • ๐Ÿ“ Notes and comments
  • ๐Ÿ“‹ Conclusion
  • ๐Ÿ“ Attached files (if selected)

๐Ÿ“ค Available Formats

  • ๐Ÿ–จ๏ธ PDF: For emailing or printing
  • ๐Ÿ“ฅ CSV/Excel: For bulk data export
  • ๐Ÿ“„ HTML/Print View: For browser-based printing
๐Ÿ’ก Tip: Reports carry automatic timestamps and can include a signature line if configured.
Printing Laboratory Report

๐Ÿ“ค Communication: SMS and Email Features

After locking, you can notify patients or referring doctors using:

โœ‰๏ธ Email

Purpose: Share the final report or send notifications.

  1. Click the Email button.
  2. The system uses the patientโ€™s registered email address.
  3. Optional:
    • Attach the report as a PDF
    • Add a custom message (e.g., โ€œResults are ready. Please check your portal.โ€)

Tip: Ensure the patientโ€™s email is updated in their profile for seamless delivery.

๐Ÿ“ฑ SMS

Purpose: Send brief notifications (e.g., โ€œYour lab report is readyโ€).

  1. Click the SMS button.
  2. Edit the default SMS template if needed.
  3. The system sends the SMS to the patientโ€™s registered phone number.

Note: SMS content is kept brief and does not include sensitive results.

๐Ÿ’ก Message Delivery Tracking

  • ๐Ÿ“ค โ€œSMS sent to +44xxxxxxโ€
  • ๐Ÿ“ง โ€œEmail sent to john.doe@example.comโ€

โœ… Every communication is logged in the timeline for transparency.


๐Ÿ“Œ Reminders and Best Practices

Action Tip
๐Ÿ’พ Always Save Before Locking Unsaved changes will not appear in the final report.
๐Ÿ“ง Confirm Patient Contact Info Ensure email and phone numbers are correct before sending notifications.
๐Ÿ“‹ Use Templates to Save Time Templates help maintain consistency across all diagnostic conclusions.
๐Ÿ”’ Lock Only When Fully Complete Once locked, edits require supervisor override.

๐Ÿ•“ Timeline Tab โ€“ The Full Audit Trail

Every lab request contains a Timeline Tab that logs key actions automatically. This ensures transparency, traceability, and accountability across the lab workflow.

๐Ÿงพ What Is Logged in the Timeline?

Action Type Example Entry
๐Ÿ”„ Status Change โ€œStatus changed from โ€˜Specimen Takenโ€™ to โ€˜Specimen Receivedโ€™ by User Aโ€
๐Ÿงช Test Added or Removed โ€œUser B added Glucose Test to Request #0450โ€
โœ๏ธ Result Entry or Edit โ€œUser C entered ALT = 35 U/Lโ€
๐Ÿ’ต Bill or Expense Update โ€œDiscount of 15% applied by Billing Officerโ€
๐Ÿ” Locking or Unlocking Report โ€œUser D locked the reportโ€
๐Ÿ“‹ Task Added or Completed โ€œTask โ€˜Verify sampleโ€™ marked as Completed by Lab Managerโ€

The timeline provides an unalterable audit trail for investigating issues, defending clinical decisions, or supporting performance audits.