Sample Management

The Samples screen (/samples) is the accessioning hub where specimens are registered, barcoded, tracked through departments, and linked to invoice line items.

Permission module: samples (collection uses sample_collection)

Sample lifecycle

stateDiagram-v2
    [*] --> Ordered: Tests on invoice
    Ordered --> Collected: Phlebotomy
    Collected --> Received: Lab accession
    Received --> InProcess: Bench work
    InProcess --> Completed: Results entered
    Completed --> Verified: Pathologist sign-off
    Verified --> Delivered: Patient notified
    InProcess --> Rejected: Quality issue

Creating and registering samples

From invoice workflow

1. Create or open patient invoice.
2. Use Sample Collection (sample_collection.create).
3. System generates tests requiring specimens.
4. Print barcode labels (quick.barcode_printer).

Standalone registration

Users with samples.create can register ad-hoc samples when your workflow permits walk-in collection without pre-invoice.

Field	Description
Patient	Linked MRN / registration ID
Invoice reference	Optional binding to billing
Tests	Drives container and volume requirements
Collection center	Branch where drawn
Collected at	Timestamp for TAT
Barcode	Unique machine-readable ID

Barcode format

Use a consistent prefix (e.g., S-YYYYMMDD-####) so staff and middleware can validate scans quickly.

Barcode printing

The Barcode Printer quick permission enables:

• Specimen tube labels
• Requisition forms
• Rack position stickers

Ensure printer DPI matches label stock (typically 203 or 300 DPI).

Department worklists

Samples filter by:

Filter	Use
Department	Bench-specific queue
Status	Pending, in-process, completed
Date range	Daily workload
Collection center	Multi-site routing

flowchart LR
    S[Sample barcode scan] --> Q[Department queue]
    Q --> T[Technician bench]
    T --> R[Results entry]

Sample status updates

Technicians with samples.edit may:

• Mark received at central lab
• Record rejections (hemolyzed, insufficient volume)
• Add processing notes
• Link outsource send-out tracking

Rejections should trigger reception rebill or recollection per lab policy.

Sample handling

The sample_handling admin module configures rules for:

• Centrifugation steps
• Storage temperature
• Aliquot requirements
• Stability deadlines

Align handling SOPs with delayed sample thresholds.

Analyzer prerequisite

Before analyzer ingest:

1. Sample must exist with matching barcode.
2. Tests on sample must include analyte mapping.
3. Patient demographics optional but improve ORU messages.

Orphan machine messages appear in results inbox with error status.

Permissions summary

Action	Permission
View worklists	samples.view
Register sample	samples.create / sample_collection.create
Update status	samples.edit
Remove erroneous registration	samples.delete
Print barcode	quick.barcode_printer

Operational reports

Report	Sample data
Pending samples	Awaiting processing
Delayed samples	Past catalog TAT
Test performance	Volume by test
Turnaround time	Collection to verify

Best practices

Practice	Rationale
Scan at collection	Eliminates wrong-patient errors
Double-container rules	Prevent recollects
Daily pending review	Supervisor huddle
Reject reason codes	Quality metrics

Never reuse barcodes

Barcode reuse causes analyzer results to attach to wrong patients. Retire damaged labels and issue new codes.

Related documentation

• Results
• Analyzers
• Test Catalog
• Collection Centers