Reference Lab Clients & Orders

Manage B2B client laboratories, inbound orders, and specimen tracking from the Reference Lab workspace (/reference-lab). This module bridges external client manifests with EaseLab's internal sample and results pipelines.

Client registry

flowchart TB
    CL[Client lab record] --> CT[Contract terms]
    CL --> RL[Rate list]
    CL --> USR[Portal users optional]
    CT --> ORD[Orders]

Client profile fields

Field	Purpose
Legal name	Invoicing
Code	Short identifier in barcodes
Contact person	Operations liaison
Email / phone	Alerts
Billing address	B2B invoices
Payment terms	Net 30, prepaid, etc.
Default rate list	Pricing
Active flag	Hide lapsed clients

Create clients before first order — duplicate codes break manifest imports.

CRM handoff

Winning a B2B deal in CRM? Copy commercial terms into client profile notes before go-live.

Order lifecycle

stateDiagram-v2
    [*] --> Draft: Client manifest
    Draft --> Received: Specimens arrive
    Received --> InProcess: Accessioned
    InProcess --> Completed: Results verified
    Completed --> Delivered: Sent to client
    Delivered --> Invoiced: Billing run
    Draft --> Cancelled: Client recall

Creating an order

Manual entry

1. Open Reference Lab → New Order.
2. Select client.
3. Enter client reference # (their requisition ID).
4. Add line items — tests per specimen.
5. Assign or import barcodes.
6. Save as Draft until specimens physically received.

Manifest import

For high-volume clients:

Format	Notes
CSV	Barcode, test code, patient ref
API	Future integration — see API
HL7 ORM	Middleware dependent

Validate test codes against catalog — unmapped codes fail accession.

Accessioning

When specimens arrive:

1. Mark order Received with timestamp.
2. Scan barcodes into Samples.
3. Link each sample to order line.
4. Flag discrepancies (missing tube, wrong test).

sequenceDiagram
    participant Client
    participant Receiving
    participant EaseLab
    Client->>Receiving: Courier delivery
    Receiving->>EaseLab: Mark received
    Receiving->>EaseLab: Scan barcodes
    EaseLab->>EaseLab: Route to departments

Discrepancy log supports client disputes.

Processing and results

Reference orders use standard laboratory workflow:

Step	Module
Bench processing	Department queues
Analyzer import	Analyzers
Manual entry	Result entry
Verification	Pathologist sign-off

Results may suppress patient demographics on client-facing exports when policy requires anonymized requisition IDs only.

Delivery to client

Method	When
Client portal	Self-service download
Secure email	PDF per order
SFTP / API	Enterprise
Printed courier	Regions with limited IT

Mark order Delivered when client acknowledges receipt — triggers invoicing eligibility per contract.

Client portal users (optional)

Assign client staff logins with scoped access:

• View only their orders
• Download result packages
• No access to retail patient data

Follow least-privilege — one login per client organization segment.

SLA tracking

Metric	Target source
Receipt to verify	Contract TAT
Delivery latency	Order delivered − completed
Rejection rate	Quality metric

Compare against turnaround time filtered by client tag.

Permissions

Action	Suggested permission
Manage clients	Admin or dedicated B2B role
Create orders	Reference lab coordinator
Accession samples	samples.create
Deliver results	report_delivery.create

Troubleshooting

Issue	Resolution
Barcode collision	Enforce client prefix
Test not found	Sync catalog codes with client
Partial order	Split order or backorder lines
Client denies receipt	Resend delivery audit log

Patient privacy

Client orders may include patient names from referring sites — treat as PHI under your jurisdiction.

Related documentation

• Reference Lab Overview
• B2B Invoicing
• Samples
• Outsource Tests Report