Sample Tracking Work Queues

Table of Contents

Purpose

The Sample Tracking Work Queues section of LIMS is used to process generic samples that have been checked into the lab and need to be tested. The following workflow functions are performed in this module:

Specimens are "received" into the lab (after field technicians check specimens into the lab)
Tests are assigned to specimens
Tests are performed and results recorded on configured forms
Test results are approved from a lab perspective and made available for reporting in the Quality Control module

Filter Pane

The filter pane can be used to filter the underlying queue data by a variety of variables. Filter controls that appear are configured in the Administration module by your MetaField administrator. Filter sets can be saved for future use in the Select A Filter pick list. To provide more screen space, the filter pane can be collapsed using the arrow on the right side of the header bar.

Common Grid Icons

Icon	Description
Pencil	Edits the test information
X	Deletes the record
i	Displays sample / specimen (field) data
Folder	Opens lab (test) documents related to a test

Queues

To Receive

The To Receive queue shows all specimens that have been checked into the lab but have not been "received" into the lab workflow yet.

Button	Description
Receive Specimen	"Receives" the specimen into the lab workflow
Print Receiving List	Prints a paper receiving list that can be used to audit the receiving process in the lab
Change Lab	Specimen can be associated to another lab if checked into the incorrect lab by mistake
No Tests For Specimen	Marks a specimen as having no lab tests and will terminate its workflow in the lab
Add Specimen	Adds an additional specimen to the selected sample
Add Sample	Adds a brand new sample - user is ported to the Quality Control module to enter the sample Useful when samples are dropped off in the lab by contractors where field staff was not involved in gathering the sample / specimens

Tests To Assign

The Test To Assign queue shows all specimens that have been received into the lab workflow that need to have specific lab tests assigned to them.

Button	Description
Assign Test(s)	Associates a lab test with the selected specimen Lab Instructions provided in the Field are used to communicate which tests should be performed Multiple lab tests can be associated with one specimen (i.e. specimens that are tested multiple time and not destroyed during the previous test) See the Assigning Tests* sections below for detailed information on how tests are associated with specimens.*
Change Lab	See Change Lab Above
Add Specimen	See Add Specimen Above
Add Sample	See Add Sample Above

Assigning Tests

Click the Assign Test(s) button to assign tests to the specimen (and potentially "split" specimens to support the required tests). The following pop up will appear and be pre-populated with the tests "ordered" when the sample was logged. Additional tests can be added by clicking the Add Test button above the grid.

The Retain a Portion of the Original Specimen for Future Testing check box can be used to "retain" the original specimen for future testing (versus assuming all of it will be used for the selected tests). For example, you may have a large bag of aggregate that you receive. You take the necessary material from it to perform the initial tests ordered, but expect that future tests may need to be executed on that same material later.

The Combine column can be used to "group" tests with a given specimen (i.e. a certain test does not destroy the specimen and the material can be used again for another test). The values presented in the Combine pick lists are are arbitrary letters (A, B, C, etc.). Assign a "like" letter to the tests you want to associate to the same specimen.

Clicking Next will display a screen similar to the following. The system is taking the specimen you are assigning tests to and "splitting" it into individual specimens (one for each test) unless you forced a grouping using the Combine pick list in the previous screen. For each specimen / test that is created, you will need to supply the following (see table below).

Field	Description
Test Duration	Label only Displays the number of days it takes to execute this test based on the test metadata defined in Administration
Comments	Label only Comments from the Lab Instructions record
Specimen Size	Size of the new specimen that is created Default will be the specimen size of the original specimen
Test Age	Age of the test (days) If supplied, the Test Date will calculate based on the Sample Date + Test Age days
Test Date	Date of the test (date) If supplied, the Test Age will calculate based on the Test Date - Sample Date
Lab Technician	Lab technician assigned to perform the test (optional)
Test Notes	Notes regarding the execution of the test (reminders to lab technician, special instructions, etc.)
Test Cost	Cost assigned to the test in Administration (will be blank if not defined in Administration)

Click Save after all test details are defined to finish the process.

Testable

The Testable queue shows all tests that are waiting for the Test Date to arrive.

The Testable queue is now displaying tests instead of specimens.

Button	Description
Add Test	See Add Test Above
Modify Test Date	Test Date can be changed for a test
Print Early Test List	Prints a report of the tests schedule for a future test date
Add Specimen	See Add Specimen Above

To Test

The To Test queue shows all tests where the test date equals the system date or prior. Overdue tests are highlighted in a red shading.

Button	Description
Enter Test Results	Opens the configured test form to enter test data / results
Add Test	See Add Test Above
Print Test List	Prints a report of the tests schedule for today
Add Specimen	See Add Specimen Above

To view field (sample / specimen) data when entering test results, click the Show Sample / Specimen Data button at the bottom of the Enter Results screen. This will open another browser tab with the sample / specimen data data.

Tests In Progress

The Tests In Progress queue shows all tests that typically span multiple days. Tests appear in this queue when the Next Test Action Date is filled in and the Test Completed Date is not filled in. Test records will fall out of this queue and return to the To Test queue when the Next Test Action Date = system date (today) so the next phase of the test can be executed.

Button	Description
Edit Test Results	Opens the configured test form to edit test data / results
Add Test	See Add Test Above
Add Specimen	See Add Specimen Above

To Review

The To Review queue shows all completed test that are awaiting lab review and approval.

Button	Description
Approve	Marks the test as "Approved" (Approve By, Date Approved) Changes the status of the test (in QC) from Lab-Review to Analyzed Project manager is alerted in their Dashboard queue Only users with appropriate permissions can approve LIMS results User will be asked if they want to generate a batch report
Add Test	See Add Test Above
Open In QC	Opens the test in QC so a report can be generated for the test If lab technicians need to create reports (versus project managers), lab technicians should be granted rights to Quality Control - Sample Tracking.
Add Specimen	See Add Specimen Above

Done

The Done queue shows all tests that have been completed and approved in the lab. The queue will default to the most recent 30 days of tests, but can be broadened or narrowed if needed.

Button	Description
Open In QC	See Open In QC Above
Add Specimen	See Add Specimen Above