How to create Lab Orders from processed Transfers (Aliquots)

Starting with version 23.1, it is possible to configure Form Items associated with Transfers (Aliquots) with the purposes of triggering Lab Orders upon processing completion, which will be sent to the Safety Lab. Here is how.

Study Setup

You will need to configure and lock the Sample Path for your mother tube Sample as usual. Include the Transfer (Aliquot) step, as well as the processing steps for the Transfers (Aliquots).

You will need a very specific Item setup, with date/time fields for the Mother tube, as well as for each Aliquot that needs to trigger a Lab Order.

In your CRF Design > Study Library > Forms page, create a new Form, for example “Urine PK”. Create the Item Group, as you would normally do it.

Within the Item Group, create the “main” mother tube collection Item with date/time data type as usual. Add the Sample Path you have previously created.

Within the same Item Group, create the aliquot (daughter) tube date/time field.

Barcode Verify? needs to be ticked.
Capture Time? tickboxes are not required, this Item will not be actively collected during data collection.
Select the same Sample Path as for the Mother tube and the relevant Sample Transfer that will trigger the Labs.
Select the Lab Panel that the Aliquot will trigger.

You can create more than one Item for each Aliquot that needs to trigger a Lab Order.

With the setup done, lock your Form and include it in an Activity Plan, as usual.

Data Collection

During data collection, the Clinic team will collect the Mother Tube Sample as usual. They should leave the Daughter Tube field blank - this will be populated automatically later.

Sample Processing

In the Sample Processing module, the Mother Tube will appear for processing, as usual. The users can simply process the Mother Tube and the Daughter Tubes, as usual.

Please note, that Transfers that are configured to trigger Lab Orders, will have an Item Barcode, as opposed to a Transfer Barcode.

When the last step in the Aliquot Path is completed, two things will happen:

The Lab Order will become available to place in Lab > Orders. You can create the Order and receive results as usual.
The datetime field for the Aliquot in the data collection Form will be populated with the timestamp of the relevant Sample Processing audit. The user who “collected” the Aliquot will be the same user who had processed it in Sample Processing module.