Bulk Order Clinical Tests

Note: Because LabOnline is customizable based on laboratory needs, some of the options referenced in the steps and images below may not be available or may be named differently. Direct any questions to your laboratory.

You can bulk upload a list of test orders for a client using the bulk upload feature in LabOnline. The feature provides the capability to associate a LabOnline template based on a profile selection, which in-turn determines the spreadsheet template format to download. The test orders have to be for a single client and profile.

Note: Profiles that use an environmental template, or require a donor signature or any attachments, are excluded from bulk orders.

When the spreadsheet template is generated, you can list the test orders on the spreadsheet and upload it to LabOnline.

Note: Kits that have an expired date are excluded and cannot be used to order tests in LabOnline.

Generate a Spreadsheet for Bulk Order Uploads

To generate a spreadsheet template, follow these steps:

  1. Click Orders from the main menu and then select Bulk Orders from the submenu.

    The Bulk Orders page opens.

  2. Follow the instructions for generating a template in panel 1.

    All required fields must be completed to enable the Download Template button.

    See: Bulk Orders Page Field Descriptions

    Field Description
    Client

    Active client to which the user has access.

    The client and profile fields interact as follows:

    • If the selected client has only one active profile meeting the required criteria, the profile field defaults to that profile.

    • If a client is changed, the profile, line item, and test fields clear and will default to the a new client when it is selected.

    • Once a client is selected, the list of profiles are limited to those of the selected client.

    • If the client is not selected, selecting a profile populates the client field.

    • If the profile changes, the line item and test fields clear and will default to the new profile.
    Profile Active profile to which the user has access.
    Line item Active line item associated with the selected profile.
    Matrix This value defaults from the line item and is required for all LabOnline orders.
    Test Active sample tests that are available for ordering in LabOnline and are appropriate for the selected matrix.

  3. Click Download Template.

    A blank spreadsheet template that includes columns for all the required fields of a given order template is generated and downloaded. The columns that appear on the spreadsheet depend on the client and profile selected.

    The spreadsheet contains the following features and entry requirements:

    • A read-only title row that shows the client, profile, line item, matrix, and test as selected before the spreadsheet was created.

    • One column for each of the required fields in the order template.

    • If the Enter Patient Information panel is required in the order template, all patient-level auxiliary data must be entered.

    • If insurance information is required, complete the columns for insurance and policy number.

    • Spreadsheet data rows must include first and last names of the patient.

  4. Complete the order information according to the columns in the generated spreadsheet. The columns appear in the order they are listed in the template. Follow the instructions in panel 2 of the Bulk Orders page.

    If the selected profile order template includes the Kit ID, the Kit ID drop-down list appears as the first column in the spreadsheet. The column is a dropdown list of available Kit IDs sent to the customer.

Upload Bulk Orders Spreadsheet

Once the spreadsheet is completed, you can import the spreadsheet to generate a group of test orders, one for each data row on the spreadsheet. Panel 3 at the bottom of the Bulk Orders page provides the ability to import the spreadsheet into LabOnline. Follow the instructions for uploading the spreadsheet. The status field will record a successful completion of the order or display validation errors if the spreadsheet has missing fields or fields with invalid values. If the order is incomplete, the order will save in a pending state, otherwise it will be created and saved according to the workflow of the profile associated with the order.

Kits

If the collection facility uses kits that include peel off labels:

  • if the kit ID is supplied on the spreadsheet row, it will be available for use by the facility.

  • If the kit ID is not on the spreadsheet row, save the row without the kit ID and the subsequent error will save the kit as pending due to required kit ID. The order has to be opened in LabOnline where the user will either select a kit ID or select the 'kit not available' entry.

  • If the kit ID is available for use, the kit ID is stored in LabOnline and configured to indicate that the chain is also a kit ID and the kit is marked as being used so that successive orders will not use the same kit.

Expired kits are excluded and cannot be used to order tests in LabOnline.

Patients

Spreadsheets that include patient information include the following values:

  • Columns for patient MRN, Last name, and First name.

  • A DOB column maybe included if marked as required on the order template. The MRN column maybe left blank.

Patient Matches

Patient matches are determined if one patient record that matches the following value combinations in the spreadsheet exists in LabOnline:

  • Client, MRN, and Last Name

  • Client, Last name, First name, and DOB