LIS Replacement Updates

Updated February 25, 2011

Client Slotting Process

As early as March, your Regional Service Representative will contact you to schedule a day to conduct full path validation and validation of any rebuilt microbiology tests. Your Regional Service Representative will also provide detailed information about the client slotting process and clarify questions concerning the Soft validation testing period at that time.

Key points concerning your validation day:

• A specific Mayo Software Quality Assurance team member will be assigned to facilitate your validation process.
  
  
• Data path validation testing will be conducted over the course of one business day. In certain circumstances, additional time may be required.
  • Full path validation will consist of ordering and transmitting test 83012, and submitting and reviewing reports. This will take approximately two to three hours.
  • If you plan to rebuild any microbiology tests, we recommend you validate one of these tests. This will require extra time.
• Upon completion, you will receive a Quality Assurance summary report of the full path validation scenario.

Test Notification Process

In December, Mayo Medical Laboratories began implementation of a new notification system to communicate our test changes.  In early second quarter 2011, we will be implementing more improvements that will enable you to customize the way you view and receive test changes.

The following is an example of a customized view of Test Updates:

Once the enhancements are in place, you will be able to select which tests you are notified about—as well as how frequently the notifications are sent.

Miscellaneous Referrals Reminder

If you ever need to order more than one miscellaneous referral on a specimen, it is recommended that the specimen be aliquotted and each miscellaneous test be submitted as a separate order.

For example, if two or more miscellaneous tests are directed to Focus Diagnostics, instead of ordering a Miscellaneous Focus Diagnostics (ZW83) and Miscellaneous Test 1 (ZW1), we recommend a separate order for each miscellaneous test. This will reduce both processing time and the possibility of pre-analytic errors.

R&V Process / Ordering Tips for Clients

Upon implementation of our Soft laboratory information system, new enhancements will require changes to existing ordering practices.

Order Update

Our Soft laboratory information system will enable you to update test orders until such time as the first test on the order is received and verified at MML. This will provide you with the flexibility to make changes to an order after the batch has been closed. Updates may include adding tests, canceling tests, and changing patient demographics. Once an update is made, you will need to close the batch sheet again. Additional details will be shared with you closer to Soft implementation.

Requesting a result to be faxed or called back

To request a result to be faxed or called back, use the functionality in MayoAccess (shown below).  Note that when you request a call back, MayoAccess prompts you to identify which test result should be called back at the test level. However, when you request an order to be faxed, the faxing occurs at the order level to ensure all tests on the order are faxed.

Handwritten requests for fax or call backs on batch sheets will no longer be operationally available when we go live with Soft.

Additional Information

If you want to provide supporting or additional information along with the specimen/order, enter it into the ‘Performing Lab Notes’ field in MayoAccess. Avoid making hand-written comments on the batch sheet.

Date of Birth/Collection date

When orders are manually entered into MayoAccess, the system will require you to enter the patient’s Date of Birth (not just their age) for use as a one of their patient identifiers. The Collection Date/Time is also necessary to ensure sample integrity and validation for the test.

Test changes due to source discrepancies

Currently, when a test is changed to a different test code due to the specimen type received, the order on the client’s system needs to be manually updated. For example, this would be done by replacing Test #1 with Test #2. Our new Soft system will now provide you with a Test Cancel result for Test #1, which will include a result comment indicating what test code was used to replace Test #1.

Let’s say you order test PMMIF.  However, you collect and send in a whole blood specimen, which is not the required specimen type for test PMMIF. In this case, the new MML Soft Receipt and Verification system will cancel test PMMIF and replace the order with the equivalent test that requires whole blood, PMMIL.  The following comment will then be associated to the TNP (Test Not Performed) result(s) for test PMMIF: “Test PMMIF cancelled and replaced with Test PMMIL since specimen type received is whole blood.”