Accessioning is the registration of the specimen in the laboratory, for analysis. The process not only records the specimen information, it records the ordering client (the clinician or the non-clinical Entity/Individual and the patient's information, if applicable, along with the testing to be performed. The entire testing and reporting of the specimen depends on this accessioning process of the lab's workflow.
PROLIS is equipped to have local accessioning (in lab accessioning), the local Order Entry and Remote Order Entry (via Lab's portal and the interfaced EMR). In PROLIS domain, an accession is defined as an order with the specimen received. An order without the specimen is referred as a random order.
PROLIS also provides you the capability of managing the Future Orders and/or the Standing Orders, arranged under the Accession menu in PROLIS, also referred as the Scheduling. Scheduling is also available in the Lab's portal we provide.
Instant Procedure
Navigate to the Accession Menu and click the Accessions menu item.
To enter a new accession, leave the default setting 'New' of the top left button and start entering the information. Click the button toggling its setting to 'Edit' otherwise.
On top middle of the screen there is the accession progress bar, indicating the progress of the accession, while you are entering the accession data
Using the Tabs, each corresponding to a section within the progress bar, enter the data. The entered data will change the background color of the corresponding section of the bar, from Peach (needs data) to Green (received data). The accession 'Save' button will only be available when the system has all the required data. Until then, it will be greyed out.
Enter the specimen information, using the 'Specimen' tab in the middle of the screen.
Select the specimen source, using the Specimen Source dropdown.
Adjust the quantity if the source, by modifying the 'Qty' field's default entry (1) per your requirement.
Adjust the collection date and the time by using the Drawn Date and the Drawn Time respectively.
Select the temperature of the source, using Temp Environment dropdown.
Click the 'Add To List' button at the end of these attribute fields.
Repeat above steps for additional specimen sources.
4.Enter the client information, using the next 'Client' tab.
Type in the Client ID (if known) in the Orderer ID field or use the lookup button to select the client who referred the specimen to you.
Check the Attending Provider from the list of providers working under the Entity umbrella, on the right side.
5.Enter the Patient information (if applicable - clinical specimen), by clicking on the 'Patient' tab.
At minimum, enter the information in the red labeled fields (Prolis required), It is suggested and recommended to enter maximum possible information.
Magenta color labeled fields are conditionally required. Except for the Client billing and Gratis (free), these fields are required. However, leaving these fields blank, the accession progress won't stop.
For Third Party (Insurance) billing, enter the valid ICD-10 diagnosis codes. System may prompt you to search valid codes, if invalid code is entered.
For Toxicology specimens, click on the 'Medications' sub tab next to the Dx Codes sub tab, and enter/select the prescribed drugs.
6. Enter orders by clicking on the 'Orders' tab.
Type in the component ID (if known), in the first blank cell of the 'ID' column (the left most of the grid) or click the adjacent lookup button, to search the component to order. In either case if the component being ordered is compatible to one of the specimen sources entered under the Specimen tab, the component will be displayed. That is the indication of a successful entry of this order. Otherwise a message will be displayed, of an incorrect specimen.
Repeat this process until all the orders have been entered.
After entering the orders, check the accession progress bar. If all the sections are green as shown below, go ahead and click the save button.
Otherwise resolve the issue located within the tab corresponding to the peach colored section of the accession progress bar.
7. You may make the additional report distribution entries, using the 'Reports' tab.
You should always the default entry of the report distribution for the ordering client, in this tab. To make any change (Fax, Email, Interface, Prolison and/or of the report status, click the entry and click the 'X' delete button or 'XXX' delete all button to remove the entry. The grid should be blank.
Type in the ordering client ID in the provider ID field, just below the grid or click the lookup button next to the Provider ID field, to select the ordering provider.
Make the required changes, using the report status andoor the media (Fax, email, Prolison and the Interface check) fields. Finally click the 'Add to List' button, to make the entry back to the grid.
To add the additional report distribution entries, select the desired provider, adjust the report distribution parameters and click the 'Add to List' button.
Repeat the above steps for all desired entries.
8. You may change the billing type of the accession and/or update the Insurance information, by using the 'Billing/Payment' tab.
You may turn an accession from a 'charge' item to a 'Gratis' (free) one, by clicking the top left button, labeled 'Service', and clicking again, back to 'Charge'.
Once the accession is a charge item, you may change its billing type to one of the desired Prolis offering, Client, Third Party (TP) or the Patient billing types.
The billing type 'TP' requires additional information, the selection of the Insurance company, the Policy number, optional Group number and the subscriber's relation to the patient.
The system will only turn the accession progress bar's Billing section, green when all the required information is entered.
9. Click the Save button to save the new accession or the changes to the existing accession.
New/Edit Toggle Switch
Click the switch from default 'New' to 'Edit' mode. The 'New' is used to enter a new accession. The 'Edit' mode is used to modify an existing accession.
The button is usually disabled except the routine has complete data (all the sections of the accession progress bar, are green), so the accession be saved.
The button is active for existing displayed accession. Use this button to delete non production accessions. System does not allow the resulted or billed accessions be deleted. So, in order to delete an accession, it must be unbilled and un-resulted.
Accession Progress Bar consists of 7 sections, each representing the presence or the absence of a subset of the accession data. The peach color represents the missing data and the Green color represents the presence of the valid data. Prolis uses this technique to update the user with the progress of the accession data entry. All green sections of the Bar warrants the readiness of the accession to be saved.
The sub routine comprising of 6 Tabs, to handle 6 various subsets of accession data, each being represented by a section on the Accession Progress Bar. The functionality of each tab, is explained within its own independent topic as to limit the size of each topic.
A unique numerical number, usually assigned to the encounter, by Prolis. For new accessions, it can be changed to any numerical unused ID by the user but discouraged. The format of this ID, can be defined in the System Configuration routine of Prolis.
This is an alternate alphanumeric encounter identifier, supplied by the Client (or the external system, EMR). This ID is returned while reporting back the results. If none is supplied, Prolis fills it with the Accession ID.
The field displays the laboratory's reception status for the accession. The default is 'Accepted'. The user can change this status by clicking the button, to read as 'Rejected'. Under this status, the user needs to type in the reason for the rejection, in adjacent appearing new field.
When an accession is rejected, Prolis won't let the user result it, instead this accession is resulted as TNP (test not performed) and released automatically. If a rejected sample is accepted later on, Prolis will remove TNP and make the accession ready to be resulted.
A toggle switch to convert an 'In House' (default) accession to 'Outsource' one, in its entirety. This switch can be used by the lab user manually or can be configured be handled automatically, by by setting the 'Par' value of the Payer
Specimen Type dropdown offers the choices of Clinical (default), Industrial and Regulatory, as Prolis, being the specimen centric system, can handle not only the clinical specimen for patient diagnosis, it can handle non-patient specimens like pharmaceutical, Industrial and Proficiencies (Regulatory).
