October 18, 2022 · Author: Third Wave Analytics

10 Transformative Ways LIMS Can Refine Sample Reporting in Clinical Laboratories

One of the most time-saving processes your clinical testing lab can implement is reporting samples automatically and directly from your Laboratory Information Management System (LIMS). It’s a notable improvement over preparing and delivering your reports manually, which can be an extremely error-prone effort and one of the biggest bottlenecks in your sample testing process.

Fortunately, a well-designed LIMS can automatically generate and deliver sample reports for you. Automatically generated reports require only a brief review to ensure their accuracy. There is no need to spend countless tedious hours preparing reports.

If your laboratory is ready for better, more efficient sample reporting, here are the answers to 10 questions that illustrate how Lockbox LIMS software can help improve the speed of your sample reporting and reduce errors in the process.

1. Can we upload raw sample data into Lockbox LIMS to be used in a report?

Yes. A sample report requires data, and there are many ways you can quickly and easily import sample data into Lockbox. Generally, uploading a single CSV file is the best approach, allowing a data upload for dozens or hundreds of samples via a single file. The only trick is getting all samples data into a single file with the correct format.

Depending on the format in which your sample data is generated (e.g. the file format that instruments generate), you may need to massage the format a bit. Fortunately, Third Wave Analytics has developed many tools to help with this, as well.

A huge benefit to uploading a CSV file is the significant amount of error checking that occurs. You can require certain data elements to be present during upload, so the system notes an error if essential testing data are missing. You can also add error checking for a type of data; if you are expecting a specific type, Lockbox would prevent upload of an incorrect value. For instance, if you expect a number for qPCR Ct value, Lockbox would present an error if a text value was present instead.

Enabling a custom CSV import can be quickly configured in Lockbox (often in just a few hours), giving you a customizable, powerful new tool to help with your reporting workflow.

2. Can Lockbox LIMS automatically analyze raw data to generate final results for a report?

Lockbox can perform nearly any type of raw sample data analysis and generate a result. As long as the data can be imported into the system, and you can specify “rules” for the sample analysis, Lockbox can almost always perform the analysis automatically for you.

Because you won’t need to perform any manual steps, automated results analyses will save you an enormous amount of time and can prevent errors.

An automatic analysis can also be configured specifically for your needs. You can incorporate controls into the analysis in any manner that’s appropriate. A pass/fail criteria will be set precisely for your analysis parameters. Lockbox does not use a “one-size-fits-all” approach for this data analysis; instead, any automatic analysis will always be created to match your specific workflow.

3. Can Lockbox LIMS automatically generate a report?

Yes, Lockbox automatically generates a PDF report, although it can be created in nearly any format. You can brand the report with your company graphics and include the exact language you need, with the correct formatting. Your current report would essentially be re-created within Lockbox.

Additionally, you can generate various types of reports, for different sample types or tests. There is really no limit to the various types of reports Lockbox LIMS can generate.

If you just need a simple report to get off the ground, Lockbox can create one for you with a standard, general format. This contains all information required for regulatory purposes, in a simple, straightforward format.

Finally, the system only generates a report when you want. You could specify to generate a report for a passing sample, for example, only after the results are reviewed and approved (for more on sample reviews, see question 8 below).

4. Can Lockbox LIMS automatically send reports to a customer?

Lockbox can automatically send a report PDF by email and/or digital fax. As long as you’ve associated the correct email address or fax number with a sample, the system can send the report automatically. You can easily enter appropriate customer contact information into the LIMS during sample accessioning.

Reports commonly contain Protected Health Information (PHI), so the security of any email is important. To meet that need, Lockbox has many secure email solutions. Verifying email addresses or fax numbers prior to use is also critical; you can incorporate verification of customer contact information into your workflow, to ensure you use only verified email addresses and fax numbers.

Customers will have different requests for how they receive reports. The system offers multiple automated possibilities, which can be set up in a straightforward process. Each customer can choose if they receive a secure email or fax, or if they’ll log in to a portal to receive results (for more on portal solutions, see Question 5 below).

5. Does Lockbox LIMS have a way for customers to log in and review sample reports?

Yes, Lockbox has an easy-to-configure customer portal for customers to log in to your system and review sample results. This highly secure portal meets all current HIPAA requirements (for more on Lockbox LIMS HIPAA compliance, see Question 7 below).

This customer portal gives the customer only limited access to the LIMS — they only see the small bit of information you want them to see. As an example, you may permit the customer to see only finalized and approved results, and not all the raw data.

Offering a customer portal is an excellent way to outsource the report delivery to the customer. They simply jump onto the system and review results. Since the portal uses the Lockbox LIMS platform security features, you don’t need to worry about constructing another HIPAA-compliant delivery mechanism — simply use what Lockbox already provides.

6. Can Lockbox LIMS interface with another system and automatically send sample results?

Yes. Lockbox is capable of integrating with nearly any other system that uses a standard API (application programming interface). If another system (such as an EHR) already has your samples and only needs to receive results, you can seamlessly integrate that system with Lockbox to send the results. Then, your customer can continue to use their EHR to review results.

One thing to consider: These type of file integrations can take a bit of time to get up and running. Many systems do not inherently play well with other systems. For example, many EHR systems use HL7 formatting, which is problematic for any other system to deal with. It may take you some time to implement the reformatting required for unique formats like HL7 files. But once complete, integration offers an amazing way to expedite resulting of samples.

7. Is Lockbox LIMS HIPAA-compliant, so we can include PHI on reports?

Absolutely. We have built Lockbox on the Force.com platform, the backbone of the Salesforce system. This platform performs millions of transactions every day that contain confidential information, such as credit card data or PHI. The system is fully compliant with all relevant HIPAA regulations.

Using this system as its foundation, Lockbox has four major forms of protection for PHI:

1. A high level of security for anyone logging into the Lockbox LIMS system. One commonly used requirement to maintain that security is multi-factor authentication (MFA) for all users — more sophisticated than two-factor authentication (2FA), which Lockbox also supports.
2. Restricting access to individual data fields that contain PHI, making that information available only to appropriate users. Not every person that logs into the system needs to see PHI for their job; you can make all PHI data invisible to any users who do not need access. You can also easily specify that certain users have read-only access to PHI, while others have full edit access to PHI data.
3. Fully encrypted PHI data fields, with at-rest encryption. This type of highly secure raw data encryption provides additional layers of protection. With at-rest encryption, in the disastrous event that a malicious entity accesses your system and steals your data, any compromised PHI data would still be encrypted.
4. Tracking of history for appropriate PHI data, providing you a history log that displays who changed data, when a change occurred, and the new/old values for the data. This history tracking allows you to reconstruct the entire history for all PHI. In the event someone changes PHI, either accidentally or purposefully, you can always see what happened and then restore the accuracy of the data.

8. Is there a way to require a review and/or report of sample results prior to release?

In clinical testing, it is almost universal that someone must review a sample report prior to releasing the results. This ensures the report and all its data are accurate.

With Lockbox, you can easily create a review process to occur before releasing sample reports and results to customers. One commonly used method is to create a “Sample Status” that must be updated to an appropriate value — such as “Approved” or “Reported” — to document the review. Only appropriate personnel would have the ability to update the Sample Status, preventing unauthorized users from approving results.

9. Can Lockbox LIMS help with critical calls for positive results?

Lockbox is absolutely capable of helping you contact providers and patients with critical call information. It is important to conduct calls like these in a timely manner. Considering the high volume of tasks everyone is usually juggling, it’s also essential to make these calls quickly. Fortunately, Lockbox can make your life easier.

You can document critical calls easily with Lockbox. The system can specify when the call was made, who received the results, and that verbal receipt of the results is confirmed. Lockbox can also provide you all the appropriate contact information, such as a phone number and name of the ordering physician (if it was entered into the system).

10. Can Lockbox LIMS help report appropriate results to our local Department(s) of Health?

Lockbox has a variety of solutions to help report results to your local Department of Health (DOH). There are varying degrees of complexity within those options, and you can select the one that best meets your needs. You can always start with the simplest solutions, and then change over time to more automated and complicated options.

One easy solution provides you with an export file for delivery to the DOH, an option you can set it up almost immediately. The system configures the report’s data to meet the specific needs of your DOH.

Another common solution is to integrate Lockbox directly with the DOH system. You and your staff don’t have to do a thing — Lockbox sends all appropriate results to the DOH automatically. This is an excellent long-term solution, but does sometimes require additional setup time (see Question 6 for more information). Labs will commonly start with a manual export to get off the ground, and then subsequently enable this more seamless integration.

Lockbox LIMS: A highly versatile system to help improve the speed and accuracy of your sample reporting

The 10 questions listed above are those we commonly hear about sample reporting — one of the most tedious, time-consuming, and error-prone processes in a clinical testing lab. Lockbox LIMS is a versatile, configurable system that can meet the specific needs of your sample reporting workflow. Our wide variety of tools can help alleviate nearly any pain point you currently experience in your reporting process.

Find out more about Lockbox LIMS and our comprehensive approach to sample tracking software.
Request a free trial of the system today, and see how we can help your lab.