If you’ve ever stepped into the testing lab of a large hospital, you’ll know that managing the operation of a lab alone is no small feat. The bigger the hospital, the greater the number of patients. Various types of tests will be prescribed to these patients to diagnose various diseases. This can be blood sugar tests for diabetics, liver panels or lipid panel tests to assess liver functions and cardiovascular risk, tests for thyroid functions, cultures to diagnose infections, etc.

Needless to point out that ensuring that these tests are completed on time and reports are delivered to the right patient is paramount. Collecting samples, allocating resources, running tests, generating reports, managing patient data and handling the financial side requires efficient operational management and seamless workflow. That’s where medical lab management software comes in.

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A medical laboratory management system or laboratory information management system (LIMS) is a type of software used to manage operations in medical testing laboratories. It is one of several types of software developed to optimize health care management activities. Pathologists in laboratories can use it to record, store and manage inventory, samples and all data related to testing. It is an excellent platform for doctors to coordinate a wide range of medical tests for patients. The tests may be for blood chemistry, immunology, hematology, toxicology, etc.

What Are The Problems Associated With  Pen & Paper-Based System?

A medical testing laboratory in a hospital is bound to deal with several dozen patients each day. Needless to point out that not all patients will have the same problems. A pen and paper-based system of all test workflows is slow, manual, and prone to errors. Moreover, it also hinders accountability and compliance. Let us know in detail about some of the drawbacks of using pen and paper in laboratories

As the medical industry continues to ride the wave of digitization and technology, custom healthcare software solutions have improved. When it comes to optimizing clinical activities and accelerating the pace of operations, digital platforms for healthcare workflows have proven their importance many times over. But using physical pen and paper systems instead of medical laboratory management solutions slows down the whole process and increases errors. It also brings many additional problems like

A. Patient Data Privacy

Medical reports can be lost, misplaced, stolen, or accidentally handed over to the wrong patient due to clerical errors in physical documents and paperwork. But a LIMS system stores all the reports digitally, which can be safely retrieved with a few clicks.

B. Physical Storage

This is one of the more tangible problems associated with not using medical lab software. Undoubtedly a laboratory in a large hospital would handle testing hundreds of patients every week. Hence, storing all the reports becomes a huge hassle which the employees have to grapple with. The hospital has to spend money to securely store physical documents without compromising patient data privacy.

C. Greater overhead

Perhaps the most widespread problem is using pen and paper-based systems. Printing and managing physical reports and documentation is bound to bear the cost for printing paper, printer ink cartridges, and other office supplies.

D. Document Sharing

Filing physical medical reports of numerous patients and sending them across different hospital departments becomes difficult and cumbersome. Moreover, if doctors from different departments or hospitals need to collaborate on a particular case, getting printed reports to each of them is an added problem. It is a problem that medical laboratory software can overcome with a few clicks.

E. Correcting Errors

If hundreds of medical reports are manually typed and entered, there will be few mistakes. But if mistakes are detected after the report is printed, it will lead to reworking, reprinting and re-filing.

F. Environmental Concerns

The planet is in the midst of an environmental catastrophe. Subject matter experts around the world agree that we are living through another mass extinction event. We all need to do something to save trees, plant more of them and limit our carbon footprint. The use of paper leads to deforestation, which reduces the absorption of carbon from the environment. On the other hand, laboratory management software almost completely removes the need for paper.

Another major disadvantage of using pen and paper-based systems to run a medical lab is integration. Integrated health care solutions enable various medical solutions to work seamlessly together in a hospital and significantly optimize operations. This, in turn, reduces overhead, improves clinical outcomes, and enhances the overall patient experience. The laboratory, doctors and patients benefit from using the LIMS platform.

In short, a pen and paper-based system slows things down and opens up the potential for errors, increases operating costs, requires a larger workforce, and is ultimately bad for the environment. It is prudent to invest in robust clinical laboratory management solutions.

How Does A Medical Lab Management Software Automate Laboratory Workflows?

Just as software has helped optimize operations in every industry, it has done the same for healthcare. Healthcare software product development has unveiled a variety of solutions to streamline medical operations. This optimization is often the result of automation. As the name suggests, automated healthcare solutions remove repetitive manual activities from the workflow and enable the software to operate without any human intervention. Let’s see how they automate the processes.

A laboratory inventory management solution serves as a comprehensive platform to carry out all laboratory procedures. The operation in the medical lab is all about the samples taken from the patients. Samples are obtained from patients based on doctors’ prescriptions, labeled according to the tests to be performed, reports are generated, and staff are helped to direct them to the right patient or doctor.

The series of procedures described above have to be done correctly. For a hospital where several dozen patients visit every day, automation can go a long way in helping employees run their day-to-day activities smoothly. This removes the need for manual, repetitive tasks and frees up time and resources for employees to focus on other matters. Here’s how a lab management software brings automation to healthcare

1. Cataloging of Samples

When a blood sample arrives at the laboratory, a pathologist or a relevant professional registers it with patient data in the system. The process involves placing each sample with a unique identifier such as a barcode that facilitates tracking throughout its lifecycle. The medical laboratory management software automatically generates the identifier, and the rest of the testing process begins after a proper process structure is finalized. The LIMS system initiates a process similar to an assembly line, with each pathologist assigned a role in the test lifecycle of the sample.
Testing a sample for diseases, enzymes, or other markers is an elaborate process, and the process structure exists to track each of the steps and each unit involved. These steps include securing relevant resources for testing, verifying patient identity, filling out relevant documentation, and linking the sample to the relevant document through an identifier placed on the sample and document—as mentioned earlier.
The data and metadata of all the steps described above are stored securely on the laboratory application software. Access to test data is restricted to ensure uninterrupted but compartmentalized functioning of all phases of testing. The laboratory information management solution has all the tools to ensure a productive workflow with tracking and patient monitoring at every step.

2. Sample Testing 

As the medical laboratory software system will be integrated with other equipment, it will enable the pathologist to direct the operation of the equipment according to the requirements of the test. In addition, medical laboratory management software will also monitor equipment status and notify technicians and pathologists about maintenance, calibration and other requirements. A major advantage of LIMS is that it ensures that no samples are tested in equipment that is not adequately serviced.

3. Sample Tracking

It’s no secret that a laboratory has to deal with several dozen samples on a regular basis. Therefore, it becomes extremely important to track each sample at all stages of its lifecycle. Doing this with pen and paper is cumbersome and there are high chances of mistakes and process delays. But pathology lab management software allows lab technicians to schedule sample collection and send notifications to prepare appropriately labeled test kits. After each sample is collected, the identifier is used to monitor its progress through the different stages of its lifecycle. This will also include what is being tested, what station it is at, what freezer it has been stored in, storage time, actual testing time, etc.

4. Testing Results Compilation

Reporting functionality is built-in in any medical lab management software. These should also be accompanied by instruments for auditing the tests for quality assurance of each test. There is an elaborate process in place to ensure that testing was done properly and as required by government regulation.

The results of the tests are compiled in accordance with established industry standards and prevailing regulations. Lab technicians and pathologists finalize them to be distributed to patients or prescribing doctors.

5. Data Storage

The results of the tests need to be stored for a certain period of time and on patients’ electronic health records, which ensures that doctors can access the results of this test whenever necessary. With innovations in healthcare cloud computing, storage can also take place on a secure cloud instead of on-premises. This eliminates the overhead required to maintain a storage server as the cloud provides the advantage of handling data security as well as expanding whenever required.

The stages a specimen goes through during its existence in a medical laboratory are streamlined using laboratory information management software. It enhances the efficiency and productivity of operations and goes a long way in reducing overhead. By reducing the need for human intervention, lab inventory systems also reduce the chances of errors, misreporting, sample misplacement, delays and other problems. Implementing a software platform to run a pathology lab is not an expense but a prudent investment.

What Are The Components Of A Medical Laboratory Management System?

We have seen the benefits of using a software solution to run a medical testing lab. The old way of using pen and paper is not only obsolete but also useless and inefficient. This section will explore the components of a good medical laboratory management solution in detail. It will explain in detail why a digital solution for laboratory management is essential.

Medical testing laboratories have to deal with a wide range of tests on an equally large number of blood samples. Specimens are bound to be handled by multiple pathologists and technicians throughout their life cycle, and keeping track of each stage is paramount. This is where a good lab-inventory management solution helps administrators streamline management activities. Each such software has three main types of components sample tracking, process implementation and storage management.

Each of these components work together to ensure a seamless process flow throughout the test lifecycle. Let us know about those components in detail :-

i. Sample Tracking

As the name indicates, this module of laboratory inventory management software enables administrators to track a sample throughout its life cycle of existence in the laboratory. From the moment a sample is collected from a patient until its results are generated, the sample tracking functionality offers a bird’s eye view of the progress of the sample.

Tracking involves storing all data relevant to the sample, such as its identifier, patient name, date and other biochemical information. As it progresses through the testing phases, additional data is generated. This module also records this. This includes the resources used for testing, results, and other relevant metrics. Additionally, lab management software also helps keep track of other data, such as the pathologist or technician who handled each sample, which test station it was placed at, at what stage of the test, etc.

ii. Process Implementation

It is a major component of any medical lab management software. This ensures that each person handling the samples follows all operational procedures, protocols and regulations. This is extremely important because the results of each test must be foolproof, as a doctor may make an error in prescribing the wrong treatment to the patient. All processes in a laboratory are established industry standards that a laboratory management software should be able to implement.
In addition to ensuring that all protocols are followed, a module for implementing procedures must, by definition, be able to assess a sample and designate it for a procedure. Each sample comes for a specific test or a whole series of tests. Depending on which sample needs to be performed which test, the software solution will specify it in a series of appropriate steps for the required test.
This module is extremely helpful for clinical research and helps researchers to streamline procedures. Research needs to follow strict guidelines and protocols to obtain definitive results, and deviations from established norms can throw off readings and affect everything that follows.

iii. Storage Management

This is also one of the most important aspects of a medical laboratory management solution. As the name suggests, it specifies the locations to store each sample throughout its test lifecycle. Additionally, it also keeps track of where each sample is stored, in other words – which freezer or cold storage, which shelf or slot, and so on. No need to elaborate, it enables smooth operation in laboratories, better management of samples and faster storage and retrieval of each sample.

 Features Of A Diagnostics Lab Management System

Laboratory Information Management System helps in expediting operations in laboratories and creates enormous value for all the stakeholders involved. After widespread digitization in the health industry a decade ago, doctors and pathologists have quickly pledged to digital solutions to run laboratories. Even though many companies offer such solutions, good lab software has some common features.

Any competent laboratory solution has a wide array of features that enable the team of pathologists to carry out day-to-day operations smoothly. So, if you are a lab technician or an administrator looking to invest in a relevant software, there are some functionalities that you must pay attention to. Let us discuss some of them in detail:-

1. Inventory Management

A medical diagnostics laboratory needs certain supplies and raw materials to run tests on samples. Laboratories in large, urban hospitals often need to deal with hundreds of samples each week. So, it stands to reason that it would need an effective means of managing its inventory of the raw materials needed. In addition, it will also include things like hardware equipment and test tubes for the lab. The great thing about the laboratory inventory function is that it alerts the pathologist if some raw materials are nearing expiration.

2. Analytics

Data analytics has helped every industry grow to new heights and increase productivity. Similarly, medical informatics also empowers the healthcare industry to assess historical and current information to better understand its operations. This is extremely helpful in laboratory operations, as it highlights the performance of each activity, reveals turnaround times, and provides useful insights. These can then be used to make informed decisions about management and everyday operations and improve overall productivity.

3. Patient Portal

It is a highly useful, built-in patient engagement system within the laboratory software. It enables patients who have given their samples for testing to view their results online. They can log in from any place, check the results and even get a printed copy.

4. Staff Management

Just as any organization needs an efficient means to manage its human resources, medical labs also need a digital platform to manage their employees. An online lab management system provides a comprehensive platform for staff handling, from setting up work schedules to assigning and tracking tasks. In addition, administrators can use such a solution to track the progress of all tasks assigned to each pathologist or technician.

5. Integration

It is becoming increasingly necessary for more or less all types of health care technology. Be it a large hospital, a small clinic, an ambulatory care centre, a medical testing lab, or even a veterinary clinic, it can be used to run day-to-day operations using digital solutions. have to do. These can range from appointment scheduling to medical billing, EHR, medical documentation and medical coding, etc. Therefore, a laboratory software platform needs to be integrated and work together with all other medical software. Furthermore, lab management software will go a long way in enabling telehealth services if integrated with practice management solutions and advanced telehealth solutions. Electronic data interchange between different medical solutions provides a comprehensive system to manage multiple workflows and increase productivity.

6. Test Management

The entire process of testing that begins with collecting a sample and ends with the results can be elaborate. This will involve a number of activities that need to be done properly. A digital solution for laboratory management can help pathologists streamline the testing process and monitor every step. A lab software with a test management feature helps administrators determine the progress of any phase of each test with just a few clicks.

7. Digital Security

Any organization handling patient data needs to have some degree of digital security measures in its software. Rules such as the HIPAA (Health Insurance Portability and Accountability Act) stipulate minimum levels of cybersecurity, which is bound to result in harsh penalties and even jail time. Therefore, a medical laboratory solution must have adequate security measures in place to ensure the security and confidentiality of patient data.

8. Document Management

As the name indicates, this facility acts as a consolidated repository for all the documents related to laboratory operations. These may include all necessary files to run and monitor test procedures, inventory, reports, test results, etc. In addition, this facility is also highly useful for conducting clinical research based on historical and current information and new ones focusing on diseases and cures. The ability to store, retrieve and manage documents from a single interface streamlines multiple processes and improves overall administration.

What Are The Advantages Of Medical Lab Management Software?

We have looked at the work of laboratory solutions and the component modules that make up them. Along with this, we have also talked about the drawbacks of using the old pen and paper method. This section will talk about all the benefits that come with using such software in everyday tasks.

I. Regulatory Compliance

The laboratory activities are to be carried out strictly as per the rules. This comes as no surprise as it is a matter of people’s health, and mistakes can have dire consequences. Many regulations stipulate many practices in laboratories. Complying with the laws is one of the biggest benefits of using laboratory software systems. Guidelines such as HIPAA, GLP, and CLIA are easily followed, and activities are recorded using a reputable laboratory application.

Activities such as tracking samples, managing patient data, testing and related reports are required by various regulations depending on the state. A solution for laboratory management with built-in features to accommodate any compliance requirements.

II. Customizable Functionality

There will be different activity and process flow in the laboratory. Despite the chemical and biological processes of testing being similar, the day-to-day administration of laboratories is bound to be different. In light of this, a digital solution to manage a lab adapted to existing workflows helps employees adapt faster. But it depends on the specific solution developed by some companies. Not every such solution is customizable. The pre-built ones usually cannot be tailored to meet the requirements of specific laboratories, but they are relatively inexpensive.

Conversely, a custom-built solution for a specific laboratory can meet all unique needs. But it would certainly be more expensive, and the lab would need to spend a bit more on implementation and staff training.

III. Reduces Overhead

This is perhaps the most common benefit of using digital solutions to manage operations in every industry. It is for every type of healthcare organization. Whether it is a dentist’s office, a veterinary clinic, a hospital, an ambulatory care center, or a medical testing laboratory, a digital solution minimizes operational overhead.

More staff would be needed to use pen and paper, not to mention the stationery and physical infrastructure of the office, to store all the documents and reports. In addition, managing all documentation regarding inventory, samples, patient information and finances would require a team dedicated to just this task. In addition, auditing workflows, assessing efficiency and making changes to tasks will require detailed planning, team management and decision flow.

But a lab software platform eliminates the need for additional staff to handle documentation flow, work assignments, and finances. It provides a digital interface where managers can perform workflows with a few clicks. In other words, it enables a laboratory to do more work with less resources.

IV. Scalable

This is another advantage of using a software platform to manage laboratory operations. As the name indicates, the software must be able to scale to adapt to the evolving needs. A laboratory may initially start by offering a few services but later grow to add more tests to its portfolio of services. This growth is accompanied by additional workflows, staffing, documentation, and overall functionality. A laboratory solution needs to be able to meet changing demands. If this condition is not met, laboratory administrators will be forced to invest in massive new software each time. This will cost more in terms of money and time, as the employees will need a few days to get used to it. But a scalable solution allows more functions to be added without a lot of additional investment and will not demand any employee re-training.

V. Fewer Errors

A digital solution removes manual pen and paper from common activities in any organization. This has the immediate effect of reducing the human element from those activities, and results in a significantly lower chance of human error. The same applies to operations in medical laboratories. Since labs in large hospitals work with several dozen samples every week, there are bound to be mistakes in pen and paper dealing with related documentation, resource allocation, accounting, auditing, etc.

But a lab software platform removes the manual, repetitive human intervention and replaces them with digitized workflows. Hence it reduces the chances of errors in any activity, leading to smooth, uninterrupted operation.

VI. Streamlined Operations

Manually using pen and paper to perform operations is inherently inefficient as it involves managing physical paperwork. Furthermore, activities such as auditing, task assignment, resource allocation, and staff management will all be time-consuming and prone to errors if done manually. Additionally, keeping stock for all chemicals, reagents and raw materials testing and ordering new ones after the old ones are exhausted can be easily done using the digital laboratory platform. Hence, a software solution goes a long way in optimizing operations, increasing the speed of work and enhancing the overall productivity. Things required to handle physical documents can now be done through the digital interface in just a few clicks.

How To Select The Right Laboratory System Software For Your Organization?

The healthcare software industry has evolved significantly over the past decade. Many companies offer a wide range of software solutions for many health care tasks. There are many software development companies that offer lab solutions with varying features. So, if you run a medical testing lab and are looking for relevant software, there are a few features you need to pay attention to.

a. Customized Vs. Pre made

This is a major factor in deciding which software you can choose. A pre-built lab software will probably have many of the standard features needed, but not all will be required for your particular lab. Furthermore, a pre-made solution is suitable for laboratory operations in general and cannot be altered to fit different workflows. Additionally, implementing this type of software will result in some changes in work style and it will take time for the employees to become familiar with it. But it is relatively cheap compared to custom-built software.

As the name indicates, custom healthcare software will be built specifically for a laboratory to match its operational flow. It is bound to be more expensive as it was designed and developed for a specific organization. But on the other hand, it will match the existing workflow and will not require employees to spend time and resources to get used to it. So, it all depends on the requirements of your lab. If any pre-built software is in sync with your organization’s workflow, you can go ahead with it. If it deviates too much, you’re better off going for a custom-built solution.

b. Vendor Support

This is one of the most important factors to consider when looking for laboratory software. Mistakes or problems are bound to happen throughout the life of the software. It is up to the company selling the software to provide timely support and updates to ensure smooth operation.

c. Time to Implement

Implementing and deploying a new software system in an organization would require time, and would cost money and employee work hours, which could have been spent doing the work. Therefore, it is necessary to know how long it will take for the laboratory software to be installed and running, as too much time will affect the operation.

d. User-Friendly Interface

This is for all types of software. A laboratory inventory management software should be easy to use and employees should not need to spend too much time getting used to its interface. Lab work is delicate, and the results have serious implications for the health of patients. Therefore, employees do not feel that the solution is too troublesome to use. Software with a difficult user interface affects the workflow and productivity of employees. So be sure to research lab solutions before deciding to buy one. Look at reviews from other customers and try going to the lab where it’s in use. This should give you a fair idea about the solution.

e. Cloud-based Vs. On-Premises

The cloud-based solution will not need to be installed on the computers in the lab. In addition, all software storage and processing parts will be handled off-site in the data center. So you won’t have to invest in expensive hardware, physical infrastructure to manage the storage, or even a dedicated IT support staff. But on-premises software will require relevant hardware, which may require additional investment. So it all depends on how much you are willing to spend. Take some time to figure out the cost factor before making a decision.

Investing in a new lab software can seem daunting at first, and it is advisable to take some time to assess your needs before spending it on a solution. If you encounter difficulty, don’t hesitate to hire an IT consultant or request the company to send an expert to see if their software can match your needs.

Cost Considerations For Developing Clinical Laboratory Software Systems

A laboratory software platform is comprehensive, and it connects physicians, patients and pathologists. Therefore, some factors need to be considered for developing a laboratory solution:-

i. Features

The number of features you include directly determines the cost of development. The more features, the longer it will take and the bigger team you need to build it.

ii. Third-Party Integrations

This is one of the most important aspects of developing health technology. Ensuring that the software can integrate with other diagnostic software will impact development costs.

iii. Compliance

Medical technology needs to follow certain rules. Depending on the features and services, your software will have to comply with existing regulations, which will increase development costs.

iv. Location of Development Teams

Teams located in North America or Europe will cost you more than teams in Asia. But depending on the skills and experience of each member, you may need to hire a team made up of developers from multiple locations.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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