Total visibility and control over every sample—from collection to reporting.
The Sample Workflow & Status Tracking module is the heartbeat of any diagnostic laboratory. It ensures full traceability of every patient sample, enabling staff to monitor its journey across collection, processing, verification, and reporting stages. This module not only minimizes errors and delays but also maximizes efficiency, accountability, and patient satisfaction.
End-to-End Sample Lifecycle Tracking
DOLab ensures every sample is tracked from collection to final report delivery with complete visibility. Real-time statuses like Collected, Dispatched, In Process, and Reported are timestamped with user and location tags. This eliminates sample misplacement risks, improves turnaround times, and builds trust with patients and doctors.
- Monitor real-time status: Collected, Dispatched, Received at Lab, In Process, Verified, Reported
- Assign time stamps at each stage with user and location tagging
- Improve TAT and eliminate sample misplacement risks
Color-Coded Status Dashboards
With DOLab’s intuitive dashboards, labs can instantly visualize the progress of all samples. Color indicators make it easy to distinguish pending, in-process, or completed tests. Filters by branch, department, or phlebotomist help quickly identify bottlenecks and ensure urgent samples receive immediate attention.
- Use color indicators for each status (e.g., red for pending, green for processed)
- Group filters by branch, department, or phlebotomist
- Quickly identify bottlenecks and urgent samples needing action
Sample Check-In at Lab Reception
Every incoming sample is verified at the lab reception through barcode matching. DOLab checks for completeness of required containers and instantly flags missing or delayed samples. This prevents errors early in the workflow and ensures smooth handover to processing teams.
- Match barcode with collection records
- Auto-check for completeness of required containers per test
- Generate alerts for missing, delayed, or damaged samples
Sample Sorting & Routing
DOLab automates sample routing by assigning them to the right department, analyzer, or technician. Sorting slips can be printed for technicians, while routing rules ensure samples reach the correct processing unit—whether internal or outsourced. This streamlines workflow and minimizes manual intervention.
- Auto-assign departments based on test type
- Print sorting slips for lab technicians
- Route samples manually or automatically for internal/external processing
Sample Processing Queue Management
Organize your lab better with DOLab’s processing queue system. Samples can be queued by analyzer, urgency, or department, with STAT cases flagged for immediate handling. Technician-wise task distribution prevents backlogs and ensures efficient resource utilization.
- View test queues by analyzer, urgency, or department
- Flag STAT or emergency tests for priority handling
- Avoid backlogs with technician-wise task distribution
Delayed or Rejected Sample Alerts
Never miss a problematic sample again with DOLab’s intelligent alerts. Delays, prolonged processing, or rejections are flagged instantly, with reasons like clotting or insufficient volume logged. Automated recollection workflows are triggered, ensuring corrective action without delays.
- Alerts for delayed receipt, prolonged processing, or failed tests
- Record rejection reasons (e.g., hemolysis, clotting, insufficient volume)
- Automatically trigger recollection workflow with audit logging
Lab Technician Task Dashboard
DOLab provides a clear view of every technician’s workload and responsibilities. Managers can balance tasks across staff, switch assignments when needed, and monitor time-stamped actions for accountability. This improves efficiency, reduces errors, and ensures optimal resource usage.
- See assigned workload per technician or department
- Enable task switching and workload balancing
- Improve accountability with user-tagged actions and time stamps
Intra-Lab Movement Tracking
Keep complete control over internal workflows with DOLab’s intra-lab tracking. Every movement—from hematology to microbiology or histopathology—is logged in real-time. This ensures traceability, reduces misplacement, and provides accurate records of sample transit times.
- Trace movements between hematology, microbiology, histopathology, etc.
- Log every handover and update status in real-time
- Track sample transit time within the lab
Integrated Analyzer Status Updates
DOLab integrates directly with lab instruments, auto-updating sample status from “In Process” to “Completed.” This minimizes manual data entry, prevents reporting delays, and highlights analyzer performance or downtime. Real-time LIS synchronization ensures accuracy and speed.
- Auto-update status to “In Process” or “Completed” via LIS/instrument link
- Reduce manual errors and reporting delays
- View analyzer performance and downtime per test
Barcode Validation at Every Stage
Patient safety is guaranteed with DOLab’s mandatory barcode validation. Each sample is scanned before processing, eliminating risks of duplication, swapping, or mix-ups. This ensures 100% traceability and accurate reporting at every touchpoint.
- Enforce barcode scanning before testing or reporting
- Prevents sample swapping, duplication, or mix-ups
- Guarantees traceability and patient safety
Audit Trails & Historical Logs
Every action in DOLab is recorded with a timestamp, user ID, and status update. These audit trails are invaluable for quality audits, medico-legal cases, and accreditation requirements. Downloadable logs provide complete transparency and strengthen compliance.
- View every user action, timestamp, and status update
- Helps in medico-legal, accreditation, and quality audits
- Downloadable reports for internal review
Sample Handover & Chain of Custody
DOLab enforces a secure chain of custody for every sample. Each handover between departments, riders, or partner labs is recorded, with optional sign-offs for validation. This guarantees compliance with ISO and quality standards while protecting sample integrity.
- Record handover between departments, riders, and labs
- Optional digital or physical sign-off for every handover
- Ensure compliance with quality and ISO standards
Patient & Doctor Notification Triggers
Keep patients and doctors informed in real-time with automated notifications from DOLab. Alerts are sent for sample receipt, delays, report readiness, or recollection needs. This improves communication, reduces follow-up calls, and builds trust through transparency.
- Notify doctors or patients when samples are received or delayed
- SMS/Email/App alerts for report readiness or recollection needs
- Improves patient experience and reduces follow-up calls
Business Benefits
- Ensures zero sample loss with full lifecycle visibility
- Enhances diagnostic accuracy with sample integrity enforcement
- Speeds up operations with automated routing and alerts
- Supports accreditation (e.g., ISO, NABL) with complete audit trails
- Reduces manual errors and enhances patient safety
Sample Workflow & Status Tracking – Precision, Transparency & Control with DOLab
With DOLab’s Sample Workflow & Status Tracking module, laboratories gain complete visibility and control over every stage of the sample journey—from collection to report delivery. By combining automation, real-time dashboards, and secure chain-of-custody tracking, this module ensures accuracy, reduces errors, and builds patient trust.
End-to-End Sample Traceability
- Track every sample with real-time statuses: Collected, Dispatched, Received, In Process, Verified, and Reported.
- Enforce barcode validation at every touchpoint to eliminate duplication, swapping, or misplacement.
- Maintain full audit trails with timestamps, user IDs, and handover logs for quality assurance & compliance.
Smart Workflow Automation
- Automate sample sorting, routing, and queue management across departments and analyzers.
- Integrate directly with lab analyzers for automatic status updates and reduced manual entry.
-
Highlight STAT and urgent cases with priority alerts to improve turnaround times
(TAT).
Patient & Doctor Transparency
- Send real-time notifications for sample receipt, delays, recollection, or report readiness.
- Provide color-coded dashboards for easy monitoring of sample progress and bottlenecks.
- Build trust through clear communication and proactive updates that minimize follow-up calls.