Page Description

The options available on this page depend on what mode the page is in.

• Creation Mode: In this mode, you may access the list reconciliation feature, create collection lists, and use the collection list filter feature to control the orders that are listed for inclusion in the collection list. The filters allow you to show or restrict displayed orders according to the collection date for the order, patient locations, or the ordering provider.
• Reconcile Existing List Mode: In this mode, the page changes to exclude the collection list filter and creation settings, but you may print the collection list or labels, mark the sample collection complete, and save or delete the collection list.

Note that you must have a PDF print driver installed in order to view and print collection lists. If you do not have a PDF print driver installed, Copia displays a page with instructions on how to obtain a PDF print driver. If you do not wish to install a PDF driver, click the Back button to return to the previous page.

Note that when the administrative setting to skip collection is set for an ordering location, Copia automatically sends orders to the host testing location when they are placed. Since you do not need to collect samples for these orders, Copia does not display them for selection when you create collection lists.

For more help, click one of the following links:

• Accessing this Page
• Accessing the Collection List Filter
• Setting the Collection List Filter
• Reviewing the Filtered List
• Creating a Collection List
• Reconciling an Existing Collection List

Accessing this Page

• Click the Manage Samples menu button and then click the Collection List submenu link.
• Click the name of a collection list on the Collection List Search page.
• Click the Go button on the Clients tab of the Client Services administration page.

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Accessing the Collection List Filter

1. When viewing the Collection List page in creation mode, you may either view or hide the collection list filter.
2. Click the Show Filter link to make the collection list filter visible.
3. Click the Hide Filter link to hide the collection list filter.
4. When the filter is visible, you may select collection date, patient location, or ordering provider filters that Copia uses to create the list of orders available for the collection list. See "Setting the Collection List Filter" below.

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Setting the Collection List Filter

1. If the collection list filter is hidden, click the Show Filter link to make the filter visible. See "Accessing the Collection List Filter" above.
2. Move the desired location entries in the Collection Locations list to the View orders for list to limit orders to those collected at particular locations. Copia only searches for orders collected for patients at the selected Collection Locations.

   Note that you may set the number of selectable collection locations on the Appliation lab tasks page or the Users administration page. See the Application and Admin: Users topics.

• To add locations to the View Orders For list, do one of the following:
  • Highlight a location in the Collection Locations list. To select multiple locations from the list, hold down the [Ctrl] button and click the desired items individually, or hold down the [Shift] button and use the mouse to select a group of locations.
  • Click the [>] button.
  • Continue moving locations until all of the desired entries are in the View Orders For list.
    -- OR --
  • Double-click a location in the Collection Locations list.
  • Continue moving locations until all of the desired entries are in the View Orders For list.
    -- OR --
  • Enter one or more characters in the search field, and click the Search button to select one or more locations using the Location Search page. See the Location Search topic.
• To remove locations from the View Orders For list, do one of the following:
  • Highlight a location in the View Orders For list. To select multiple locations from the list, hold down the [Ctrl] button and click the desired items individually, or hold down the [Shift] button and use the mouse to select a group of locations.
  • Click the [<] button.
  • Continue moving locations until only the desired entries are in the Collection Locations list.
    -- OR --
  • Double-click a location in the View Orders For list.
  • Continue moving locations until only the desired entries are in the Collection Locations list.
3. Select the Start Time settings for the filter. Copia only searches for orders with Order Dates recorded after this date and time.
• MM/DD/YYYY HH:MM AM/PM: By default, this field contains the current date and time. You may modify the date or time, if desired. Select a date from the calendar view by clicking the calendar icon located next to the Date fields.
• Include Past Due: Select this option to include any orders that are past due for sample collection, regardless of their Start time.
4. Select the End Time settings for the filter. Copia will only search for orders with Order Dates recorded after the Start Time you entered above and before this date and time.
• MM/DD/YYYY HH:MM AM/PM: By default, Copia designates 11:59PM of the current day as the End Time. You may modify the date or time, if desired. Select a date from the calendar view by clicking the calendar icon located next to the Date fields.
5. Select the Exclude Orders on Other Collection Lists option to ignore orders that fall within your Start and End times, but have already been added to an existing collection list. You can set the default status of this option on the Application page or the Users administration page. See the Application and Admin: Users topics.
6. Move the desired practice entries in the Patient Practices list to the View orders for list to limit orders to those placed for patients at particular practices. Copia only searches for orders placed for patients at the selected Patient Practices. Add or remove patient practices as you would collection practices (see above).
7. Move the desired location entries in the Patient Locations list to the View orders for list to limit orders to those placed for patients at particular locations. Copia only searches for orders placed for patients at the selected Patient Locations. Add or remove patient locations as you would collection locations (see above).
8. Move the desired order choice entries in the Order Choices list to the View orders for list to limit orders to those placed for patients at particular order choices.
9. Click in or enter text in to the Priorities field to select a priority for the collection list. Select the Active Only checkbox to have Copia only display active priorities in the system. This checkbox is selected by default.
10. Click in or enter text in to the Ordering Provider search-as-you-type field to select an ordering provider for the collection list.
11. Click in or enter text in to the Entered By search-as-you-type field to specify who entered the collection list.
12. To limit the displayed results to uncollected orders that contain one or more specific order choices, click the Add button next to the Limit to Order Choices field to select the desired order choice in the Order Choice Search page. See the Order Choice Search topic. Select one or more order choices in the Limit to Order Choices field and click the Remove Selected button to remove the selected order choices from the filter. Click the Clear List button to remove all of the order choices in the Limit to Order Choices field.
13. To limit orders to those placed by a particular provider, enter one or more letters in the Limit to Specific Ordering Provider field and click Search to select the provider in the User Search page. See the User Search topic. Copia will only search for orders with the selected provider as the Ordering Provider.
14. Remember that each filter option you use further limits the number of possible matching results. If you use all of the filtering options, then Copia will only display those results that match all of the parameters you have specified.
15. Once you have the desired settings for the collection list filter, click the Refresh button.
16. Copia updates the list in the Creating Collection List section of the page. These are the orders that you may add to a collection list. See "Reviewing the Filtered List" below.

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Reviewing the Filtered List

1. Once you have set your filter(s) and clicked the Refresh button, Copia updates the list in the Creating Collection List section of the page. See "Setting the Collection List Filter" above.
2. Select one or more orders to include in the collection list. See "Creating a Collection List" below.
3. Information for each order is listed with columns for each of the following:
• Patient: The name of the patient.
• Order ID: The identifying number for the order that was assigned when the order was placed. If the order was saved as a standing order (multiple occurrences of the same order), then an "(S)" will appear next to the Order ID.
• Ordering Provider: The name of the provider who placed the order.
• Location: The patient location that was selected when the order was placed.
• Room: The room number for the patient that was entered when the order was placed.
• Order Date: The date and time that was set in the Order Date fields when the order was placed.
• Order Choices: The order choices included in the order.
4. Click the name of a patient to view the demographic information for that patient in the Demographics page. See the Demographics topic.
5. Click an order ID to open the order in the Collect Samples page where you may record sample collection. See the Collect Samples topic.
6. After you review the list, you may select or deselect orders to create a collection list. See "Creating a Collection List" below.

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Creating a Collection List

1. By default all of the orders that matched your filter criteria are selected for the collection list. Selected orders are indicated by a checkmark in the Select column of the collection list.
2. To add an order back to the collection list, mark the Select checkbox. Click Select All to mark all of the Select checkboxes.
3. You may manually add additional samples to the collection list from the Collection List Search page. Manually added samples are designated with an "m" following the Select indicator in the Creating Collection List section of this page. See the Manually Adding Samples to a Collection List topic.
4. Once you have the desired orders selected for the collection list, click Create Collection List to create the collection list based on the list.

Depending on the administration settings for your signed in location, Copia may check for duplicate order choices when you save the collection list. If this option is enabled and you save a collection list, Copia checks the collection list for duplicates. If it finds one or more duplicate order IDs, it alerts you and allows you to continue saving the collection list with the duplicate entries or to return to the Collection List page and correct the duplicates.

5. The Print Collection List page appears, allowing you to print the collection list and labels to use for collecting samples. See the Print Collection List topic.
6. After you print the collection list and labels, click < Back to Collection List to return to the Collection List page. The page returns to the default collection list filter settings.

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Reconciling an Existing Collection List

1. To view an existing collection list, click Reconcile an Existing List, and then select the collection list from the Collection List Search page. See the Collection List Search topic. Copia will then display the selected collection list in the Collection List page.
2. Because you cannot edit a collection list once it has been created, Copia does not display the collection list filter settings when you are viewing an existing collection list.
3. The Reconciling Collection List section of the page displays the List ID and number of Orders to Collect information, as well as the information originally listed in the collection list. See "Reviewing the Filtered List" above.
4. Depending on the Location administration settings for showing the collection and/or delivery time overrides, Copia may display the Override collection time and/or the Override delivered time checkboxes and date and time fields. Select the desired checkbox and enter dates and times to override the default collection time or delivery time. When you select one of the override options, this field displays the current date and time. You may modify the date or time, if desired. Select a date from the calendar view by clicking the calendar icon located next to the date fields.

Note that the default value for the collection time is either the date/time the sample is marked as collected, or it is based on the Location administration setting that sets the collection date/time to the order's proposed collection time set on the Order Patient Samples page. The default value for the delivery time is either blank, or it is based on the Location administration setting that sets the delivery date/time to the order's proposed delivery time set on the Order Patient Samples page.

5. Click an Order ID to view the details for the order in the Order Patient Samples page. See the Order Patient Samples topic.
6. Select the Override Phlebotomist checkbox to enable the corresponding search-as-you-type field. Once enabled, enter text into the search-as-you-type field, and Copia will use that phlebotomist when you mark samples as completed on this page. If you do not see the desired phlebotomist in the search-as-you-type field, click the Search button to select the phlebotomist from the User Search page. See the User Search topic. If you disable this option by clearing the checkbox, or if you do not select a phlebotomist, Copia will assign the default phlebotomist to the order.
7. Depending on the Location administration settings for showing the proposed collection time override, Copia may display the Override proposed collection time checkbox and date and time fields. Select the checkbox and enter dates and times to override the default proposed collection time. When you select the override option, this field displays the current date and time. You may modify the date or time, if desired. Select a date from the calendar view by clicking the calendar icon located next to the date fields.
8. Click Print List/Labels to open the Print Collection List page where you may print the collection list and labels to use when collecting samples. See the Print Collection List topic.
9. Click Retain List to have Copia save the collection list. Use this button when you have not completed the collection of the samples on the list. You may return to this collection list to continue the reconciliation by clicking Reconcile an Existing List on the Collection List page (see above).
10. Click the name of a Patient to view the demographic information for that patient in the Demographics page. See the Demographics topic.
11. Click the Mark Selected As Complete button to mark the selected collection list as complete. A user must have the "Change sample collection information" right enabled in order to use this button.
12. Click the Show on Pending Collection button to show the collection list on the Pending Collection page. See the Pending Collection topic.
13. Click the checkbox in the Complete column to indicate that you have collected the sample for the selected order. This allows you to track your comparison of the samples you have collected against the collection list in Copia to ensure that the collections match the list. Note that once you mark the collection complete, you cannot clear the checkbox, so be sure that you have reconciled the sample collection to the list before you mark it complete.
14. Continue marking samples complete as appropriate.
15. Click Delete List when you are finished comparing the collected samples to the collection list. Copia deletes the list from the system. You will not be able to retrieve the list once you delete it.
16. Click the < Back to List button to return to the Collection List page.

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