Admin: Specimen Sources

Page Description

Use the Specimen Sources page to view, add, or edit a specimen source list that is used to define specimen information in the Specimen Source Details section of the Specimen Sources page. This Rule is unique in that there are two different Usage Types that define this rule. The available Usage Types for Specimen Sources are "Do Not Use This Condition," "Selected Specimen Sources," and "All Specimen Sources except..." When this condition is used, it will check any Specimen Sources that have been added to any Order Choice on the Order.

In order to view and/or modify specimen part information once an order has been saved on the ordering screen, click the specimen source text in the list of order choices in the Order Choices section of the Order Patient Samples page to open the Specimen Part Details pop-up, where you may view or edit this information.

For more help, click one of the following links:

Accessing this Page
Viewing the Specimen Source List
Accessing Specimen Source Details
Adding Specimen Sources
Editing Specimen Sources
Adding or Editing Specimen Source Questions
Adding or Editing Host Codes
Harvest Synchronization for this Specimen Source

Accessing this Page

Click the Administration menu button, click the Order Choice Setup button, and then click the Specimen Sources submenu link. You must have the necessary security permissions to access the Administration menu button.

When you click the Administration menu button, Copia opens the main Administration menu, which contains administrative menu buttons, including the Order Choice Setup menu. To return to the main menu for Copia, click the Lab Tasks menu button.

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Viewing the Specimen Source List

The Specimen Source List page contains a list of up to ten specimen sources. If the list is longer than one page, use the Page links, located below the list of specimen sources, to navigate through the list.
To modify the number of sources on the page, adjust the value of the Show __ entries field. Copia defaults to ten per page, and displays the total number of items based on your search.
To view active specimen sources only, select the Show active only checkbox at the top of the Specimen Source List page. You set the active/inactive status in the Specimen Source Details section of the Specimen Source Details page. See "Adding Specimen Sources" below.
To search specifically for a name, type letters into the Name field and results will display as you type. Click the Refresh button to refresh the Specimen Source List to start over.
Select the Missing sync info for checkbox and select a host from the search-as-you-type field. Select a host from the field to display records that are not synced with the selected host. The list will include all active hosts in the system.
Click the Copy button next to the name of the specimen source to create a copy of the specimen source. Once you have clicked the Copy button, you will be directed to the Specimen Source Details page where you can add or edit specimen source information.
If you cannot find the desired specimen source, click the Add button to add a specimen source. See "Adding Specimen Sources" below.
Click the name of the specimen source on the Specimen Source List page to edit the sample information in the Specimen Source Details page. See "Editing Specimen Sources" below.

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Accessing Specimen Source Details

Use the Specimen Source List page to access the Specimen Source Details page, where you may add or edit a specimen source.
To create a new specimen source, click the Add button in the Specimen Source List page. This opens a blank record in the Specimen Source Details page to create a new specimen source. See "Adding Specimen Sources" below.
To edit an existing specimen source, click the name of the specimen source in the Specimen Source List page. This opens the selected specimen source in the Specimen Source Details page. See "Editing Specimen Sources" below.

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Adding Specimen Sources

Use the Specimen Source Details page to create or modify specimen sources for the Specimen Sources page.
Enter the full name of the specimen source in the Name field and the specimen source category in the Category field. These fields are required.
Select the Active checkbox to enable users to select the specimen source while creating specimens. Clear this checkbox to restrict users from selecting the specimen source. If the specimen source is inactive, Copia clears it from the Specimen Source List page when you select the Show active only checkbox. See "Viewing the Specimen Source List" above.
Enter the default number of parts in the Default number of parts field. This field defaults to one. Use the CPT code(s) field to select the code(s) that you wish to use on the specimen source. You may either enter text or numerals into the field or by clicking the Search button to show a list of CPT codes. The list displays the code and active state. Uncheck the checkbox to remove the CPT code from the list. CPT codes configured on the Specimen Sources page (when not using discrete billing and not executing CPT rules) supersede CPT codes configured on the Order Choices page if that order choice has a specimen source assigned to it.
Click the Change Log button at the top of the Specimen Source Details page to view the changes that have been made to the selected specimen source. This can only be viewed after you have entered a Name and Category followed by clicking the Save button. This will take you to the Change Log page. See the Admin: Change Log topic. Click the OK button to return to the Specimen Source Details page.
Click the Alerts & Comments button at the top of the Specimen Source Details page to add an alert or comment to the specimen source. Click the Add button to display the Alerts & Comments pop-up and enter text into the field. Click the ... button to access the Quick Comments pop-up to enter a quick comment. You can add multiple comments separated by a comma, semi-colon, colon, space, or Vertical Bar via the Separate Comments with drop-down. Click the checkbox that you prefer and then click Save to add the comment or the Close Window button to return to the Alerts & Comments pop-up without adding a quick comment. Once you have entered the alert or comment, click the OK button to add the comment to the specimen source, or click the Cancel button to return to the Alerts & Comments page without adding text.
Once you have added an alert or comment, it will appear on the Alerts & Comments page. The page will display an Alert checkbox, Note, Entered By, Entered Date, Modified By, Modified Date, Delete button, and Sort Order buttons. Click the Delete button to remove the alert or comment, or click the Sort Order arrows to move the alert or comment up or down if there are multiple entries. Click the OK button to add the alert or comment and return to the Specimen Source Details page or click the Cancel button to return without adding the alert or comment. If you have added an alert or comment, the Alerts & Comments button with appear in green, italicized text. Click the Alerts & Comments button to view the alerts and comments that you have added to the specimen source.
In the Host Codes for this Specimen Source section, add or edit the host code information for the specimen source. See "Adding or Editing Host Codes" below.
Click < Back to List to return to the Specimen Source List page without saving any changes.
Click Save to record changes and return to the Specimen Source List page.

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Editing Specimen Sources

Use the Specimen Source Details page to modify the name or active status of the specimen source.
Click on the name of the specimen source on the Specimen Source List page to edit, highlight, or delete text that is already displayed in the Name and Category field, then modify as desired.
Select the Active checkbox to enable users to select the specimen source while creating specimen sources. Clear this checkbox to restrict users from selecting the specimen source. If the specimen source is inactive, Copia clears it from the Specimen Source List page when you select the Show active only checkbox. See "Viewing the Specimen Source List" above.
Click the Change Log button at the top of the Specimen Source Details page to view the changes that have been made to the selected specimen source. This can only be viewed after you have entered a Name and Category followed by clicking the Save button. This will take you to the Change Log page. See the Admin: Change Log topic. Click the OK button to return to the Specimen Source Details page.
Click the Alerts & Comments button at the top of the Specimen Source Details page to add an alert or comment to the specimen source. Click the Add button to display the Alerts & Comments pop-up and enter text into the field. Click the ... button to access the Quick Comments pop-up to enter a quick comment. You can add multiple comments separated by a comma, semi-colon, colon, space, or Vertical Bar via the Separate Comments with drop-down. Click the checkbox that you prefer and then click Save to add the comment or the Close Window button to return to the Alerts & Comments pop-up without adding a quick comment. Once you have entered the alert or comment, click the OK button to add the comment to the specimen source, or click the Cancel button to return to the Alerts & Comments page without adding text.
Once you have added an alert or comment, it will appear on the Alerts & Comments page. The page will display an Alert checkbox, Note, Entered By, Entered Date, Modified By, Modified Date, Delete button, and Sort Order buttons. Click the Delete button to remove the alert or comment, or click the Sort Order arrows to move the alert or comment up or down if there are multiple entries. Click the OK button to add the alert or comment and return to the Specimen Source Details page or click the Cancel button to return without adding the alert or comment. If you have added an alert or comment, the Alerts & Comments button with appear in green, italicized text. Click the Alerts & Comments button to view the alerts and comments that you have added to the specimen source.
Click < Back to List to return to the Specimen Source List page without saving any changes.
Click Save to record changes and return to the Specimen Source List page.

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Adding or Editing Specimen Source Questions

The Questions for this Specimen Source section of the Specimen Source Details page enables you to add or edit four configurable questions that can be attached to the specimen. When this condition is used, it will check the responses to the selected questions, regardless of the Specimen Source selected.
Enter text into the Topographical answer 1 field to add where the biopsy is from such as Inferior, Anterior, Posterior, etc. This question requests valid answers, which should be separated by semicolons.
Enter text into the Topographical answer 2 field to add a second area where the biopsy is from such as Left, Upper, Lower, etc. This question requests valid answers, which should be separated by semicolons.
Enter text into the Anatomic location field to add the anatomic location of the specimen, such as Arm, Back, Cheek, Ear, etc. This question requests valid answers, which should be separated by semicolons.
Enter text into the Procedure field to add the procedure such as Punch Biopsy, Excisional w/ orientation, etc. This question requests valid answers, which should be separated by semicolons.
Select one or more of the checkboxes on each question to allow the user to complete those actions when answering the question(s) on the specimen.
- Default response: Enter text into this field to configure a default response to specimen source questions. When the Specimen Part pop-up is first displayed for a specimen part, Copia will select the configured default response.
- Answer is required: Select this checkbox if an answer must be given to the question(s).
- Additional free form text allowed: Select this checkbox if you want to grant the ability to add or edit text on the question(s).
- Hide Date/Time button: Select this checkbox to remove the Insert Date/Time button from the Specimen Part Details fields that allows free form text.
- Image Map (...): Select this checkbox if you want to allow the user to select an answer from an image rather than the drop-down list. Instead of clicking the Right Arm from the drop-down, you can click on the Right Arm if the image map answer matches the answer in the drop-down. You may add a new image map in System Defaults in which it will then be added to the drop-down list on the page.
- Up/Down: Click the ^ and v button to alphabetize a question's response list. Clicking the button will toggle sorting by ascending and descending order.

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Adding or Editing Host Codes

The Host Codes for this Specimen Source section of the Specimen Source Details page enables you to add or edit the host code information for the specimen source. If there is no host code for a specimen source, Copia sends the name of the specimen source instead in the HL7 transmission.
To view active hosts only, select the Show active hosts only checkbox. Set the active/inactive status in the Host Details section of the Hosts details page. See the Admin: Hosts topic.
To add host codes, enter the codes for the specimen source in the Host Code fields next to the desired host names. These host codes must be unique for each host across specimen sources. For example, you may not use the host code 123 for Host A for both Specimen Source 1 and Specimen Source 2. If you try to save a host code that is identical to another code for the same host for two specimen sources, Copia displays a warning message that details where up to ten conflicts lie and prompts you proceed with saving the host codes or not.
Click < Back to List to return to the Specimen Source List page without saving any changes.
Click Save to record changes and return to the Specimen Source List page.

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Harvest Synchronization for this Specimen Source

The Harvest Synchronization for this Specimen Source section of the Specimen Source Details page enables you to select a synch host in the Specimen Source setup, which allows a user to select the host and click the Synch Selected button to create the synch record for that host. When the specimen source is created, it can be synchronized with Harvest LIS.
To select the host, select the checkbox by the desired host code. The table displays the host name, the version number, if the host is synchronized, and when the host was last modified. The name category, CPT codes, host codes, number of parts, and all four answer option fields are synchronized.
To unsynch a host, select the checkbox of the desired host code and click the Unsynch Selected button.
Both Harvest LIS and Copia must support Synch 2.4 or the Specimen Sources synching will be unavailable.

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