Sample Inquiry Pop-up

Page Description

The Sample Inquiry page provides a detailed view of the sample. This includes details pertaining to its order, where it currently exists in the storage hierarchy, and its history log.

Under normal workflows, only one trackable instance will be needed per sample. This will be labeled the Primary Sample. However, if a manual aliquot needs to be made off of the primary sample and tracked into storage, an aliquot label can be printed for the new container and a new trackable instance can be created under the original sample. Each trackable instance associated with the original sample will get a tab on the Sample Inquiry page so that it can be tracked into its own position in the storage hierarchy and maintain its own storage history. The history log for each trackable instance will contain its storage events. The primary sample's history log will also contain additional events related to the order, collection, automation line, and Harvest LIS interactions.

The trackable instance description field contains information useful to identify it. This could be the aliquot ID printed on the aliquot label or a human-readable description, such as Aliquot #1.

The user and location fields in the history log represent the user who triggered the event and their signed-in location while triggering the event. The location field does not necessarily relate to the physical location of the trackable instance at the time the event was triggered.

The Harvest LIS events will only appear in the history log if the testing host for the sample is a Harvest LIS instance. Copia queries the Harvest LIS instance when the Sample Inquiry page is opened for relevant information regarding the order, order choice, or related samples tracked within Harvest LIS' Storage module and incorporate the information into the history log of the primary sample. This will be especially useful for showing the storage location of microbiology and anatomic pathology specimens related to the original patient sample. These microbiology and anatomic pathology specimens will have no record in Copia, so being able to query into Harvest LIS for this information will give Copia users insight into the location of these specimens.

For more help, click one of the following links:

Accessing this Page

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Sample Information

  1. Click Sample Options to open a menu for actions that can be performed on the sample. Click and select one of the following options for the specific sample:
    • Transfer: populate the Transfer page's worklist with the trackable instances of the sample.
    • Dispose: open the Disposal confirmation page with the trackable instances of the sample as the roots in the tree view.
      Order Context menu items:

    • Labels
    • Review Order
    • Samples
    • Change Log
    • Requisition
    • Linked Documents
    • Lab Report
    • Client Services
    • Lab Info Requisition
    • Deliver
    • Report Delivery Events
    • Deliver History
    • Patient Labels
  2. The sample information on the Sample Inquiry page displays the following information:
    • Sample ID: the sample ID of the specimen collected from the patient.
    • Patient: the name of the patient.
    • MRN: the medical record number for the patient.
    • DOB: the patient's date of birth.
    • Order ID: the order ID.
    • Order Date/Time: the date/time the order was placed.
    • Order Choices: the order choices.
    • Priority: the priority given to the order.
    • Tube/Container Type: the tube/container type.
    • Collection Date/Time: the date/time the order was collected.
    • Collection Location: the collection location for the order.

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Storage Hierarchy

The Storage Hierarchy attribute of each trackable instance shows an indented view of all ancestors of the sample. This shows where this instance is currently stored. As is the case for any metacontainer ID that appears anywhere within Copia, the ID of each metacontainer in the storage hierarchy brings up the context menu for that metacontainer.

  1. The Sample Inquiry page is broken down into tabs for the different trackable instances associated with the sample. Each trackable instance can be placed in different positions within the storage hierarchy and have separate history logs. Each sample gets one trackable instance automatically called the Primary Sample and additional trackable instances can be created as needed. When creating an additional trackable instance, the user will be prompted to give the instance a name that will appear on the tab for that instance.
  2. Click New Trackable Instance to create additional trackable instances associated with the sample. This displays a pop-up asking the user to give a name to the new trackable instance. Click OK for a new tab to appear. Initially, new trackable instances will be Uncontained in the storage hierarchy and have an empty history except for the creation event. As the trackable instance is transferred into and out of other metacontainers, it will build a history log and obtain a position in the storage hierarchy.
  3. Click Instance Options to display a menu for actions that can be performed on the trackable instance:
    • Transfer: populate the Transfer page's worklist with this trackable instance.
    • Dispose: open the Disposal confirmation page with this trackable instance as the root in the tree view.
    • Edit: opens a pop-up for editing the name of the trackable instance.
    • Print History: prints the history of the trackable instance.

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History Log

The History table displays the events that have occurred on the trackable instance. The history log for each trackable instance contains the events related to that instance's transfers into other metacontainers and its disposal. The primary sample's history log also contains the events that cannot be associated with a specific trackable instance, but are linked to the sample ID or the order. For example, events like order creation, label printing, and automation line communications only appear in the history log of the primary sample.

  1. The History table displays the following information:
    • Date/Time: the date/time the event occurred.
    • Event: the type of event that occurred.
    • Description: a description of the event.
    • User: the user's name associated with the event.
    • Location: the location where the event occurred.

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Sample History Event Types

Note that items wrapped in curly braces are placeholders for real values.

Event Description User Location Triggering Event
Order Created Order ID {Order ID} {User Name} {Signed-in Location} User manually creates an order.
Order Created Order ID {Order ID} System {Host Name} User manually creates an order.
Added to Collection List Collection List ID {Collection List ID} {User Name} {Signed-in Location} User manually adds the specimen to a collection list.
Removed from Collection List Collection List ID {Collection List ID} {User Name} {Signed-in Location} User manually adds the specimen to a collection list.
Tube/Container Labels Printed Printer {Printer Name} {User Name} {Signed-in Location} User manually prints labels.
Tube/Container Labels Printed Printer {Printer Name} {User Name} {Signed-in Location} User manually prints labels.
Tube/Container Labels Printed Printer {Printer Name} System System Labels printed automatically based on rules or configuration.
Aliquot Labels Printed Printer {Printer Name} {User Name} {Signed-in Location} User manually aliquot prints labels.
Aliquot Labels Printed Printer {Printer Name} System System Aliquot labels printed automatically based on rules or configuration.
Collected N/A {User Name} {Signed-in Location} User manually marks the sample as collected.
Collected N/A System System Sample is automatically marked as collected by rules or configuration.
Uncollected N/A {User Name} {Signed-in Location} User manually marks the sample as uncollected.
Added to Manifest Manifest ID {Manifest ID} {User Name} {Signed-in Location} User manually adds the sample to a manifest.
Removed from Manifest Manifest ID {Manifest ID} {User Name} {Signed-in Location} User manually removes the sample to a manifest.
Sample Released Testing Host {Host ID} {User Name} {Signed-in Location} User manually releases the sample to the testing host.
Sample Released Testing Host {Host ID} System System Sample automatically released by the system via rules or configuration.
Loaded onto Line {Message Contents} System {Host Name} Automation line has communicated that it has received the sample.
Reached Line Destination {Message Contents} System {Host Name} Automation line has communicated that the sample has reached a destination. The specific destination is expected to be described in the message contents.
Rejected by Line {Message Contents} System {Host Name} Automation line has communicated that the sample has been rejected and directed to the reject lane.
Stored by Line {Message Contents} System {Host Name} Automation line has communicated that the sample has been placed in storage. The storage location is expected to be described in the message contents.
Discarded by Line {Message Contents} System {Host Name} Automation line has communicated that the sample has been discarded.
Transferred {Metacontainer Type}: {Metacontainer Description} ({Metacontainer ID}) at {Position} {User Name} {Signed-in Location} User transfers this sample into a metacontainer or is now uncontained.
Disposed N/A {User Name} {Signed-in Location} This specimen is marked as disposed of.
Ancestor Transferred {Metacontainer Type}: {Metacontainer Description} ({Metacontainer ID}) into {Destination Metacontainer Type}: {Destination Metacontainer Description} ({Destination Metacontainer ID}) at {Position} {User Name} {Signed-in Location} An ancestor metacontainer this specimen is transferred into another metacontainer or is uncontained.
New Trackable Instance Created		 N/A {User Name} {Signed-in Location} When this additional trackable instance has been created.
Harvest LIS Released from stored orders {User Name} {Workstation} User manually releases the order from stored orders.
Harvest LIS Released from stored orders System {Workstation} Order is automatically released from stored orders when received from the host.
Harvest LIS Updated Order Choice Status of {Order Choice} to {Name of new status} {User Name} {Workstation} User manually changes the order choice status of an order choice attached to this sample.
Harvest LIS Updated Order Choice Status of {Order Choice} to {Name of new status} System {Workstation} The order choice status of an order choice attached to this sample is automatically changed through rules or configuration.
Harvest LIS Storage Item {Storage Type}: {Storage ID} Created in {Contained Storage Type}: {Contained Storage ID} at {Position} {User Name} {Workstation} User manually created a storage item that is linked to this sample id. If the storage item is placed into another storage item upon creation, the containing storage item type, ID, and position will also appear in the description column.
Harvest LIS Storage Item {Storage Type}: {Storage ID} Created in {Contained Storage Type}: {Contained Storage ID} at {Position} {User Name} {Workstation} System automatically created a storage item that is linked to this sample ID. If the storage item is placed into another storage item upon creation, the containing storage item type, ID, and position will also appear in the description column.
Harvest LIS Storage Item {Storage Type}: {Storage ID} Transferred into {Destination Storage Type}: {Destination Storage ID} at {Position} (Direct) {User Name} {Workstation}

User manually transfers a storage item that is linked to this sample ID. The transfer occurred on the storage item directly.
Harvest LIS Storage Item {Storage Type}: {Storage ID} Transferred into {Destination Storage Type}: {Destination Storage ID} at {Position} (Indirect) {User Name} {Workstation} User manually transfers a storage item that is linked to this sample ID. The transfer occurred on the storage item indirectly meaning that a containing storage item was transferred.
Harvest LIS Storage Item {Storage Type}: {Storage ID} Verified in {Contained Storage Type}: {Contained Storage ID} at {Position} as Verified {User Name} {Workstation} User verified that the storage item existed in the containing storage item. The verification was performed via a bar code scanner.
Harvest LIS Storage Item {Storage Type}: {Storage ID} Verified in {Contained Storage Type}: {Contained Storage ID} at {Position} as Missing {User Name} {Workstation} User verified that the storage item existed in the containing storage item. The verification was performed manually.
Harvest LIS Storage Item {Storage Type}: {Storage ID} Disposed in {Contained Storage Type}: {Contained Storage ID} at {Position} {User Name} {Workstation} User attempted to verify that the storage item existed in the containing storage item, but it was marked as missing during the verification process.
Harvest LIS Storage Item {Storage Type}: {Storage ID} Expired in {Contained Storage Type}: {Contained Storage ID} at {Position} (Direct) System {Workstation} User disposed of the storage item.
Harvest LIS Storage Item {Storage Type}: {Storage ID} Expired in {Contained Storage Type}: {Contained Storage ID} at {Position} (Indirect) System {Workstation} The system automatically expired the containing storage item and thus indirectly expired the storage item.

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