Importing Requisitions

Requisitions can be imported in batches using the Requisition Import feature. This can be useful if your lab receives orders via a sample manifest or electronic file format. 

1. Go to Projects and click on the Project for which you would like to import a batch of requisitions.

2. Click the Requisitions tab inside the Project.

3. Click the green Add Requisition button and choose Import Requisition.

4. Select the Template from the drop-down menu in the Import Requisitions window.

5. You can now choose 2 actions:

a. Download the Template File: this will generate a CSV file with the appropriate columns for the Requisition Template chosen in step 4. See notes below on how to fill out the template.

b. Upload a completed Requisition Template CSV file

6. Click the green Create button to complete the import.

Tip: Hover over any yellow, blue or red fields to view additional information on why those fields are highlighted.

How to fill in a Requisition Template CSV

  • Each row in the CSV file will become a new Requisition in the Project.
  • The first row shows example data and should be removed/deleted before importing the file. 
  • The columns of the batch file represent fields in the requisition, and required fields will be indicated by an asterisk. 
    • Do NOT change the column headers or they will not be recognized upon import.
    • It is OK to move the columns around before importing
  • The number of samples in the template will match what is set as the maximum for that requisition. If the maximum number is different than what is being imported, be sure to change ‘num_sample’ column data to the number of samples being imported.
  • Once imported, the Requisitions may appear as Incomplete, Complete, or Verified depending on how much information was included in the import CSV file.

The table below lists the formatting requirements for requisition template headers, descriptions and example data to use in each column.  

Note: If needed, you may contact your success@ovation.io for an import template that is specific to the Requisition Template(s) in your Organization.


Header Name/Format Description

Example Data (BOLD highlight = case-sensitive)

identifier Requisition identifier - may be left blank if auto-generation is turned on [String] REQ-01289
sample_collection_date Format should match the Datetime Input Format set in Display Preferences under OvDx Administration tab settings. 

Note: In the csv file, use the format that matches your display preference settings, but Do Not change Display Preferences Format in OvDx since this will affect other areas of your LIMS.
04/20/2020 22:10
04-20-2020 10:10
04-20-2020 09:00 AM

Note: Legacy (older version) requisitions support date only, but new versions require date and time
test_panel_code Test Panel Code as defined in the More > Lab > Test Panels page. If more than one Test Panel is to be selected for a single requisition, multiple codes should be delimited by a ‘pipe’ (vertical bar on same keyboard key as backslash) “|” [String]

IDT-COVID-19|77870-00

num_samples Number of samples included in that requisition.  

Note: If ‘2’ is in this column and you are only uploading 1 sample, the import will not validate [Integer]
1
sample_#_identifier Sample identifier - may be left blank if auto-generation is turned on.  Substitute the # sign in the header with 1 or 2 (dependent on 1st sample data or second sample data) [String] COV-01289-1
sample_#_group_name Group name as defined in the Samples section of the requisition form. Should be set to “default” if no sample groups are configured. [String] COVID-19
sample_#_collected_by Name of person who collected the sample [String] Dr. Johnson
sample_#_date_received Format should match the Datetime Input Format set in Display Preferences under OvDx Administration tab settings.  

Note: In the csv file, use the format that matches your display preference settings, but Do Not change Display Preferences Format in OvDx since this will affect other areas of your LIMS.
04/20/2020 22:10
04-20-2020 10:10
04-20-2020 09:00 AM

Note: Legacy (older version) requisitions support date only, but new versions require date and time.
sample_#_state_label Sample type. Data must match one of the options in the drop-down choices for sample type exactly. [String]

Note: Can be left blank if there is only 1 sample type associated with the requisition template.
Swab
Nasopharyngeal swab Urine

blood

sample_#_state_position Position in container.  Use A01 for tubes. [String] A01
sample_#_container_type Sample Container type - supported options: Tube, Plate96, Plate384, Plate16 [String] Tube
sample_#_container_barcode Container barcode. If left blank, the barcode will be auto-generated. Must be unique if provided. [String] S10098734A
patient_mrn Medical Record Number [String] 1234567
patient_first_name Patient’s first name [String] John
patient_middle_name Patient’s middle name [String] Joe
patient_last_name Patient’s last name [String] Doe
patient_date_of_birth Format should match the Datetime Input Format set in Display Preferences under OvDx Administration tab settings. 

Note: In the csv file, use the format that matches your display preference settings, but Do Not change Display Preferences Format in OvDx since this will affect other areas of your LIMS.
04/20/2020
04-20-2020
patient_street_address Patient’s street address [String] 32 Pearl St
patient_street_address_line2 Apartment or Unit number Apt 5
patient_city Patient’s city [String] Cambridge
patient_state Patient’s state: 2 letter abbreviation or spelled out [String] MA
Massachusetts
patient_country Patient’s country [String] United States
US
USA
patient_zip_code Patient’s zip code [String] 02114
patient_phone_number Patient’s phone number [String] 6171234567
patient_sex Patient’s sex: M, F, U, Male, Female, Undisclosed [String] M or Male
F or Female
U or Undisclosed
patient_ethnicity Patient’s ethnicity. Supported options: hispanic, nothispanic and undisclosed [String] Nothispanic
Hispanic
undisclosed
patient_race Patient’s race. Supported options: white, asian, native, black, islander and undisclosed [String] White
patient_email Patient’s email [String] john.doe@example.com
provider_account Provider Account name must match existing account name exactly (alternative field sales_account) [String] Happy Clinic
license_registry Type of Provider registry. Supported options: NPI, Australian Health Practitioner Registry, European Physician, ex-US / clinical trial, Philippines PRC, South American Physician

Note: this field is optional if using NPI Providers; this field is required if using non-NPI Providers.

European Physician

(Ovation will assume ‘NPI’ if this field is left blank or the column is missing)

provider_npi Provider’s NPI number or other registry number if using non-NPI Provider (alternative field physician_npi) [String] 9999999999
provider_name Name of Provider (only required if creating a new non-NPI Provider) Dr. Test, MD
medication List of medications delimited by a ‘pipe’ (vertical bar on same key as backslash) “|” [String] Maalox|Macrobid
icd10_code List of ICD-10 codes delimited by a ‘pipe’ (vertical bar on same key as backslash) “|” [String] A00.0|G00.0
or
A000|G000
bill_type
Indicates what type of billing should be used. Supported options are: Insurance, Patient Bill, Institutional Bill

Note: Several additional billing columns follow the bill_type column. Only fill in the additional billing fields that correspond to the billing type indicated in the bill_type column.
Insurance
Patient Bill
Institutional Bill

signed_consent Indicates whether or not patient consent was given/signed TRUE or T = Consent given/signed
FALSE, Blank or any other value = Consent NOT given/signed
Custom Attributes



Examples:
requisition_billing_notes

is_pregnant
Additional headers in your requisition template that are specific to your org.



String

Boolean





needs approval

TRUE=Yes, True, T, or 1
FALSE=No, False, F or 2

System Validation of Import File: 

  • If your CSV includes a requisition ID that already exists in the LIMS (case-insensitive match), a warning will appear. If the file is then imported, an additional sample will be added to the requisition. Fields on that requisition are only updated if a value is provided in the CSV (non-string fields) or if the value provided is not “null” (string fields).
  • All of the following will generate errors and block the file import:
    • Collection Date: if it’s a future date, if it’s before 1900, if it’s before the date of birth
    • Received Date: if it’s a future date, if it’s before 1900, if it’s before the Collection Date
    • Patient Date of Birth: if it’s a future date, if it’s before 1900
    • Patient State: if country is US and it’s not a valid state (or abbreviation)
    • Patient Zip Code: if country is US and it isn’t in a valid format, if country is US and zip code does not belong to provided state
  • Any error in the CSV is also an error in API. Calls with offending data get a 422 response code with the response body enumerating the text of the errors.

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