Example Infectious Disease Workflow

Step 1:  Login

Login to Ovation Using Your credentials

• Logging in will bring you to your organization’s Dashboard - this is a great place to go to see what tasks are pending for you.

Step 2:  

Click Projects

Step 3:  Select the Project

Projects are groups of similar Requisitions (Samples) collected in Ovation.

Most Labs will have a project for each type of Test they perform, aka. “Fungal 2019”.

Accessioning

Step 4:  Add a Requisition

• Click Add Requisition
  • Add New Requisition
• Select Template
  • Infectious Disease

Step 5:  Complete All required fields

• Use the Missing Fields Icon to determine what is required

NOTE:  Important Parts of a Requisition

• Select Sample Type
• Mark as Received
• Use the calendar to select all dates
• Create a New Container>Add
  • This is the container that the sample arrived in.  
• Select a Test Panel
  • What test are you performing on this sample?
• Enter a Valid ICD-10 Code
• Select a Clinic and Provider
  • This contact will receive the report

Save and Sign Requisition

Step 6:

• Click Save
  • After Saving, the sample can move on to testing.  
• Review entry and Sign
  • You will be prompted to enter your password, which will create your Electronic Signature.

NOTE:  If you don’t sign a requisition, a report cannot be generated.

NOTE:  First Status Bubble turns Green when Accessioning is complete.

Following Save, the requisition and associated sample will be queued for appropriate Workflow.

You are ready to begin Testing!

Click Workflows to Begin

DNA Extraction

Step 7:   Begin Workflow

• You can View Queued Samples, or begin a New Workflow, but the simplest way to begin is to click the bar in bar graph
• Select Workflow, and click Create

Step 9:  Create Batch

• Ensure Appropriate Controls are selected, ensure Sample to add is checked.  
• Click Submit
• Click Return To Workflow

NOTE: Uncheck any samples that should not be added to batch.

Step 10:  Batch Plating

• Click Create a New Container
• Select Appropriate Container
• Scan Container Barcode (If Exists)
  • If Not Click Add
• Assign Locations
  • If locations are to be assigned manually, click Assign Manually,
  • Sample List will open, click sample location and select sample to add to position
• Click Submit
• Click Return To Workflow

Workflow Cont.

Step 11:  DNA Extraction

• Select Source Container
  • Input candidate(s) should populate with Available Containers
  • Scan or Type container ID to Add
• Enter any appropriate metadata such as lot numbers of reagents, etc.
• Select Results Container (Elution Plate)
  • Create a New Container or Scan Barcode of Results Container
  • Samples positions will be automatically assigned once the activity is submitted.

NOTE:  You can add a data file by dragging and dropping into the Additional Files area.

• Click Submit
• Click Return To Workflow

You have completed DNA Extraction!

Click Workflows to Move to Fungal Taqman

Fungal Taqman Testing

Step 13: Click the bar graph for appropriate test and select workflow to begin.

Step 13:  Create Batch 

• Select appropriate samples to add to batch.
  • NOTE:  Alternatively, you can upload sample sheet to add samples by upload.
• Click Submit, and Return to Workflow.

Step 13:  Batch Plating 

• Input candidate(s) should populate with Available Containers.
  • Scan or Type container ID to Add
  • Create New Container if no ID exists
• Select appropriate container type.
• Plating locations will be assigned automatically.
  • Alternatively, you may upload a plating configuration.

NOTE:  You must plate the samples in the order assigned to maintain traceability in Ovation.

Fungal Taqman Testing

Step 13:  Fungal Data Import

• Enter Results File (Optional)
  • Drag and Drop or Browse and Add Instrument Results File ( .txt).
• Enter Analysis File (Required)
  • Drag and Drop or Browse and Add Analysis File (.txt).
• Click Submit
  • Upon Submission, Data is ready for QC check which will trigger generation of report.

NOTES:  

• Incorrect File types, or files with inappropriate header columns will give error message.
• If file is appropriate file type, and samples in the batch are found in the file, you will see Validated successfully.  
• If you see warnings, it can mean that some of the fields in the file do not contain data, however, warnings do  not stop from continuing workflow.
• FILE COLUMN HEADERS MUST MATCH THE EXPECTED HEADERS EXACTLY OR FILE WILL NOT VALIDATE AND DATA WILL NOT PARSE APPROPRIATELY.
• All Targets contained in the field must be registered targets with Reporting Service.

Congratulations!

You’ve just completed the Fungal Taqman Workflow

Your Results are Ready for QC

Results QC

Step 14:  Results Sample Review (QC)

• Click the sample you would like to review.
• Once Clicked, the sample will open in the pane on the right.
• Review assay results, click appropriate review.

Tip:  Assays accepted by laboratory set threshold values will default to accept.

• Accept (green check)
• Reject (red crossed circle)
• Ignore (crossed out eye)
• Once reviewed, the radio button will appear checked.

Tip:  You can review assays in the left panel by clicking the radio button next to the sample, or all samples at once by clicking the radio button at the top of the column.

• Once all samples are reviewed, click Submit to send data for report generation.
• Generated Reports will be sent to provider contact information (set on Accession tab of Requisition).

Report Sign-off

Step 15:  Report Sign-off

• Once a report is generated, click the Sign Now button to review and sign the report.
• Prior to sign-off, the generated report is in Draft status.
• Review the report.
• Apply electronic signature by entering password in the Provide Password box and click Approve.
• Once Approved, a new version of the report is created.
  • You can toggle between draft and approved reports using the drop down box under the report name.

Congratulations!

You’ve just completed the Infectious Disease Workflow