Adding a New Requisition

This article describes how to manually complete a requisition form in the OvDx LIMS.

OvDx orders are made and tracked using a requisition form (Req form). Req forms can also be completed by clients using the Ovation Provider Portal or through API/HL7 integrations. You can refer to the table below to navigate to articles for your specific method.

The following sections are included in this guide. Read the whole guide or skip ahead to the section you need:

• Adding a Requisition in the LIMS by Manual Entry
  • Provider Information
  • Requisition Information
  • Supplemental Documents
  • Samples
  • Changing Sample Information
  • Test Panels
  • Add Patient Information
  • Add Existing Patient Information
  • Billing Information
  • Medications
  • Diagnosis/ICD-10 Codes
• Save and Verify Requisition
• Edit Requisitions

Adding a requisition in the LIMS by manual entry 

Requisitions are added under Projects > Requisitions

Requisitions are organized under lab Projects. Projects allow users to group their orders based on sample type, test panels, workflows, etc. Each project can have one or more requisition templates. Requisition templates allow the user to customize what information is captured based on the types of sample, test panels, workflows, billing routing, or reports to be generated. For example, an Infectious Disease project may offer 2 requisition templates: COVID-19 and Fungal Assay. New requisitions are added under the Project button.

1. Click Projects from the top menu

2. Click the desired Project

Note: Users must be added to the Ovation LIMS and to each project in order to access a project. To add users to your projects, see our “Adding New Users” article for more information.

Note: you cannot add a new requisition by clicking the Requisitions button from the top menu. The Requisitions button allows users to view all requisitions across all projects. All new requisitions must be added under their respective project.

3. Select the Requisitions tab inside of your project. This will show all requisitions in that project and allow you to add a new requisition to the project.

4. Click Add Requisition button

5. Select Add New Requisition from the dropdown menu

6. Click Select Template in the new window

7. Select your requisition template from the dropdown menu

Provider Information

1. Select the Provider Account from the dropdown menu

2. Select the Provider NPI from the Provider dropdown menu

Requisition Information

• Fill in the Identifier and any required fields

Tip: the requisition will default to being “on hold” until the sample is marked as received in the Samples section of the form.

Tip: if your requisition is configured to auto-generate identifiers, the Identifier field of the Requisition Information section will be pre-populated upon saving. Auto-generated identifiers can be set up to include a prefix (ex: COV-#) or a numbered series. For help with modifying your auto-generated identifiers, contact support@ovation.io.

Supplemental Documents

• This window allows any additional documents, such as insurance forms, to be associated with the requisition
• Drag and drop or click Add Files to upload documents to the the supplemental document window

Samples

1. Type or scan in the Sample Identifier (if not auto-generated) 

2. Select the sample type from the drop down menu

Tip: if there is only one sample and/or container type associated with the requisition, it will be auto-selected.

3. Fill in the Collection date and time (required), and Collected By (optional) fields.

Tip: depending on your lab’s display preferences, the collected and received times may require that you type “am” or “pm” in order to save.

4. Choose the Container Type from the dropdown menu

5. Assign the sample container ID: choose to manually enter/scan barcode or auto-generate a container ID

Tip: some requisitions will use multiple Sample Groups. Samples Groups help discern between multiple samples on one requisition. If multiple sample groups are being used with auto-generated Sample Identifiers, samples will index by group (Group-1 Sample-1 and Group-2 Sample-1). For example, in the picture below there are two sample groups: Child and Mother. If the child’s sample Identifier is PatientA, the auto generated names for the 2 samples will be “Child-1 PatientA-1” and “Mother-1 PatientA-1.”

6. Toggle the sample to Received and enter the received date time fields

Changing Sample Information

1. Click the green Remove Container button to change the Container Identifier for your sample

2. Click the red Remove Sample button to completely remove the sample and start again

3. Click the green Add Sample button to add a sample to the same requisition

Test Panels

• Select the applicable Test(s) or Test Panel(s) for the sample(s) being submitted

Tip: some requisitions are configured to show the individual tests, as well as the test panels.

Patient Information

Tip: if your browser uses an autofill feature, it could incorrectly populate name and address information to this section. Be sure to check name and address information carefully. See our article on Disabling Chrome Auto-fill.

• Fill in the required patient fields to create a new patient

Tip: required fields are indicated by an asterisk*. In the image above, Ethnicity* and Race* are required.

Tip: missing fields that are required to save can be seen in the banner at the top of the window. Click “What’s missing?” to see missing fields.

Existing Patient Information

1. Click the gray Search Patient button located on the top right of the Patient Information section.

2. Fill in the any of the patient information fields

3. Click the green Search button

4. Select the patient from the list provided

Tip: selecting an existing patient fills the Patient Information and Billing Information fields with the information already on file for that patient.

Billing Information

• Select the billing type from the drop down menu

• Fill in the required fields for your billing type; see table below for info to quick-fill some fields 

Medication

• Click the Search Medications drop down menu and begin typing the medication name
• Choose the applicable medication from the list provided in the search

Tip: this field may not be required on all requisitions. For help in making this field optional or required on your requisition, contact support@ovation.io.

Note: Medications listed are updated monthly from the RxNorm database

Diagnosis/ICD-10 Codes

• Click the Select Diseases drop down menu and begin typing either the disease name or ICD-10 code
• Choose the applicable diagnosis from the list provided in the search

Tip: this field may not be required on all requisitions. For help in making this field optional or required on your requisition, contact support@ovation.io.

Note: Billable ICD-10 codes are updated quarterly from the CMS database

Save and Verify Requisition

• Click the Save button at any time to save the requisition

Tip: if you save when the “What’s missing?” banner is still displayed (see above), the requisition will save all the fields entered thus far and be incomplete. An incomplete saved requisition gives a yellow gumdrop in the requisition status position (see below). Workflows can be run on the saved sample, but reports cannot be generated until the requisition is completed and verified. 

• Click the Save button when all fields are filled in to complete the requisition
• The requisition gumdrop will turn orange, marking the sample as “held” until verified
• Click the Verify button to open the verification modal

Tip: if you save when all required fields are filled, the requisition gumdrop changes to orange for Held. Held means the sample is awaiting verification. Workflows can still be run on the saved sample, but reports will not generate until the requisition is verified.

• Enter your password and click Verify

• The requisition status gumdrop will now be green for completed and verified
• A time stamp will appear that displays which user verified the requisition

Edit Requisition

You can edit some requisition fields if needed. To edit or complete a requisition, you will navigate to the requisition of choice, go to the Req Form tab, amend the requisition, then Save and Verify it again.

1. Click Requisitions in the top bar

2. Select your requisition from the list

Tip: clicking Requisitions from the top bar shows all requisitions across all projects. Hover your pointer over a gumdrop to view a single requisition’s status. Use the search fields above the master list to filter requisitions and view subsets of requisitions.

3. Click the Req Form tab next to Dashboard

4. Edit the fields you wish to change on the requisition, save, and verify the form (see Save and Verify Requisition section above)

Tip: there will be a time-stamped audit trail of all requisition entries and edits under the Audits tab.

You did it! If you need help or have questions, please contact support@ovation.io. To learn more about next steps following accessioning in OvDx, please visit our Workflows page.

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