Onboarding - Report Reviewer Role

Welcome to our instructional guide for OvDx LIMS users with a Report Signer role. Report Signers are prescribed the following training modules to familiarize themselves with the Ovation platform. Each Module contains videos and an accompanying article. Read the whole guide or skip to your section of interest. 

Note: Report Signers often have additional roles in the lab. If you have another role besides Report Signer, you may wish to skip Module 1: Intro to OvDx Report Signer, you may wish to skip Module 1.

Module 1: Intro to OvDx

Module 2: Signing Reports

Module 1: Intro to OvDx

Welcome to OvDx! This guide will cover the basics of your dashboard when you log in to Ovation and the Ovation support resources. The following sections are included in this guide:

OvDx Dashboard

Video

Knowledge Base Article

This article describes the OvDx dashboard, which is your landing page upon every first login. All OvDx users will see the dashboard, but your contents may vary based on permission levels. You can always navigate back to the dashboard by clicking your lab’s logo (Home Button) in the top left of the screen from any page. 

Tip: The logo at the top left will say “Ov” as a default. To use your lab’s logo as your Home Button on your Ovation page, contact support@ovation.io

Scrolling down on the dashboard, you will see several quick action shortcuts. These shortcuts are useful for admins and lab directors. The shortcuts and their functions are briefly described in the section below.

Dashboard Quick Action Shortcuts

1. Report Release: Allows the user to release reports to the Provider Portal in bulk. For more details on this feature please see the Batch Report Release article in our knowledge base

2. Rejected Samples Pending Review: Allows the user to review the rejected samples and confirm the rejection status. Rejecting the sample here removes it from the system. For more details on this feature please see the Rejecting a Sample article in our knowledge base

3. Incomplete Req Forms: Allows the user to view all samples that have incomplete requisitions

4. Documents Requiring Signature: Allows the user to sign and review documents that require signatures (e.g., reports that need to be signed before they are released). For more details on this feature please see the Using Documents article in our knowledge base

5. Required Trainings and Trainings Requiring Co-Signature: Users can access their assigned trainings or co-signature requests in Ovation from here. For more details on this feature please see the Training article in our knowledge base.

6. Active Workflows: Allows a user to view and navigate to workflows that are in ‘Processing’ Status. Incomplete workflows do not generate reports.

Help Beacon

Video

Knowledge Base Article

The Help Beacon is located in the bottom right of every Ovation screen. The Help Beacon allows you to search keywords to pull up relevant Knowledge Base Articles. You can also access a Feature/Expansion Request form to modify your existing Ovation environment using the Help Beacon.

1.  Click on the orange Help Beacon in the bottom-right corner of any screen

2. Click on the suggested help articles, or search a specific keyword to pull up Knowledge Base articles containing your search term

Knowledge Base Articles

The Knowledge Base contains articles giving detailed instructions on various aspects of the platform. From the Help Beacon or the link above, you can search by keyword to locate articles relevant to your question. The Getting Started Guide is one resource that gathers like articles in a high-level overview of OvDx, and there are also several workflow guides that walk stepwise through a specific workflow.

Project Request Form

You can request a new feature or expanded functionality using the Help Beacon. Submit a Project Request Form after your project finishes implementation and goes live or if there is a contract amendment during implementation.

1. Click on the Help Beacon and select “ Project Request Form”

2. Complete the Google form with as much detail as possible and submit

Tip: Your account manager will reach out to you to update you on the status of your project request form

Submit a Support Ticket

The Help Beacon can also be used to contact a Customer Support Representative at any point once your project has gone live. 

1. Click on the “Ask” button at the top of the Help Beacon window

2. Fill in the requested information and hit send

Tip: Be clear and concise in the subject line. Please also provide as much detail as possible in the body of the message. The more information you provide, the faster Ovation can resolve your problem. Also, please avoid including Protected Health Information (PHI) in your message and/or any images

3. Click X to close the Help Beacon after sending your message

Support Hours:

How to Contact:

Individual User Settings

Video

Knowledge Base Article

OvDx users have “roles” and “permissions” that are set up by your System Administrator. Roles and permissions control what information and work you can see and edit in OvDx. For more information, talk to your OvDx Admin or check out the knowledge base article on the Roles and Permissions Matrix

OvDx has a “User Settings” feature that can be set up by each user allowing you to manage your user profile, system email notifications, reset your password, and enable two-step verification

Profile

Under the Profile section, you can change your first and last name. Only an administrator can change your email address after account creation

1. From the dropdown menu next to your user name at the top right of any window, select Settings > Account

2. From the Profile tab, you can edit your first and last name if needed. The email field is grayed out, and can only be altered by an administrator

System Email Notifications

You can tailor your email notifications to fit your preferences

1. From the dropdown menu next to your user name at the top right of any window, select Settings > Account and then click the Notification Settings tab

2. System Email Notifications settings will appear with a default setting to receive report complete email notifications instantly

3. To schedule a single daily email with a complete digest of applicable requisitions/reports:

     A. Select Daily from the drop down menu

     B. Select the time of day you would like to receive the email notification

4. If the “Comments” feature is enabled for your portal, you will also see a “Comment Email Notifications” section where you can control email notifications for comments on orders

  • To receive an email notification if a comment is added to an order, toggle “Comments are added” to green/On
  • To receive an email notification when you are specifically mentioned in a comment, toggle “Person mentions me in a comment” to green/On

Note: If you get a message that says “You don’t have permissions to receive system email notifications. Contact your administrator to be granted permission,” you need to be given the “Notifications” Role. See your system admin to have them enable this role.

Password Reset and Two-Factor Verification

1. From the dropdown menu next to your user name at the top right of any window, select Settings > Security

2. You can reset your password by clicking the Reset Password button and following the prompts. Follow the password requirements format when resetting your password

3. You can enable two-step verification for your account by toggling the Enable button and following the prompts

Global Search

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Knowledge Base Article

Global Search allows you to search OvDx for patients, providers, samples, and more. You may search by:

  • Requisition/sample identifier
  • Patient first and/or last name
  • Patient date of birth (Note: the date format must match your date input setting located in Display Preferences)
  • Provider name
  • Provider account name
  • Provider NPI number
  • Sample status
  • Sales rep name
  • Barcode label
  • Container type

To use Global Search, click the magnifying glass in the top right corner of your screen, then enter your search term in the box that appears

Results will return sorted by category. To narrow the search results, select/deselect boxes in the Categories table on the left of the screen. You can also download a CSV of each category search results table (please note that the maximum number of records that can be downloaded at once as a CSV is limited to the visible records on the page)

See the table below to see how search data is organized and displayed in category tables that can be downloaded

Notifications

Notifications alert users to newly generated reports and platform wide announcements, displaying only the most recent 25 notifications. The Notification icon is the bell in the top right corner

1. Click on the bell icon in the top right of the page

2. Click on the notification to go directly to the linked material

Module 2: Signing Reports

This module covers navigating to individual reports based on your user role, signing and deleting individual reports, batch report release without comments, and batch report release with comments.

Navigating to Individual Reports

This article covers how to navigate to individual reports in OvDx LIMS based on your role’s access settings. Reports are auto-generated when workflows with report configurations are completed. If your reports require a signature, they must be signed before they are auto-faxed or e-delivered to your clients via the OvDx Portal or 3rd Party Integrations. Once you have navigated to your reports, they can be signed individually.  Alternatively, to sign reports in bulk, please view the Batch Report Release article.

Please use the table below to determine the best report navigation process based on your Access/Permission level in the OvDx LIMS and your lab’s use case.

There are 5 ways to navigate to an individual report to sign it. Which navigation you use will depend on your case case and User Role. We recommend getting started with Global Search.

Note: Reports can be only released in bulk from the OvDx Dashboard. See Batch Report Release article.

Note: The Global Search feature will return query results based on your user Role and your permission settings within the OvDx LIMS. For example, you will only see search results of sample identifiers or requisition identifiers contained within projects you have access to, but not for those projects you don’t. See our article on Roles and Permissions and speak to your lab’s LIMS Administrator to alter your Role or permission settings.

1. Click the Magnifying Glass in the top right corner of any OvDx LIMS window

2. Enter your Sample ID or Requisition ID of interest into the search bar and click search

3. Click the green ID name of your returned query

4. Select the “Reports” tab to see all reports associated to your search

See our Global Search Article if you have additional questions about searching within your OvDx LIMS. Alternatively, see our Signing/Deleting Individual Reports Article to finish your process. 

There is a high-level (global) Requisitions tab and a project-level Requisitions tab.  Both of these tabs are called ‘Requisitions’ but they have slightly different functions.  The global Requisitions page contains all requisitions across all projects. If you need to find and sign multiple individual reports that exist across several projects, you can use the Global Requisitions page. If you are looking for reports that are in the same project, use the project Requisitions tab.

1. Navigate to a Requisitions Page using the table below

     A. Global Requisitions to see all requisitions

     B. Project Requisitions to see only requisitions filed under the selected project

2. Use the appropriate filters to find your sample

     A. Select the Report Status filter

     B. Choose the Generated sub filter

     C. Click the Requisition ID for the report you wish to sign

Note: We recommend opening the Requisition ID page in a new tab (step 2C above) for easier navigation back to your search if you want to sign multiple individual reports.

3. Select the “Reports” tab to see all reports associated with this requisition

See our Signing/Deleting Individual Reports Article to finish your process.

There is a high-level (global) Samples tab and a project-level Samples tab.  Both of these tabs are called ‘Samples’. If you need to find and sign multiple individual reports that exist across several projects, you can use the Samples page. If you are looking for reports that are in the same project, use the project Samples tab.

1. Navigate to a Samples Page using the table below

     A. Global Samples to see all samples

     B. Project Samples to see only samples filed under the selected project

2. Use the appropriate filters to find your sample

     A. Select the Requisition Processing Status of Complete

     B. Choose the appropriate Workflows

     C. Click the Sample ID for the report you wish to sign

Note: We recommend opening the Sample ID page in a new tab (step 2C above) for easier navigation back to your search if you want to sign multiple individual reports, we recommend you open each report in a new tab and leave the completed Workflow Batch Activities page open.

3. Select the “Reports” tab to see all reports associated with this sample

See our Signing/Deleting Individual Reports Article to finish your process.

1. Click “Workflows” in the top dashboard

2. Scroll down to the Workflows Summary Table

     A. Select the appropriate workflow from the Workflow filter

     B. Select the Completed Status from the Status filter

     C. Click the Workflow Batch ID to find samples with reports available to sign

3. Click the Green Sign Report button next to your sample of interest

Note: We recommend opening the Sample ID page (Sign Report button) in a new tab for easier navigation back to your Completed Workflow Batch if you want to sign multiple individual reports

4. Select the “Reports” tab to see all reports associated with this sample

See our Signing/Deleting Individual Reports Article to finish your process.

1. Open your email and locate emails with the Subject Line “You have received X Signature Required Notifications” 

Note: X in the subject line of your Signature Required email(s) indicates the number of reports that are ready to sign. There are links to each report within the email. The number of emails you get depends on your Report Notifications Settings. See “Individual User Settings” section within our Intro to OvDx article.

2. Click the blue link to the report you wish to sign

Signing/Deleting Individual Reports

This article is for Report Signers in the OvDx LIMS. Report Signers require appropriate permission settings to access the report signing window. If you cannot see the report signing window, see our Roles and Permissions Article for further assistance. 

There are multiple ways to navigate to individual reports. See our Navigating to Individual Reports Article to review.

This article reviews how to sign an individual report and how to delete an individual report. If your organization is configured to use an ordering entity (an integrated 3rd party or the OvDx Portal), then signing a report will release the report back to the ordering entity. 

Video

Knowledge Base Article

Signing Individual Reports

1. From the Reports tab, Click “Sign Now” or the report’s filename in green.

Note: Multiple reports may be displayed on this page. The most recent report will be at the top of the list. Review the status of the report to ensure you are viewing the correct report. Reports available for review and signature have the Orange “Unsigned” Status. Other statuses for reports are shown below.

2. Review the report. If you are satisfied with the report, skip to step 6. Proceed to step 3 if you wish to comment on the report, add an additional signature requirement for release, or make a note.

3. Optional: Add any comments to the Comments box and they will appear on the last page of the report, provided that your report is configured to have an addendum page. The default setting is to have an addendum page. 

Note: Comments added to the box above show up on the last page of the report next to the digital signature time stamp. 4. Optional: To add an additional signature requirement to this report, select a role under Signatures and click the green Add Signature link.

Note: Adding a signature requirement will display the report in thee Batch Report Release section of the selected role’s dashboard. To remove additional signature requirements, click Remove next to the signature role and then select the red Yes to confirm.

5. Optional: Click the Notes tab to add any notes that should be associated with the report. Enter the note text in the box and click Add. Navigate back to the Report Signature window by clicking the Information tab.

Note: Unlike Comments, Notes are not displayed on the report and are for internal purposes only. 

6. Enter your OvDx Password, then click Approve. This will notify any associated ordering entities (providers, provider contacts, etc.) that a report is available for viewing and download from the OvDx Portal.

Tip: After approving, refresh the page to see the final report with additional comments and the digital signature time stamp on the final page of the report (example shown below).

7. Repeat steps 1 through 6 of the Signing Individual Reports section for all other samples or navigate to the home screen for batch signing

Note: To sign all available reports at once, see the section of this article on Batch Report Release.

Deleting Individual Reports

1. Click on the ellipses on an individual report’s line

2. Click Delete and the report will no longer be shown on this page

Tip: If you deleted a report by mistake, the report can be undeleted by clicking the “Show Deleted Reports” checkbox. Deleted Reports will be displayed in gray. Find your deleted report of interest, click the ellipses and click undelete to restore the report.

Batch Report Release without Comments

This article describes how to use the Batch Report Release widget on the OvDx LIMS Dashboard without commenting. Batch Report Release allows a Report Signer to approve and sign, or reject, multiple reports at once. This article covers User Permission Settings, Signing Reports in Bulk, and Rejecting Reports in Bulk. 

Video

Knowledge Base Article

User Permission Settings

To grant batch release ability to an individual, set their user role to “Write” for the “Report Release” permission.

1. Click on More > Settings > Users & Permissions

2. Click on Roles and Permissions

3. Search for the “Report Release” Permission

4. Click on the green current Permission Level of your Role of interest (“None” under the Report Signer role shown below)

5. Change the Permission Level to “Write” in the Permission Level Modal

6. Click the X in the top right corner

Signing Reports in Bulk

1. Click the logo in the top left corner to navigate to the OvDx Dashboard

2. Scroll down to the Report Release window, then choose ‘Approve’ from the Select Status drop-down

Note: You may see a blank Report Release window if you do not have the appropriate user permission. Ask your lab administrator to assign you the appropriate permission in OvDx to use Batch Report Release.

3. Filter the available reports so that only the reports you wish to sign and release remain

Note: The Submit button to release reports will remain gray and unavailable if you have corrected reports in your list that do not have a comment. Corrected reports must have an amendment reason submitted as a comment before they can be released. 

4. Once you’ve refined your list of reports for release, click the green submit button in the top right of the Report Release window

5. Enter your Ovation Password and click the green submit button

Rejecting Reports

Reports can be Rejected individually or in bulk by using the Report Release widget. This tool should only be used to remove reports generated in error. 

WARNING: Only comments added from blue Comment Boxes will be saved to a rejected report. Comments entered from the Final Report Release Modal box will not be saved on a rejected report.  After submission from the widget, rejected reports will be listed under your sample’s report page. The report can be deleted from this page, if deemed appropriate.

1. Optional: Use the filters to narrow your list

2. Click the green “Approve” status of your report of interest

3. Select “Reject” from the drop down menu

4. Repeat steps 2 and 3 for all reports that you want to reject

5. Narrow the list to all reports with a reject status by selecting 'Reject' from the Select Status drop-down

6. Click the green Submit button

Batch Report Release with Comments

This article describes how to add comments to individual, or multiple reports, using the Batch Report Release Widget on the OvDx Dashboard. Individual comments are most often added to Corrected Reports.

Video

Knowledge Base Article

Adding Comments to Reports

Comments can be added to individual or multiple reports using the Report Release widget on the Dashboard.  Use the chart below to determine your next step.

Note: Any existing comment that was entered using the blue Comment Box will override a comment made using the Final Report Release Modal.

Tip: Corrected Reports must have an individual comment in order to be released using the Report Release Widget. If your corrected report needs a comment, add a comment using the blue Comment box to enable report release.

Proceed to Adding Comments to Individual Reports below, or skip to Adding Comments to Multiple Reports

Adding Comments to Individual Reports

WARNING:  IF YOU ARE ADDING COMMENTS DO NOT NAVIGATE AWAY FROM THE DASHBOARD.  COMMENTS ARE ONLY SAVED AFTER THE SUBMIT BUTTON IS CLICKED AND YOUR PASSWORD IS ENTERED.

1. Use the filters to find your Report of interest

2. Click the Comment box of your Report of interest

3. Enter your comment in the Comment box, then hit the green Add Comment button

Adding Comments to Multiple Reports

1. Filter the available reports so that only the reports you wish to comment, sign, and release remain

2.  Click the green Submit button in the top right of the Report Release window

3. Add the comment you want displayed on all reports in the batch into the Final Report Release Modal. Then, enter your Ovation Password and click the green submit button

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