Configuring a Report Upload Workflow

This article describes how to set up a Report Upload workflow for manual reporting in Ovation LIMS. This workflow allows a user to upload a patient report pdf created outside of Ovation and release that report to provider accounts.

A user must have the following levels of Permissions to complete the steps outlined in this article:

  • Project Settings: Admin
  • Project User Roles: Write or Admin
  • Projects: Write or Admin
  • Requisitions: Write or Admin
  • Workflows: Write or Admin

Note: The Ovation Customer Success Team may need to make the Report Upload workflow available in your LIMS before you are able to complete the steps below. To request this workflow to be made available, please contact support@ovation.io.

Create a Test Panel

  1. Under More > Lab > Test Panels, select Add New Test Panel
  2. Enter required fields (denoted with an asterisk) and any other fields, if known/applicable
    1. Type: choose Molecular or Infectious Disease
    2. Name: enter the name of the test panel (test panel name will be displayed in the requisition form)
    3. Code: enter a unique test panel code (will be displayed in parentheses after the test panel name in the requisition form)
    4. CPT: enter if known/applicable
    5. Z-Code: enter if known/applicable
    6. Expected TAT (Days): enter a numerical value to represent the number of days
    7. LOINC: enter if known/applicable
  3. Click Create
  4. Optional: add Tests to the Test Panel in the Panel Contents section
    1. Analyte / Drug Class: leave blank
    2. Test Type: choose the same type that was chosen for the test panel
    3. Name: enter the name of the test as it should appear on the requisition form
    4. Code: enter a unique test code (will be displayed after the test panel name in the requisition form)
    5. CPT code: enter if known/applicable OR enter 0

Create a Project & Requisition Template

Notes:

  • If using an existing Project, go to that Project and start on step 3.
  • If using an existing Project and existing Requisition Template, go to that Project > Settings tab > choose the applicable Requisition template, then start on step 7
  • For more information on each aspect of the requisition template, please refer to this article: Configuring a New Requisition Template
  1. To create a new Project, go to the Projects page and click Add Project > Add New Project
  2. Enter the Project Name and click Submit
  3. Go to the Users tab to give applicable users access to this Project
    1. Click the green Add User button
    2. Choose a User from the dropdown menu
    3. Choose an appropriate Role
      1. Note: At least one user must have the Report Reviewer role if patient reports are to be signed out before being released to the Provider Accounts.
    4. Repeat steps 3a - 3c for all applicable users
  4. Go to the Settings tab and click the green Add Requisition Template button
  5. Enter the Requisition Template Name and optional Description
    1. Note: All requisition template names must be unique
  6. Click the green Submit button
  7. Once the new form opens, click the green Save button and refresh your browser screen
  8. In the Form page, update the following settings:
    1. Samples
      1. Replace the 'Default' Group Name with a Group Name of your choice such as 'Reference Testing' (this will be visible on the requisition form)
      2. In the Container Types Allowed dropdown, choose Tube
      3. In the Sample Types Allowed dropdown, choose the appropriate sample type(s)
        1. Note: If you don’t see the sample type needed in the dropdown, please contact support@ovation.io to request those sample types be added.
    2. Tests
      1. Choose the applicable test panels
    3. Billing Information
      1. If needed, turn on toggle, then choose to turn on toggle for any of the billing types (insurance, patient pay, facility pay)
    4. Update any other fields to optional or required, as needed
    5. Click the green Save button
  9. Click the Sample Routing option on the left side of the screen
    1. Click the green Edit Routing Rules button
    2. In the Apply These Sample Routing Rules dropdown menu, choose All Matching Rules
    3. Choose the Sample type and Sample Group from the dropdown menus
    4. Choose ONE applicable Test Panel and click Add Test
    5. Choose Report Upload Workflow and click Add Workflow
    6. If you have more than one sample type or test panel, click the Add Rule button, and repeat steps 8c - 8e for each applicable sample type and/or test panel
    7. Click the green Save button near the top right
  10. Click the Reports option on the left side of the screen
    1. In the Select Report Configuration dropdown menu, choose SetUploadedReport (data)
    2. Enter a display name for the report
      1. Note: All report display names must be unique
      2. Note: The Regenerate Report button (LIMS) will add the word “Report” to the end of whatever the display name is, so it is recommended to not include ‘report’ in the display name.
    3. Click Add Report
    4. Click the 3 dots to the far right of the report configuration that you just created, and choose Edit
    5. Select the checkbox next to the Report Upload Workflow
    6. Determine if these reports need a signature before releasing to Provider Accounts
      1. If no signature is needed: turn off the Require Signature toggle
    7. Click the green Save button

Run a Test Workflow

  1. Create a new requisition using the applicable requisition template and test panel(s)
  2. Go to the samples tab, click the newly created sample and ensure that it has been routed to the report upload workflow.  If not, review the created routing rules and/or manually queue the sample for the report upload workflow.
  3. Go to the Workflows page and create a new Report Upload workflow
  4. Complete the steps of the workflow:
    1. Create the batch with the applicable samples
    2. Upload one patient report pdf per sample in the batch
      1. The pdf file name must match the sample identifier exactly. For example, if the sample identifier is Sample1, then the pdf file name must be Sample1.pdf.
    3. In the QC step, confirm each sample in the batch has a matching patient report before submitting the step
      1. Note: Click each sample in the batch on the left panel, once expanded to the right panel verify that there is a resource ID (RESOURCE_ID column) and a file name (FILENAME column) associated. If either of these are missing, go back and re-do the previous step of the workflow OR set the affected sample(s) to the Repeat option to begin a new workflow.
  5. If applicable, sign out the patient report(s) to be released to the Provider Account(s)
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