Laboratory Management - 04 Laboratory Information System

LABORATORY MANAGEMENT LABORATORY INFORMATION MANAGEMENT SYSTEM LABORATORY INFORMATION SYSTEM • OUTLINE • Laboratory Information System o Laboratory Information Management System o Main Functions of LIS/LIMS o Advantages of Using LIMS/LIS o Types of Data used in LIMS • LABORATORY INFORMATION SYSTEM • • • • • • • • Laboratory data is collected and stored, like it has always been, very carefully and accurately on paper (“lab notebooks”). The accumulated data per time unit was manageable until modern working methods and equipment came into being, which increased the performance of a laboratory unit and the amount of data collected per unit of time substantially. Even in small laboratory units with manageable amounts of data, it has therefore become the rule to capture the data in computer systems to be processed and stored. The former practice of dealing with extreme care these data on paper has been done away with, and the computer, with its advantages but also with its various quirks, has become the popular tool and is dealt with so often that carelessness can sometimes lead to anxiety and fear. Laboratory Information Management System (LIMS) is the general name for IT solutions of various kinds that are developed and marketed to be intersectoral but also very industry-specific. Laboratory data is collected and stored, like it has always been, very carefully and accurately on paper (“lab notebooks”). The accumulated data per time unit was manageable until modern working methods and equipment came into being, which increased the performance of a laboratory unit and the amount of data collected per unit of time substantially. Even in small laboratory units with manageable amounts of data, it has therefore become the rule to capture the data in computer systems to be processed and stored. The former practice of dealing with extreme care these data on paper has been done away with, and the computer, with its advantages but also with its various quirks, has become the popular tool and is dealt with so often that carelessness can sometimes lead to anxiety and fear. The definition of a laboratory information management system (LIMS) is ever-evolving, with the technology used to develop it continually advancing and the needs of laboratories frequently changing. What remains constant, however, is the need to streamline sample tracking and traceability, data collection, and report generation. This is a continual pressing concern for the managers of academic, clinical, pharmaceutical, and biotechnology labs, which are always looking for new solutions. LIMS was created to help fulfill these needs by automating the reporting process, managing data and inventory, monitoring workflows, assigning tasks, and storing data (along with data retrieval & distribution). Data gathered from lab tests and patient data are organized using LIMS Computers with LIMS are connected together for efficient access for the institution • • • Is a network of computer components (software, mainframe and peripheral communication devices) that incorporates all aspects of the informational needs of the laboratory and its customer from (1) the intake of requests for services to the (2) processing of workflow and (3) delivery of results. o Includes computers in other parts of the institutions o Delivery of results ▪ Double check for flags Physicians and lab technicians use laboratory information systems to coordinate varieties of inpatient and outpatient medical testing, including hematology, chemistry, clinical microscopy, immunohematology, histopathology, serology, immunology and microbiology. Basic laboratory information systems commonly have features that manage patient check in, order entry, specimen processing, result entry and patient demographics. An LIS tracks and stores clinical details about a patient during a lab visit and keeps the information stored in its database for future reference. Why do we need to have LIS/LIMS in the Laboratory? o The most obvious reasons to integrate a LIMS into your lab are increased efficiency and more effective organization. Having everything in one place that can manage inventory, coordinate workflow, track samples, and analyze data will ultimately speed up performance, reduce mismanagement of supplies and labor, and avoid lab errors. o Efficient organization, reduce paper use (reduced fire hazard) MAIN FUNCTIONS OF LIS/LIMS • • • • • • • • Reception and logging of a sample with its associated data Assignment, tracking, and scheduling of the sample’s analytical workload Quality control associated with the sample and any utilized equipment Storage of data acquired from any performed analyses Compilation, inspection, and approval of data for reporting and further analysis Sample Management - is the major function of a LIMS. It manages accurate records of samples and stores them securely. This way, it eliminates the loss of data. When the samples are moved from one laboratory to another, the chain is updated to ensure the proper tracking of location. Inventory Management - is a crucial part of day-to-day laboratory management. It manages supplies and reagents. Furthermore, it also generates reorder alters in case of stock mismanagement. LIMS also keeps track of up-to-date information and notifies when the equipment is due for upgrade or maintenance It allows testing workflows while providing control of the testing process. Also, reporting is an important part of the LIMS and allows a laboratory to collect data and reduces the overhead of the laboratory. It also allows you to generate reports like sample summary, analysis count, audit trail, and other reports 1 • Automatic Reporting o Accurate data maintenance is one of the major benefits of laboratory information management systems. With LIMS, you can enable the creation of management and other types of reports. Furthermore, LIMS can generate reports and help lab experts make informed decisions. TYPES OF DATA USED IN LIMS • • • • ADVANTAGES OF USING LIMS/LIS • • • • • • Setting Out Requirements o When you are installing LIMS in a laboratory, process should design based on the technical requirements of the system. The requirements ensure a project’s success and deliver effective project management. o Specifications of devices should also be updated Real-Time Tracking and Time-Saving o Earlier, the collection and transfer of samples was a time-consuming activity. Today, LIMS has tracking modules and thus makes the work easier. Real-time tracking of samples becomes possible when a technician can manage and control the workflow by making a few clicks on the screen. Increases Revenue o Modern LIMS consists of a management information system that makes tests available in different formats. A modern LIMS helps lab owners analyze trends and accurate projections. o ++ workflow → ++ capability → ++ revenue Streamlined Workflow o With completion monitoring, LIMS accelerates workflows in your laboratory. Tasks are assigned to the specialist, and each task is tracked on the program. With lab information, systems are integrated into your lab and speed up the internal processes while reducing operating costs. It Tracks Inventory Without Losses o Sometimes the lack of equipment and drugs may result in the unavailability to perform experiments and other tasks. Keeping track of supplies that are required in the lab can be optimized using LIMS software. It also ensures that the necessary inventory is ordered at the right time with the set requirements. It Automatically Exchanges Data o It stores data in a LIMS database. The data transfer between departments and organizations is one of the major LIMS benefits. By sharing documents and files, the system becomes data-driven and helps in better decision-making. o The automated information exchange in management software improves internal operations and clinic processes. By using this software, you can accelerate different tasks and involve reporting time for different periods. The data can include details about sample status that can be displayed using data visualization tools Alphanumeric - letters & numbers Descriptive - interpretations (low, normal, high; normal, abnormal; present, absent) Limits (Normal values) - reference ranges Numeric LIMS CAN PROVIDE INFORMATION SUCH AS • • • • • • • • Patient parameters, including identification (demographics) and status (admission, transfer, discharge and so on) Test information; including requisition, stage of completion (ordered, dispatched, collected, in the laboratory already, pending, etc.) and results Worklist (phlebotomy, manual result entry, instrument load lists & overdue tests) Test result records (result entry and verification) Master test list Financial functions Quality management, including operational quality assurance and improvement EXAMPLE OF LIS 2 • 3