The laboratory diagnostic industry is evolving rapidly. As the number of patients being tested continues to grow, so does the demand for faster test results. This coupled with the growing use of diagnostic networks has created an increased need for effective laboratory management. Many laboratories are still using manual methods and unintegrated software systems which makes it difficult to effectively manage sample flows, track testing data, create invoices, and coordinate the daily operations of a laboratory.
This is where cloud-based pathology software can make a difference.
Cloud based systems can be used by lab environments to coordinate work flow, view data via compatible devices and operate key functions through an interconnected electronic environment. The appropriate laboratory management system can facilitate improved communication and growth over time for various types of laboratories including independent pathology laboratories and diagnostic centers, hospitals, multi-branch chain laboratories and business to business (B2B) reference laboratories.
This article discusses the primary advantages of utilizing cloud-based pathology software, what are its key components and which criteria laboratories must evaluate prior to choosing a system.
What Is Cloud-Based Pathology Software?
Cloud-based pathology software is a digital tool that assists diagnostic labs in managing their daily processes.
These include: registering patients, ordering tests, tracking samples, entering results, generating reports,processing payments (billing),and monitoring operations.
A cloud-based system allows for access to lab data by those authorized via a secure connection to the Internet as opposed to accessing it from one computer or locally based system. The type of access depends on the design and configuration of the software
A typical LIS will be primarily concerned with the laboratory's data and testing processes. On the other hand, the more general laboratory management software can be designed to include other areas such as billing, inventory control, multiple location management and business reporting.
The different functionalities provided by each product mean that labs will have to choose which ones are necessary for their operations, as opposed to simply selecting a product based on its classification
1. Access Laboratory Information From Different Locations
One of the most significant benefits of cloud based pathology software is that users can obtain pertinent data regardless of where they are located.
The use of a traditional system may require that staff are physically located at a specific computer station or connected to the laboratory's local network in order to perform some functions. When an appropriate cloud platform has been established, authorized users can access the platform from any compatible device with a secure connection.
This can be especially useful for:
- Pathologists reviewing reports remotely.
- Laboratory owners monitoring daily operations.
- Hospital managers coordinating laboratory departments.
- Diagnostic chains overseeing multiple branches.
- Reference laboratories working with collection centres and partner laboratories.
An example would be a business owner who operates multiple diagnostic centers and wants to see what pending reports he has to look at, as well as how each of his branches are performing, but doesn’t want to go to each branch to find out.
Cloud based access makes the process simpler if the platform has the needed permissions, reports and work flows.
2. Improve Laboratory Workflow Efficiency
A diagnostic laboratory performs multiple, related tasks including: registering patients, ordering tests, processing samples, verifying results, and delivering reports.
Employees may be required to repeatedly input identical information into multiple systems when the data for those processes is contained within individual spreadsheets, paper registers, or other independent applications. As a result of this duplication, administrative efforts increase as well as potential for error.
When pathology laboratory software is designed well, it will link all critical workflow processes into a single software application.
Depending on the available features, it can help laboratories:
- Maintain organized patient and test records.
- Track samples throughout the testing process.
- Monitor pending tests and reports.
- Reduce repetitive administrative data entry.
- Coordinate report verification and release.
- Maintain clearer records of completed and outstanding tasks.
Laboratory automation software may assist in reducing manual labor through the connection of all compatible devices, as well as the automation of specific steps within a given process.
Automation is not designed to take the place of professionals working in laboratories. On the contrary, automation allows professionals to use less of their time doing routine clerical tasks and instead allows them to focus on duties that require the professional judgment of a laboratory professional.
3. Strengthen Sample Tracking and Traceability
The identification of each sample with accuracy is critical to the reliability of all diagnostic testing. Laboratories must be able to identify each sample as being from a specific patient; the physical location of each sample; and the current processing status of each sample.
As sample volume grows or specimens are transported from multiple collection points to a central laboratory, manual tracking becomes difficult.
Modern pathology software has the ability to allow for barcode identification of samples, tracking of sample statuses, and electronic records of significant workflow activities.
These capabilities can help laboratories:
- Identify samples consistently.
- Locate pending or delayed specimens.
- Track samples across departments.
- Record rejected or recollected samples.
- Improve visibility into sample movement.
- Maintain better traceability throughout the workflow.
Multi-branch diagnostic networks can use this effectively if they have specimens sent to a single laboratory for processing after being collected at different locations.
The effectiveness of sample tracking relies upon appropriate implementation of barcodes, training of personnel, setup of systems, and continuous adherence to laboratory processes.
4. Improve Report Turnaround Time
Report Turnaround Time (TAT) is an essential indicator of how well a diagnostic laboratory performs. Many factors contribute to TAT delays including incomplete registration, sample processing backlog, manual data entry of test results, pending approval of test results, and/or lack of communication between laboratory staff and customers.
Cloud-based lab management software will allow teams to determine what still needs to be done, as well as where there may be delays in getting things completed.
Some potential useful features are: - Pending Test Dashboard - Report Approval Tracking - Customizable Notification System - Digital Results Entry - Report Storage System
For instance, when a set of reports is still awaiting authorization, a dashboard can assist an authorized staff member in identifying the delay and taking proper measures.
Software can provide better visibility into how long a process takes to complete, which could lead to quicker processes; however, software does not automatically equal shorter completion times. There are several factors that contribute to the length of time it takes to report test results including, the complexity of the test, the availability of equipment needed for the test, the number of employees available to perform the tests, what types of quality control measures are in place, and the total amount of testing that is currently being conducted in the lab.
5. Simplify Multi-Branch Laboratory Management
Managing several different branch locations for diagnosing patients will create extra operational difficulties. Each of these branch locations may also operate under various operational conditions including; different levels of staff, varying numbers of patients seen per day, varying collection schedules, and differing testing requirements.
If a centralized laboratory information system is used and can support multiple locations, it will enable management to view and track data from each branch.
Potential benefits include:
- More consistent processes across locations.
- Centralized visibility into pending work.
- Branch-wise operational reports.
- Standardized reporting workflows.
- Better coordination between collection centres and processing laboratories.
- Easier monitoring of workload and performance.
For example, a diagnostic laboratory could use branches of its organization to create dashboards that show which of those branches are having problems with on-going delays and/or having a large number of pending tests.
Prior to selecting software, verify that the application has the ability to provide adequate branch permissions, central administration, location-based reporting, and proper segregation of data.
6. Improve Billing Accuracy and Financial Visibility
Billing plays a crucial role in managing a laboratory's day-to-day operations. Poorly selecting tests, failing to charge for all services rendered, double-billing, manually reconciling accounts, and improperly administering discounts may lead to administrative issues and negatively impact revenue collection.
The right laboratory management software will link your test order with your billing workflow and keep an orderly record of all transactions.
Depending on the platform, useful features may include:
- Test-wise billing.
- Patient and corporate client accounts.
- Discount and package management.
- Payment tracking.
- Outstanding balance monitoring.
- Branch-wise financial reporting.
- Billing history and reconciliation.
The use of integrated financial and operational data allows managers to review discrepancies and track overdue accounts more effectively.
Laboratories should make sure the software can support their pricing models, credit policies, referral agreements, and financial accounting needs.
7. Simplify Inventory Management
Diagnostic labs require a supply chain that includes reagents, consumables, collection supplies, etc., so they can continue to run smoothly.
Stock-outs, over-purchasing, expired reagents and wasted materials can result from poor inventory tracking.
When you use inventory management, your laboratory software allows you to track where your inventory moves, and what supplies are available to you.
Potential capabilities include:
- Recording stock receipts and usage.
- Monitoring reagent expiry dates.
- Setting low-stock alerts.
- Reviewing consumption patterns.
- Maintaining supplier and purchase records.
- Tracking stock across supported locations.
The above features will allow for more knowledgeable purchase decisions and assist laboratories in avoiding unnecessary inventory issues.
Digital inventory records should be used as part of a comprehensive system that includes proper storage conditions, expiration date verification, and laboratory QC processes.
8. Support Better Operational Decisions
In order to effectively manage a laboratory's performance, laboratory managers must have an accurate picture of what is happening in the lab on a regular basis. Manual compilation of data from multiple sources such as registers and applications may create difficulty when attempting to find patterns in the data.
A Laboratory Information System (LIS) that would be appropriate for your organization can provide you with a dashboard and/or report of the following:
- Number of tests processed.
- Pending tests and reports.
- Report turnaround time.
- Branch-wise workload.
- Sample rejection trends.
- Billing and outstanding payments.
- Inventory consumption, where supported.
These indices will allow managers to find bottle necks, make plans for their resources, and observe how things have changed over time.
Lab teams must make sure that they have accurate data, that they consistently record data, and that they interpret data within the context of the type of tests being performed and the operational procedures used.
9. Improve Collaboration With Doctors and Partner Laboratories
Diagnostic Laboratories frequently exchange information with referring physicians, hospitals, specimen collection centers, and other diagnostic laboratories. This communication flow can prevent excessive follow-up visits and communications.
Cloud-based pathology software can vary greatly depending upon what features it offers. For example, some cloud-based pathology software programs offer the ability to share reports securely, notify users electronically about updates to their cases, allow for access via an authorized portal, or even integrate with other healthcare systems.
The above mentioned capabilities may assist authorized users in retrieving information more effectively, and in enhancing the coordination among participating organizations.
Prior to allowing access to an outside source, a laboratory must assess whether the receiving party has the appropriate authorization, whether there are adequate patient privacy safeguards, whether there is a means to track activity on the system (audit logs), and whether there is a way to deliver reports securely.
10. Support Business Growth and Scalability
When a diagnostic laboratory is growing, there will be changes in its operational requirements. For example, when there are more laboratories or branches, when the volume of testing increases, when there are more users of the system, and when there are more complex reporting requirements than before, these things will put more pressure on the current system
When the cloud system has been designed with flexibility, the cloud system can offer a solid base for growing. The way that the cloud system was built (the architecture), the way that the cloud system is licensed, and how much service the cloud system is able to handle will determine whether or not it supports growth.
When evaluating scalability, consider:
- Support for additional branches and users.
- Performance during peak workloads.
- Storage and data-retention policies.
- Analyzer and software integration options.
- User roles and access controls.
- Vendor support and service commitments.
- Backup and recovery arrangements.
Do not believe every cloud product is able to grow indefinitely. Prior to choosing a product, check its technical specifications and show how much it will be used.
11. Understand Maintenance and Infrastructure Requirements
Traditional on-premises computer networks may require a lab to have its own server(s), operating system environment(s), backup solution(s) and/or technical assistance contracts.
When deploying a cloud-based solution, it is possible that some responsibility for managing your organization's physical network and hardware (infrastructure) will be shifted to the cloud-based service provider. It is also possible that a reduction in the amount of work required of on-site IT personnel may result from this shift.
However, the specific duties will vary depending on the product/service contract.
Before you buy anything, find out what is included with the product regarding software updates, server maintenance, security patching, backup services, and technical support. Compare the costs of the subscription, the implementation process, any integration required, the training needed for employees, the bandwidth requirements for the Internet connection, and any other charges for adding users or branches.
The optimal choice will be based on many factors including, but not limited to: laboratory size, IT infrastructure, connectivity options, available funding, and operational needs.
12. Strengthen Data Security and Recovery Planning
Sensitive patient and diagnostic information is stored in laboratory systems. Although cloud deployment cannot ensure that a system is secure, how well protected it will be depends on its software design, how it has been configured, and how it is operated.
Prior to choosing a pathology software program, determine if the vendor provides adequate security protections including:
- Role-based access controls.
- Strong authentication options.
- Encryption for data in transit and at rest, where supported.
- Audit logs for important activities.
- Documented backup and recovery procedures.
- Incident-response processes.
- Clear data-retention and export policies.
- Appropriate contractual and regulatory commitments.
Laboratories must also know where their data resides, who has access to that data, how they may export records, and how they handle service interruptions.
Using documented security reviews rather than relying on overall statements about the complete security of platforms is more beneficial.
How to Choose the Right Cloud-Based Pathology Software
The requirements for each lab are unique. For example, an independent pathology lab will likely focus on registering patients, billing for services provided, and generating reports. A hospital lab, on the other hand, will probably have more comprehensive integration needs as well as additional departmental workflow processes.
Use the following checklist when comparing solutions:
- Patient registration and test-order management.
- Sample identification and tracking.
- Result entry, review, and report generation.
- Pending-test and TAT monitoring.
- Billing, payments, and outstanding balances.
- Analyzer integration for supported instruments.
- Inventory management, if required.
- Multi-branch administration, if applicable.
- User roles and access controls.
- Backup, recovery, and data-export arrangements.
- Data migration and staff training.
- Transparent pricing and ongoing support.
Request a demonstration of how the system works in the context of the day-to-day operation of your laboratory. Have your operations staff participate in this demonstration along with representatives from your laboratory's information technology department, quality department, and finance department.
How MargLabz Can Support Modern Laboratory Workflows
MargLabz is positioned as an "AI-Powered Lab OS" for laboratory operations. Laboratories looking to implement a digital management system should review if MargLabz has the appropriate capabilities to meet their specific needs
After the features have been verified through a demo, laboratories may evaluate whether they are relevant to their needs in terms of managing patients/samples, generating reports, integrating analyzers with other systems, billing, and providing oversight for daily operations.
Before deciding on whether to use MargLabz, request a demonstration from the MargLabz team of each of your required workflow processes, as well as an explanation of what other systems can integrate with MargLabz, how long it will take to get MargLabz implemented, what steps are involved in migrating your existing data to MargLabz, what security measures exist within MargLabz, and how they provide continuous support for their customers.
Ready to explore a more organized laboratory workflow?
Visit marglabz.com to find out more about MargLabz and schedule a free demonstration to review your lab's needs.