LABORATORY INFORMATION SYSTEM AND DOWNTIME PROTOCOL

Effective Date: 
Tue, 05/01/2012
Reviewed: 
Tue, 01/10/2017
Policy: 

PURPOSE

To provide a guideline for the use of the Laboratory Information System, the Orchard Harvest System and subsequent procedures to follow when the LIS is non-operational and alternate methods must be employed to generate patient reports.

The Orchard Harvest provides the laboratory with several computer functions for the management of laboratory data, patient demographics and reports, quality control, quality assurance and the ability to interface with major instrumentation in the laboratory, as well as with an Electronic Medical Record, Point and Click.

GENERAL STATEMENT OF USAGE

Each laboratory staff person, the Laboratory Director, and the SHC  Harvest LIS adminstrator will be provided with a unique login name and password for access to the Orchard Harvest. This will provide the user with the ability to enter and review patient data, quality control data, and patient results. Only the laboratory supervisor and/ or laboratory director or designee will have the authority and access to correct any erroneous patient results or quality control when appropriate. These changes will be documented as an amended report. For a more detailed description concerning corrections, see “Review of Test Results” policy and procedure in this manual.

For detailed instruction on the use of the Orchard Harvest, refer to the manual provided by the manufacturer. In the event of a computer malfunction, notify the laboratory supervisor or designee and contact the Orchard Harvest technical support for further instruction.

The UCSC SHS policy on Emergency Mode Operations - Paper Process Procedure also includes processes for the Laboratory staff, in communication with the rest of the clinic.

Procedure: 

BACK-UP OF DATA

Back up is performed on all data generated through the Orchard Harvest onto a tape by the UCSC IT department at 23:00 daily and they perform a full system backup monthly in duplicate and store the backup disk offsite.  A detailed explanation for backup of laboratory data can be found in the Harvest backup operation manual compiled by the UCSC IT department.

ORCHARD HARVEST DOWN TIME PROTOCOL

In the event of a computer malfunction or other circumstances which would lead to the downed operation of the Orchard Harvest, use the following guidelines to generate patient reports:

1. Collect all laboratory samples as usual. If the system-generated barcode label function is not operational, label each specimen with the patient first and last name, patient ID number, date and time of collection, and the phlebotomist’s initials.

2. Assign a “downtime" accession number to each patient to be tested; this accession number will consist of the current month and day, and a consecutive number beginning with "l". Example: if the day is 07/09, the first accession number given will be 7091, then 7092...... Log the patient name and information onto the manual log form, listing the tests ordered.

3. Also identify each corresponding patient order (or super-bill) with this downtime accession number and keep it in a folder until the system is operational again and then enter the data into the Harvest as usual.

4. The Beckman Coulter AcTdiff2 analyzer has the capability for patient demographics to be entered into their systems; therefore patient reports can be generated directly from these instruments to include this information, along with patient results and normal ranges. Place these results into the patient’s paper chart until results can again be transmitted over the interface and complete reports can be printed and placed in the patient’s chart from the Harvest system.

5. When the system is again operational, manually input all results into the Harvest or retransmit the results from the interfaced analyzers. For detailed descriptions of the procedure for retransmission of results, refer to the specific analyzer operation manual.