Managing laboratory orders & samples

Capture orders digitally, steer the sample flow intelligently – and keep working when the LIS goes down.

Technology partnerSTIWA Preanalytics· STIWA AMS GmbH · Hagenberg, Austria

Where you stand: the why

Where most errors arise – and what they cost your laboratory.

~70 % of avoidable laboratory errors happen before the sample reaches the analyser, not during the analysis. It is decided at the order: unreadable forms, manual order entry and no overview of the tests cost time every day and trigger queries.

Source: Lippi et al. 2006 · Plebani/Carraro, Clin Chem 1997/2007 (61.9–68.2 %)

40 sper hard-to-read form

Twice as long as a clean form (from lab projects), validated.

LabScan's AI reads handwriting too

20 sper form

Typing the request form into the LIS by hand (from lab projects), validated.

2.2 hper day with your figures

in the LIS within seconds with LabScan

1 in 20paper forms needs a query

Call, correction, re-entry (literature and experience), plausible.

3.3 hper day with your figures

errors caught at reception with LabFlow

Worked out per sample from the source. The projection uses your figures from the quick check: here 3,000 samples a day and 250 operating days a year.

Forms that are hard to read

Handwritten forms get misread, so requests are lost or end up against the wrong patient.

LabScan recognises handwriting, incomplete fields and different formats. A newly won requester can bring their own form without bringing extra work with it. Master data is synchronised with the LIS automatically, with no duplicated effort and no manual entry.

Typing in forms

A task that needs no clinical judgement, with typing errors and out-of-date master data as constant sources of error.

From scan to valid order data in the LIS without manual entry, with dynamic plausibility checks and order-entry backup for borderline cases.

Queries about forms

Errors only surface during the analysis. Repeat draws, delays and loss of quality are the result.

LabFlow resolves deviations before the sample moves on: STAT prioritisation, dynamic flow optimisation, ATRAS control.

STIWA Preanalytics · modules

LabScan. LabConnect. LabFlow. LabReport.

Every module stands on its own and can be introduced by itself. LabSentinels helps with selection and introductions; STIWA remains the manufacturer, contract partner and service partner.

Why LabSentinels recommends STIWA Preanalytics

LabScan

AI-assisted order digitisation from paper to valid LIS data

LabScan digitises request forms using AI-based OCR/ICR, including difficult handwriting, incomplete fields and different form layouts.

Manufacturer infoto follow

difficult handwriting too: AI OCR/ICR
other STIWA modules not required: standalone
every digitisation step: logged

Fully automatic handover to the LIS with master-data synchronisation and dynamic plausibility checks. Every digitisation step is logged, so the capture stays traceable.

Functions

AI-based OCR/ICR for all common request form layouts
Dynamic plausibility check before handover to the LIS
Order-entry backup for manual borderline cases
Handles paper and digital requests

Extension modules

LabFlow: the captured orders then steer the sample flow
LabConnect: exports order data for sorter control

Integration

Runs on its own without needing the other STIWA modules

LabConnect

Sorter middleware · the way into business continuity

LabConnect buffers order data locally, communicates both ways with ATRAS, OLA and Cube and takes the sorting targets from different sources, not only from the LIS.

Manufacturer infoto follow

sorting targets, not only from the LIS: several sources
duplicate sample barcodes are sorted out: duplicates
logging for performance and maintenance: central
build rules visually: web-based

Urgent samples are actively diverted out. No dynamic rule set, no calculation from laboratory master data – but lean, direct and resilient instead. Early adopters actively shape how it develops and work directly with the STIWA development team.

Functions

Local buffering of order data (LIS, order entry, LabScan)
Active diversion of urgent samples
Sorting targets from different sources, not only from the LIS, e.g. via the simple ASTM protocol
Additional functions for the ATRAS, e.g. sorting out duplicate sample barcodes
Central logging for the ATRAS, which makes performance measurement and maintenance easier
Web-based visualisation when building rules gives you more room to shape your processes

Extension modules

LabFlow: the middleware becomes dynamic control, with sorting destinations from order data and laboratory master data

LabFlow

Adaptive sample flow control: dynamic, intelligent, ISO 15189 compliant

LabFlow steers the whole sample flow dynamically: non-conformities spotted at goods-in, STAT prioritisation, analyser allocation and sorter control (ATRAS) in real time.

Manufacturer infoPDF · DE · 0.6 MB

NC detection at lab reception: real time
controlled directly: ATRAS · OLA
prioritised, assigned to an analyser: STAT
every sorting and priority decision: logged

Sorting destinations are calculated from laboratory master data combined with your own laboratory settings. Every sorting and prioritisation decision is logged.

Functions

Real-time detection and resolution of non-conformities at goods-in
Dynamic calculation of sorting destinations using laboratory master data
STAT prioritisation and analyser allocation
Direct control of ATRAS and OLA

Extension modules

LabConnect as a layer beneath it: keeps buffering the order data when the LIS answers slowly or goes down

How it differs from LabConnect

LabFlow: dynamic sorting with destinations from order data, laboratory master data and your own settings
LabConnect: middleware that buffers order data and talks to sorters, without dynamic calculation

LabReport

Automatic non-conformity reporting and ISO 15189 audit records in routine operation

LabReport aggregates all non-conformity data from LabFlow and LabScan, makes patterns visible and generates ISO 15189 compliant audit records automatically and with no extra effort.

Manufacturer infoto follow

audit documents in routine operation: ISO 15189
NC data brought together: LabFlow + LabScan
for lab management and QM: dashboard
for external audits: export

In the STIWA Preanalytics flow (CHECK → SOLVE → SORT & BOOST → MONITOR), LabReport is the MONITOR stage: this is where the quality loop closes.

Functions

Aggregates all non-conformity data from LabFlow and LabScan
Automatic pattern recognition and trend analysis
ISO 15189 compliant reporting in routine operation
Dashboard for laboratory management and quality management
Export for external audits and certification bodies

Evidence of quality

Traceable documentation of the pre-analytical processes
Risk assessment of pre-analytical processes at the touch of a button
Non-conformity patterns you can evaluate, instead of handling each case
Continuous quality documentation with no extra work

Your savings in figures

What this means for your lab.

03 · Order & Sample Management– savings per year

€121,794

52 % of €235,685−10.6 min per sample

Example figuresPrivate lab3,000 samples/day€21 per hour

Start the Quick-Check (2 min)

This is not a sample calculation. It uses the values you have set above. Change a slider, and the calculation changes with it. A dot next to each figure shows where it comes from, and a mark shows where it can be changed. The explanation and the source are behind the.

Behind these items there are 19 figures. 3 of them are your own inputs from the Quick-Check. 16 are set to your lab in the Discovery meeting. The calculation path stays the same – only the factors become yours.

Where the figure comes from

Your inputStudy / evidenceFigure from experienceIntermediate result

Where it can be changed

underlinedby you, in the Quick-Checkin the Discovery meeting

Find the sample instead of searchingSTIWA LabFlowassumption

When an add-on request or a repeat measurement comes in, staff today search the fridge by hand for the stored sample. LabFlow shows the storage position directly, so the search drops out (taking it out remains).

€30,319 per year

99 samples searched for/daysamples searched for in the archive per day×manual search time×staff cost per hour×250 daysworking days per year=€30,319

Fewer faulty request formsSTIWA LabScanassumption

If a form is missing a required entry (such as the diagnosis for a test that needs it), this is spotted during capture itself: the form is pulled out, instead of someone checking all the forms afterwards.

€17,500 per year

20 faulty forms/dayfaulty forms per day×10 min/formquery effort×staff cost per hour×250 daysworking days per year=€17,500

Capture request forms digitallySTIWA LabScanassumption

LabScan reads paper request forms automatically and pre-sorts them, instead of someone looking at every form and typing it in by hand; a small remainder stays manual.

€15,633 per year

Easy forms:200 easy forms/dayeasy paper forms per day×14.8 s/formtime saved per form+Difficult forms:200 difficult forms/daydifficult paper forms per day×34.8 s/formtime saved per form+Pre-check of every form:400 paper forms/daypaper forms per day×2.5 s/formpre-check per form×80%of which LabScan takes over÷÷ 3,600 (s → h)seconds to hours×250 daysworking days per year×staff cost per hour=€15,633

Alternative material instead of add-on requestSTIWA LabFlowassumption

Instead of requesting a missing sample again, LabFlow points to suitable alternative material that is already there.

€14,700 per year

16.8 add-on requests avoided/dayadd-on requests avoided per day×10 min/caseeffort per add-on request×staff cost per hour×250 daysworking days per year=€14,700

Error record by scan instead of formSTIWA LabReportassumption

Every remaining error needs a record for quality management. With LabReport it is created along the way by scanning the sample and choosing the error, and the manual form documentation per case drops out.

€13,540 per year

77.4 documented errors/dayremaining errors to be documented per day×2 min/errordocumentation time saved per error×staff cost per hour×250 daysworking days per year=€13,540

Sample and order find each otherSTIWA LabConnect / LabFlowassumption

A tube without a matching order, or an order for which no sample turns up, costs searching, phoning and entering missing details today. Automatic matching at reception makes such cases visible straight away and most of them solvable before anyone picks up the phone.

€12,600 per year

30 sample–order mismatches/daysample–order mismatches per day×8 min/caseresolution time per case×staff cost per hour×250 daysworking days per year×60%resolved by automatic matching=€12,600

Training effect: fewer quality errors in bloodSTIWA LabReportassumption

The same feedback reduces clotted, haemolysed and underfilled samples, as far as training can fix them.

€11,664 per year

71.1 cases/dayquality errors fixable by training per day×50%fixable by training×25%maturity of the training effect×€5.25/errorhandling cost per quality error×250 daysworking days per year=€11,664

Storing without searching for the positionSTIWA LabFlowassumption

After measurement, someone today puts each tube by its daily number into exactly the right position in the rack. With LabFlow it is only scanned and put into the next free position, because the system remembers where it is. Collecting, tipping in, changing full racks and the walk to the fridge remain manual work as before.

€3,062 per year

3,000 samples stored/daysamples stored per day×70%of which analysed open (rest after the sorter)×1 s/tubestorage time saved×staff cost per hour×250 daysworking days per year=€3,062

Avoid aliquotsSTIWA LabFlowassumption

For many samples a second tube is filled today so they can be measured on several analysers. LabFlow recognises when the primary sample can serve all tests directly, and saves the tube and the handling step.

€2,500 per year

Staff time (filling the aliquot):60 aliquots avoided/dayaliquots avoided per day×20 s/aliquothands-on time per aliquot×staff cost per hour×250 daysworking days per year+Material (tube + cap + label):60 aliquots avoided/dayaliquots avoided per day×€0.05/aliquotmaterial cost per aliquot×250 daysworking days per year=€2,500

Two clocks: Two terms: the handling time per aliquot counts on the staff clock (€, can count towards overtime), the tube material is pure material cost without a wage surcharge (Rule 4).

Training effect: fewer wrong tubesSTIWA LabReportassumption

Data-based feedback to the collection points reduces, over time, how often blood ends up in the wrong tube type.

€276 per year

2.1 cases/dayremaining samples in the wrong tube per day×50%fixable by training×25%maturity of the training effect×€4.2/errorhandling cost per wrong tube×250 daysworking days per year=€276

1 more item applies only to the other type of lab and is hidden for private labs.

Time saved (TAT) · −10.6 min per sample

No waiting for add-on requestsSTIWA LabFlowassumption

Instead of waiting for a newly requested sample, the analysis continues with alternative material.

Two ways of reading the same number: on average −8.1 min per sample. In concrete terms, around 17 samples a day that would otherwise wait 24 hours for newly requested material now carry on straight away. The other samples gain no time.

−8.1 min

16.8 cases/dayadd-on requests avoided per day×1,440 minwaiting time per add-on request÷averaged over all samples=8.1 min per sample

Order clear soonerSTIWA LabScanassumption

A sample with a paper form must not go into analysis as long as its order is not clear in the system. LabScan shortens this waiting time.

−2.5 min

400 paper samples/daypaper orders per day×74%LabScan automation rate×25 minshorter waiting time÷averaged over all samples=2.5 min per sample

The time saved is an average across all samples (not per affected sample) and is deliberately NOT converted into money (money and time are kept separate).

Sources & methodology →

Where the savings come from: straight to the calculatorAll savings on the home page

01Identification€44,634−0.1 min

02Transport€16,888−55.1 min

03Orders€121,794−10.6 min

04Sorting€52,369−0.5 min

Ecosystem€235,685Σ all areas

From an estimate to your own figure.

Real value for you – or an honest no.

Questions and answers How a project runs

cr@labsentinels.com Save your result

Integration & IT

What your IT needs to know before the first interface is built.

This is where our modules couple to your system of record, and exactly where IT wants to know what is being spoken, where things run, and what happens when one side fails. The answers are in this section rather than spread across four product cards.

For lab IT and LIS support: interfaces, architecture, project effort

Connection

Open standards, both ways. Your system stays the system of record.

Master data, orders and results stay where they are today. Our modules read and write through open interfaces; changing systems is explicitly not part of it.

Bidirectional standard interfaces: HL7 · ASTM · LDT (LabScan speaks LDT 2.0)
LabScan synchronises master data with the LIS automatically and hands over checked order data
LabFlow communicates both ways with the LIS in real time
LabConnect talks both ways with the ATRAS, OLA and Cube sorters
Asynchronous result feedback when a customer system does not answer straight away
At ENML, LabFlow exchanges data over ASTM directly with Remisol, Beckman Coulter's middleware, while the Labene LIS stays the system of record

Architecture

You decide where LabScan runs. LabConnect runs in-house anyway.

Order digitisation with LabScan can run on your own premises or as a cloud solution. Which one fits is decided by your infrastructure strategy, not by the product. LabConnect is independent of that: it sits as a lean layer between order data and sorter, built so that one side failing does not stop the other.

LabScan either on-premises in your own data centre or run in the cloud
A mini PC right at the sorter (plug and play) or on an existing laboratory server
A direct cable to the sorter, independent of the network
Buffer size configurable, sized for a longer LIS outage as well
Data held locally with LabConnect, so there is no dependency on a cloud
Remote maintenance of the connected sorters
A manual workstation as a fallback if the hardware has problems

In the project

What is coming your IT's way.

Introducing LabScan and LabFlow is costed at up to 200 hours of project effort. That is the total effort, not your IT's share of it. How much of it falls to you depends on your system landscape and is quantified in the discovery workshop rather than estimated here. Your IT sits at the table from the first meeting: we look at the LIS, the HIS and the existing infrastructure together before any decisions are made – including the question of which interface really has to be built and which already exists. For complex HIS environments we also work with X-Tention: connection, audit trails, IT governance.

Fallback operation & evidence

NIS2 places duties on your laboratory. Not on our software.

There is no NIS2 certification for software. Anyone promising one is promising too much. But there are three places where pre-analytics measurably contributes to your duties. We name those three. No more.

Art. 21(2)(c) · business continuity

The sorter keeps running when the LIS stops.

LabConnect buffers order data locally and actively diverts urgent samples. How long that holds depends on sample and order volume. For a mid-sized laboratory, around a week is possible. It keeps the sample flow going; it does not replace your emergency plan.

LabConnect · early access

Traceability

Logged order data instead of a stack of paper.

Every digitisation step is logged, and LabReport evaluates deviations in routine operation. That pays into ISO 15189 first – and makes your processes evidenced.

LabScan · LabReport

Art. 21(2)(d) · supply chain

We answer your supplier assessment with documents.

When your IT examines the security of our software, you get the evidence from STIWA – on request, not as a logo in the hero.

STIWA · security documentation

NIS2 is an EU directive; which duties and deadlines apply to you is set out in your country's implementing law. We do not advise on that. We supply the building blocks and the evidence.

LIS and middleware (an extract, separated by status)

In use

MOLIS (CompuGroup)LXGLIMSDedalusLabeneRemisol (Beckman Coulter)

Available or on request

NEXUS · SWISSLABMELOSMEDATBarteltLabuniq

An extract, not a closing list, and no promise that every site gets the same connection. “In use” means: running in a project. Which system hangs off LabScan and which off LabFlow differs, and is set out per LIS in the system landscape on the ecosystem page. At ENML, LabFlow exchanges data over ASTM with Remisol while Labene remains the leading LIS. Whether and how your landscape connects is something we check with your IT in the discovery workshop; what matters is the standards behind it, not the manufacturer's name.

Bring your IT to the discovery workshop, and we settle interface questions in the same meeting.

Connection

Open standards, both ways. Your system stays the system of record.

Master data, orders and results stay where they are today. Our modules read and write through open interfaces; changing systems is explicitly not part of it.

Bidirectional standard interfaces: HL7 · ASTM · LDT (LabScan speaks LDT 2.0)
LabScan synchronises master data with the LIS automatically and hands over checked order data
LabFlow communicates both ways with the LIS in real time
LabConnect talks both ways with the ATRAS, OLA and Cube sorters
Asynchronous result feedback when a customer system does not answer straight away
At ENML, LabFlow exchanges data over ASTM directly with Remisol, Beckman Coulter's middleware, while the Labene LIS stays the system of record

Architecture

You decide where LabScan runs. LabConnect runs in-house anyway.

LabScan either on-premises in your own data centre or run in the cloud
A mini PC right at the sorter (plug and play) or on an existing laboratory server
A direct cable to the sorter, independent of the network
Buffer size configurable, sized for a longer LIS outage as well
Data held locally with LabConnect, so there is no dependency on a cloud
Remote maintenance of the connected sorters
A manual workstation as a fallback if the hardware has problems

In the project

What is coming your IT's way.

Fallback operation & evidence

NIS2 places duties on your laboratory. Not on our software.

Art. 21(2)(c) · business continuity

The sorter keeps running when the LIS stops.

LabConnect · early access

Traceability

Logged order data instead of a stack of paper.

Every digitisation step is logged, and LabReport evaluates deviations in routine operation. That pays into ISO 15189 first – and makes your processes evidenced.

LabScan · LabReport

Art. 21(2)(d) · supply chain

We answer your supplier assessment with documents.

When your IT examines the security of our software, you get the evidence from STIWA – on request, not as a logo in the hero.

STIWA · security documentation

NIS2 is an EU directive; which duties and deadlines apply to you is set out in your country's implementing law. We do not advise on that. We supply the building blocks and the evidence.

LIS and middleware (an extract, separated by status)

In use

MOLIS (CompuGroup)LXGLIMSDedalusLabeneRemisol (Beckman Coulter)

Available or on request

NEXUS · SWISSLABMELOSMEDATBarteltLabuniq

Bring your IT to the discovery workshop, and we settle interface questions in the same meeting.

Impact & trust

Projects from all areas.

Europe & international

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