HEMATOLOGI DEPARTMENT , HOSPITAL UNIVERSITI SAINS MALAYSIA, KELANTAN

TITLE : LABORATORY INFORMATION SYSTEM ISSUE NO. 1

& INTERFACING GUIDELINES

VERSION NO. 14:16

GUIDELINES ISSUE DATE. 13 May 2009

APPROVED BY :

…………………………………..
HEAD OF HEMATOLOGI
DEPARTMENT

CONTROLLED COPY NO : XX

REGISTERED HOLDER
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RECORD OF REVIEW/AMMENDMENT

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 HEMATOLOGI DEPARTMENT , HOSPITAL UNIVERSITI SAINS MALAYSIA, KELANTAN

TITLE : LABORATORY INFORMATION SYSTEM ISSUE NO. 1

& INTERFACING GUIDELINES

VERSION NO. 14:16

GUIDELINES ISSUE DATE. 13 May 2009

PREPARED BY : AHMAD ZAKWAN MUSTAFA

DESIGNATION : SCIENCE OFFICER

AUTHORISED BY : P.M. DR. ROSLINE HASSAN

DESIGNATION : HEAD OF DEPARTMENT

LABORATORY INFORMATION SYSTEM & INTERFACING GUIDELINES

HEMATOLOGY DEPARTMENT, HOSPITAL UNIVERSITI SAINS MALAYSIA (HUSM)

Definition

A. LABORATORY INFORMATION SYSTEM (LIS)

a. Term of Use
LIS Hematology is built in house and provided as an ongoing service, support and
will be keep up dated by upgrades, enhancement, and minor tweaks, on contiuning
basis by Hospital Universiti Sains Malaysia (HUSM) own Information System Unit
(ISU).

This system is an intellectual property of HUSM ISU, and was provided to

Hematology Laboratory as an end user. Hematology Laboratory holds no rights,
ownership, nor claims due to system problem, such as downtime, malfunction,
transcription error, discrepancy, unreliable information, worms, viruses, and other
causes that may cause harm to other user personal computers, or resulting in
mistreating of patients due to information from the system, or the system itself.

Access to the LIS Hematology system is only by authorized personnel, by using own
username and password. No other laboratory personnel are allowed to access the
system with exception from the ISU programmer. By accessing the LIS Hematology
system with authority, users hold responsibility to all the information available inside
the system. Any leak, breach, sabotage, change of information inside the system
with no responsibility that may result in mistreatment of patients, exposed of patients
privacy and as such shall be the responsibility of the user. To be an authorized LIS
Hematology user, permission, username and password must be obtained from LIS
Hematology programmer at ISU.

LIS Hematology’s intended use is only for the Hematology Laboratory, and any
usage of this system outside the Hematology Laboratory premises is prohibited and
rightfully guilty of misuse of the system and intellectual property of HUSM ISU
property. The LIS Hematology application is not allowed to be copied, duplicated,
transferred, shared without written permission and acknowledgment from HUSM ISU
programmer, such action is a breach of the intellectual property act, and can be sue
under the act without any hesitation.

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 HEMATOLOGI DEPARTMENT , HOSPITAL UNIVERSITI SAINS MALAYSIA, KELANTAN

TITLE : LABORATORY INFORMATION SYSTEM ISSUE NO. 1

& INTERFACING GUIDELINES

VERSION NO. 14:16

GUIDELINES ISSUE DATE. 13 May 2009

i. Application
LIS Hematology application is provided in three (3) different applications with
specific uses and function. All these system is build and provided by HUSM
ISU.
1. LIS Hematology
LIS Hematology is the main Laboratory Information System. Its main
function is to create order, receive order, order management, input
order result, and release result electronically. Other function available
is barcode printing facility.

The main requirement for LIS Hematology to function is a personal

computer preinstalled with Windows operating system environment,
an intranet local area networking connecting within HUSM networking
environment.

Login to LIS Hematology requires a username and a password, to

register as a LIS Hematology user, please contact HUSM ISU
programmer for setting up the user account and user authority level.

User can login to LIS Hematology on as many PC as possible, but

the user is responsible to every system used. As a precaution, users
are advised to manually log out on every PC when leaving the PC
temporarily or after done using the system. Leaving the system
logged in unattended may provide access to an unauthorized user.

2. LIS Interfacing
LIS Interfacing application is an the interfacing programme which its
main function is to send received order from LIS Hematology to
HCLAB, receive order result from HCLAB, and order result
management.

LIS Interfacing application must be logged in and the button to send

received order for cell count test and coagulation test must be trigger
send and order result button must be triggered received in order for
the interfacing occurred.

LIS Interfacing must be on 24 hours to ensure smooth interfacing

process. The interfacing of LIS Hematology orders to HCLAB and
result from HCLAB to LIS Hematology is expected to be delayed by
less than 10 seconds due to technical requirements for order delivery
between two systems.

Other function of LIS Interfacing is order result management which is

to manage delivered order result, such as during rerun, and repeat of
order. Delivered order result must be manually reset in LIS Interfacing
in order for rerun or repeat result to be delivered into LIS Hematology.

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 HEMATOLOGI DEPARTMENT , HOSPITAL UNIVERSITI SAINS MALAYSIA, KELANTAN

TITLE : LABORATORY INFORMATION SYSTEM ISSUE NO. 1

& INTERFACING GUIDELINES

VERSION NO. 14:16

GUIDELINES ISSUE DATE. 13 May 2009

3. Analysis Hematology
Analysis Hematology is the LIS Hematology statistical management
application. Its main function is to provide order statistic, analysis,
rejection statistic, duration statistic, ward and clinic analysis and
management.

Access to Analysis Hematology is via authorized username and

password. Requirement for Analysis Hematology application to
function is the LIS Hematology application to provide statistical
database. Other application required but not provided together are
Microsoft Excel to view excel spreadsheet generated from application
analysis.

ii. Person
1. Person in charge of LIS Hematology is ISU Information System
Officer, En. Norkhuzairi Md. Nor (ext:3134)
(handphone:0139432323).
2. Hematology Laboratory person to inform LIS Hematology problem
during office hour or oncall is En. Noor Azmizam Abdul Rahman
(ext:4020) (handphone:0179795174) or En. Ahmad Zakwan Mustafa
(ext:4019) (handphone:0179521861).

iii. Network
1. LIS Hematology is using the HUSM intranet network to have all the
connection between wards and clinic to Hematology Laboratory.
2. Network disruption may occur such as:
a. Loosen LAN cable.
b. LAN Switch Port power adapter disconnected.
c. Networking problem at PPKT or ISU.
3. If there is no network connection to connect in the HUSM intranet,
LIS Hematology application will display an error pop-up menu.
4. LIS Hematology cannot be use at all if the computer is not connected
to the HUSM intranet or having network connection problem.
5. Please contact PPKT or ISU officer.

iv. Computer
1. Computer used for LIS Hematology function is 3 in total, which is 1
computer in front of receiving counter for receiving samples.
2. 2 other computer is for LIS Interfacing and LIS Hematology result
validation process.

v. Server
1. LIS Hematology uses a database server in Hematology Laboratory; it
is kept on the laboratory counter.

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 HEMATOLOGI DEPARTMENT , HOSPITAL UNIVERSITI SAINS MALAYSIA, KELANTAN

TITLE : LABORATORY INFORMATION SYSTEM ISSUE NO. 1

& INTERFACING GUIDELINES

VERSION NO. 14:16

GUIDELINES ISSUE DATE. 13 May 2009

b. Procedure
i. Introduction/Overview
1. Sample ordered from ward/clinic shall be shown on the LIS
Hematology main screen.
Step: (Login LIS Hematology>Permintaan Wad/Klinik)
2. User can filter or sort all orders using ward/clinic, date, and status
category.
Step: (Permintaan Wad/Klinik>Tarikh/Status/Klinik Wad drop menu)
3. The sorted or filtered orders will be shown on the box under the
menu.
4. Clicking on any of the order item will reveal the order details, such as
what type of order requested, indication, treatment, clinical summary,
specimen receive status, and navigation menu.
5. User unable to click any menu except only the requested order item
to reveal and view the order result page, which show the result
column, type of order requested, laboratory comments, summary,
informed to column, validation column, and technologist column as
well as navigation menu.
6. User can also perform a quick find of specific patients or lab number
current or previous results using the

ii. Online Procedure

1. Receive Specimen
a. During online procedure, all order which was requested from
ward can be viewed on the Ward/Clinic Request window.
Orders not requested will not be shown at all. Please instruct
the nurses to register all their orders before sending them to
avoid delays.
b. Sample and forms received at the counter will be matched
with the order from LIS Hematology using parameter such as
ward/clinic, and R/N after checked the form filled completely
and specimen condition is good and acceptable.
c. Once successfully matched, the order item will be clicked to
review the details of the order requested and the status of the
specimen received.
d. At the specimen receive menu, the specimen is registered as
received or rejected on the drop down specimen status menu
and comments can be inserted as well using the same
procedure.
e. Once done, click on the register specimen menu.
f. A popup will be shown up alerting user about barcode printing
setting, click ok or add more barcode if the user requires and
click ok as well.
g. The barcode printer next to the computer will print the barcode
requested and affix each specimen tube and specimen forms
with the barcode neatly and correctly to make sure the
analyzer able to read the barcode from the specimen tube.
h. Load the specimen on the specimen rack and run on the
analyzer as usual.
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 HEMATOLOGI DEPARTMENT , HOSPITAL UNIVERSITI SAINS MALAYSIA, KELANTAN

TITLE : LABORATORY INFORMATION SYSTEM ISSUE NO. 1

& INTERFACING GUIDELINES

VERSION NO. 14:16

GUIDELINES ISSUE DATE. 13 May 2009

2. Validate Result.
a. Once the test has done and result report printed and fixed to
the forms, its time to validate and release the result from the
LIS Hematology to ward/clinic LIS. The forms and printed
result is released and dispatched into each ward/clinic pigeon
hole.
b. Login to LIS Hematology and go to Find/Modify Patients Data
menu.
Step: (Login LIS Hematology>Carian/Pindaan Data Pesakit)
c. Using Date, Status, R/N or more specifically Lab Number
search patients order via selected criteria in the LIS
Hematology.
d. Once the order found it will be shown in a window under the
search menu, double click the order to bring up the order
request details under the window.
e. Requested order will be shown below the order view window,
an order without a red thick means there is currently no result,
and an order with a red thick beside the order menu already
has results to validate (status:SSIAP) or already validated
(status:SELESAI).
f. Click on the order menu item to reveal the test result view.
g. Once you have confirmed the results are correct proceed to
validate.
h. Fill out laboratory comments, summary or informed to if
required.
i. To validate, key in technologist staff password and select your
name under the ‘validate by’ drop down menu item and click
save.
j. A popup will be shown asking user to send the result, click
yes.
k. Click back to return to the previous screen and the main
screen.

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 HEMATOLOGI DEPARTMENT , HOSPITAL UNIVERSITI SAINS MALAYSIA, KELANTAN

TITLE : LABORATORY INFORMATION SYSTEM ISSUE NO. 1

& INTERFACING GUIDELINES

VERSION NO. 14:16

GUIDELINES ISSUE DATE. 13 May 2009

iii. Offline Procedure

1. Ward/Clinic LIS Hematology offline
a. During this offline procedure, please advice the ward/clinic
staff or nurse to inform and rely on PPKT or ISU to rectify the
problem, weather a LIS Hematology problem or HUSM
networking problem.
b. Unregistered order received only for this problem will be
manually ordered by technologist or laboratory assistant at the
laboratory.
c. Other process of receiving and validating the result are same.

2. LIS Hematology offline

a. During this offline procedure, please inform and rely on PPKT
or ISU to rectify the problem, weather a LIS Hematology
problem or HUSM networking problem.
b. Any order not registered and ordered from LIS Hematology
requires to be manually ordered to the Analyzer and the result
requires manually entered into the LIS Hematology.
c. However result can or cannot be accessed in the ward/clinic
LIS Hematology, please be aware to alert the nurse.
d. Dispatch the result to the pigeon hole as usual.

3. LIS Hematology – HCLAB offline

a. During this offline procedure, the internal laboratory
networking is offline when order from LIS Hematology is not
recognized by the Analyzer, i.e.; the correct test not
performed, no R/N, lab number, and patients name on result
report and result not received by LIS Hematology.
b. Please perform self-troubleshooting such as:
c. Once all troubleshoot has been done and the problem
persists, contact LIS person in charge and ISU personnel.
d. In the meantime, all orders from LIS Hematology is performed
manually on all Analyzers.
e. Order all test normally in Analyzer IPU such as patient name,
R/N, lab number and test.
f. Run test either in open mode or close mode as preferred.
g. Result printed out is attached to the request forms
respectively.
h. All result must be manually key in into LIS Hematology orders.
i. And perform validation process as usual.

c. Troubleshooting
i. Technical
1. Check all networking cable for proper connection.
2. Check LIS Interfacing is online.
3. Check HCLAB Server online.
4. Check HCLAB Interface server online.

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 HEMATOLOGI DEPARTMENT , HOSPITAL UNIVERSITI SAINS MALAYSIA, KELANTAN

TITLE : LABORATORY INFORMATION SYSTEM ISSUE NO. 1

& INTERFACING GUIDELINES

VERSION NO. 14:16

GUIDELINES ISSUE DATE. 13 May 2009

ii. Contact Person

1. Only contact person in charge once all troubleshooting procedure has
been done.
2. In the meanwhile person in charge solve the problem, all orders will
be done manually according to the offline procedure.
3. Person in charge of LIS Hematology is ISU Information System
Officer, En. Norkhuzairi Md. Nor (ext:3134)
(handphone:0139432323).
4. Hematology Laboratory person to inform LIS Hematology problem
during office hour or on call is En. Noor Azmizam Abdul Rahman
(ext:4020) (handphone:0179795174) or En. Ahmad Zakwan Mustafa
(ext:4019) (handphone:0179521861).

d. Maintenance
i. Application
1. LIS Hematology
All LIS Hematology application maintenance, upgrades,
enhancement, error, and malfunction is under the purview of HUSM
ISU.

2. HCLAB
All HCLAB application system’s maintenance is automated and
scheduled electronically. System upgrades, error, malfunction, and
enhancement is under the purview of the supplier.

ii. Hardware
1. LIS Hematology
a. Server
LIS Hematology server is maintained by HUSM ISU. Problem
will be referred directly to HUSM ISU.

b. Personal Computer
Personal Computer for LIS Hematology uses will be
maintained periodically by laboratory personnel, users must
ensure system performance is optimum all the time.

An antivirus programme must be installed on every PC to

ensure system realibility and protection. However, PC
breakdown must be referred to PPKT, or ISU for repairs.

c. Barcode Printing Facility

Barcode Printer is the property of Hematology Laboratory, and
maintenance shall be done each time replacing the ribbons
and sticker. Breakdown must be referred to Unit Kejuruteraan
& Penyelenggaraan for further troubleshooting or repairs.

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 HEMATOLOGI DEPARTMENT , HOSPITAL UNIVERSITI SAINS MALAYSIA, KELANTAN

TITLE : LABORATORY INFORMATION SYSTEM ISSUE NO. 1

& INTERFACING GUIDELINES

VERSION NO. 14:16

GUIDELINES ISSUE DATE. 13 May 2009

2. HCLAB
a. HCLAB Database Server & Interface Server
HCLAB Database Server will maintain by supplier IT
personnel remotely. Server downtime will be referred
immediately to the supplier IT personnel.

b. HCLAB Personal Computer

HCLAB Personal Computer will be maintained by technologist
and laboratory staff.

B. REFERENCE

ISO 15189:2007 Guidelines Annex B

HCLAB User Guide (Volume1), Tek Ken Chai, 7 Oct 2008, Version 1.24
HCLAB Administrator Guide, Tek Ken Chai, 6 Oct 2008, Version 1.24
Manual Penggunaan Hematologi ‘Interfacing’, Norkhuzairi Md. Nor. Unit Sistem Maklumat

END OF DOCUMENT
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