User Manual ConneXion – Lab Module Final Version 2.

User Manual

ConneXion
Lab Module

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 User Manual ConneXion – Lab Module Final Version 2.0

Table of Contents

TABLE OF CONTENTS ................................................................................................................... 2

OVERVIEW .................................................................................................................................. 4

LOGIN ......................................................................................................................................... 4

LAB ............................................................................................................................................. 5

1) Navigating the Sample Manager ............................................................................................................................... 6

Receiving Samples in the Lab ........................................................................................................................................... 7
Sending Samples to Residual Storage .............................................................................................................................. 8
Discarding Samples .......................................................................................................................................................... 8

2) Managing Lab Services .............................................................................................................................................. 9

Navigating Workstations .................................................................................................................................................. 9
Selecting Workstations................................................................................................................................................... 10
Sample Search ................................................................................................................................................................ 11
The Search Tool .............................................................................................................................................................. 11
Sample Searching ........................................................................................................................................................... 11
Adding a sample Comment ............................................................................................................................................ 13
The Test Search .............................................................................................................................................................. 15
Performing a Test Search ............................................................................................................................................... 17
Managing Tests .............................................................................................................................................................. 18
Accessing Tests and Results from a Sample Search ....................................................................................................... 19
Applying Updates to Tests and Results .......................................................................................................................... 19

3) Managing the Interface menu ................................................................................................................................. 25

4) Interface Status ...................................................................................................................................................... 25

5) Printing Labels ........................................................................................................................................................ 26

Aliquot Label Printing ..................................................................................................................................................... 27

Creating aliquots labels (used for PBMC aliquots): ..................................................................................................... 27

6) Adding tests (requires access) ................................................................................................................................. 33

7) Deleting Tests from the Util Menu (requires access) ............................................................................................... 34

8) Lab Pull ................................................................................................................................................................... 35

9) Grossing Info ........................................................................................................................................................... 38

10) Batch Scan for Lab................................................................................................................................................. 38

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11) Sample Inspector for lab usage ............................................................................................................................. 39

12) Study Manager for lab usage ................................................................................................................................ 40

13) ISR module for lab usage- ..................................................................................................................................... 43

DOCUMENT REVISION HISTORY ................................................................................................. 50

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 User Manual ConneXion – Lab Module Final Version 2.0

Overview
The purpose of the ConneXion system is to facilitate paperless data collection and to enable PPD to scale
our study setup process. This user guide will cover navigation of the Lab module. This includes the
management of samples, the use of search filters and workstations to update samples and tests, and
printing sample labels. The Lab module consists of Lab Services, Sample Manager, Add Tests (if
authorized), Print Labels, Lab Pull, Interface Status and Grossing Info tabs.

Login
The Login screen allows authorized users to access the ConneXion system.

Required Fields
• User Name
• Password

1) To log in to the ConneXion system, the user enters the user name and password.

2) The user then clicks the Login button.

3) If the user has successfully been logged in, the following Welcome message will be displayed;
“Welcome your name.”

4) The lab region/version logged into is displayed by the flag in the center of the screen at the log
in and in the top right corner in all screens. The region/version can be changed using the
dropdown to the left of the flag in the top right. When logged into a region that is not the
default location of the user, a purple bar will appear at the top of the screen (see screen shot
on page 7)

5) The user can click the Logout button once the session has been completed.

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“User name”

Login Screen

Troubleshooting
• If unable to log in, the user can verify that the correct user name and password were
entered.
• If unable to log in after two attempts, the user can submit an IT ticket.

Lab
The Lab module allows users to navigate between different workstations, switch between different
views of the workstation, and filter which samples they wish to view within the selected workstation.
The Lab module consists of Lab Services, Sample Manager, Add Tests (if authorized), Print Labels, Lab
Pull, Interface Status and Grossing Info tabs.

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Lab – Lab Service Screen

The overall Lab module involves the following tasks:

• Navigate the Sample Manager
• Manage Lab Services
• Print a single label
• Add Tests to a single or multiple samples
• Utility menu
• Lab Pull
• Interface Status
• Grossing Info

1) Navigating the Sample Manager

The Sample Manager allows users to manage lab samples by receiving samples from the Specimen
Management department (SM) into the lab, and discard samples. The Receive Samples in lab
function is the primary step in the Sample Tracking Process. This scan sets the sample status to “In
Lab,” runs instrument interfaces for test requests, updates the sample stage (location) field and
updates the test status from “Pending” to “Processing.”

Sample Manager Main Menu

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Required Field
• Sequence Number (field may be used
for Location code)
• Accession Number (from sample’s
label)

Receiving Samples in the Lab

When the user clicks the Sample Manager tab from the Lab Main Menu, the Sample Manager Menu is
displayed. When the Receive Samples in the Lab hyperlink is clicked from the Sample Manager menu,
the Sample Reception screen is displayed.

Sample Manager—Sample Reception Screen

The user then can enter the starting Sequence Number, or location code, if it is other than “1” then
hit “tab” or click inside the Sample Accession Number box. The user can scan in or enter the sample
Accession Number. (Note: The full 11-digit accession number must be entered). The user can click
Submit (this is only necessary if the Accession number is typed in, if it is scanned the number is
automatically submitted). The Sequence Number and Accession Number will be displayed on the right
side under Samples Scanned.

The user can enter additional sequence or location numbers and accession numbers into the
ConneXion system. When finished entering a batch of samples the user clicks the Done button. The
sample Stage (Location) will now display as “in lab” and designate which lab, “(GCL-EUROPE)” for
example.

The ConneXion system will return to the Sample Manager main menu. If an error is noted, click the
Cancel button to undo the batch. The batch will need to be rescanned correctly.

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Sending Samples to Residual Storage

The user can select from the Sample Manager tab the link to Send Samples to Residual Storage. When
click the hyperlink from Send Samples to Residual Storage the Sample Manager menu the Sample
Reception screen is displayed.

The user can scan in or enter the sample Accession Number. (Note: The full 11-digit accession number
must be entered). The user can click Submit (this is only necessary if the Accession number is typed
in, if it is scanned the number is automatically submitted). The user can enter additional accession
numbers into the ConneXion system. When finished entering a batch of samples the user can click
the Done button. The sample Stage (Location) will now display as “in storage” and designate which
lab. The ConneXion system will return to the Sample Manager main menu.

Discarding Samples
The user can select the link to Discard Samples from the Sample Manager tab to scan samples and set the
sample stage to “Lab Discard”. When the hyperlink for Discard Samples is clicked from the Sample
Manager menu, the Discard Samples screen is displayed.

The user scans in or enters the sample Accession Number. (Note: The full 11-digit accession number must
be entered). The user can click Submit (this is only necessary if the Accession number is typed in, if it is
scanned the number is automatically submitted). The user can enter additional accession numbers into
the ConneXion system. When finished entering a batch of samples the user can click the Done button.
The sample Stage (Location) will now display as “lab discard” and designate which lab. The ConneXion
system will return to the Sample Manager main menu.

Troubleshooting in Sample Manager:

• If sample has pending tests or services, a message in red will be displayed on the right of the
accession number : “Sample has test or services pending.” Review the accession number
for incomplete Lab tests or services, if lab tests are pending return to testing bench. If
pending services or tests are SM services or 3PL tests, return the sample to SM.

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• If an error is noted with the samples scanned, click the Cancel button to undo the batch. The batch
will need to be rescanned correctly.

• The accession number entered must be valid and recognized by the ConneXion system. If the
accession number is not recognized by the system, the following error message displays
“Accession Number not found!” Other error messages that may display include “Accession
Number not scanned by CPA” and “Invalid Length.”

• If an error message is displayed the user may review the accession number to ensure
accuracy, check that “Caps Lock” is off, then scan in or type the accession number again.

• If these messages are displayed and do not resolve upon review of the accession number
the sample should be returned to SM to be sure it was received there and is not a problem
sample.

2) Managing Lab Services

The Lab Services tab allows users to update information pertaining to samples or tests within the
current workstation that meet the specified search criteria. Users may search for samples and
tests within the workstations, or search for specific samples or tests across all the workstations.
These functions are used to identify testing to be done as well as enter results and comments and
accept results.

Navigating Workstations
This function allows authorized users to search for and filter the views within the same workstation. Within
each workstation, you may review tests and samples.

Key Terms

• Workstation A logical organization of the lab, including a panel of tests, instrument, or

workbench
• All Tests Searches for tests or samples across all workstations per open portal (i.e. all
Workstation tests in EU)

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Selecting Workstations
The user may click the Lab Services tab and then click or hover the cursor over the Workstations tab.
The list of workstations drops down. To select a workstation the user can click or hover over it and then
click Samples (to perform a sample search) or Tests (to perform a test search). To view a list of the
samples received that day in that workstation the user can hover over the Samples option and then
choose Today’s Samples.

Lab Services—Workstations Screen

Note: Use the All Tests workstation to view tests from different workstations ordered on a sample(s).
The All Tests workstation can also be used to view all the sample types received on a patient (by clicking
the box for the accession number, entering any accession associated with that patient and clicking the
Patient bubble) or at a particular visit (by entering any accession associated with that patient at that visit
and clicking the Patient/Visit bubble).

The user can click the Workstation tab and select a different workstation to view different samples and
tests. Note: When the user switches to another workstation view, the user must select Samples or Tests
and perform a search for the samples or tests they wish to view or select Today’s Samples to view a list of
samples received that day in the new workstation. In the example below, the All Tests Workstation and
the Samples collected on 04-Aug-2014 were selected from the Sample Search screen.

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Lab Services—Workstation Navigation Screen

Sample Search
The Sample Search screen allows users to search for samples received within the selected
workstation based on criteria that is applicable to the whole sample, not an individual test. With the
results of a sample search users can update sample comments, access the tests and results on a
sample, as well as add and delete tests. See Add Tests and Delete Tests (Sections 6 and 7) for adding
and deleting tests.

The Search Tool

The search criteria included in the Sample Search Tool are: Received and Collected Dates, Sequence
No. and Accession Number, Protocol Number, Sample Stage, and Comment. By using the Accession
Number to search, the user can find the sample corresponding exactly to that Accession Number
(barcode), all samples for that patient at a particular visit (Patient/Visit), all samples for that patient
(Patient), or all samples for that study (Study).

Key Terms
o Sample Searches for sample or samples within a workstation.
Search
o Received Range of dates the sample(s) was received into Specimen Life Cycle (SLC). Enter
Between the same date for the Start and Stop date to search one day.
o Collected Range of draw dates for the sample(s).
Between
Sample Searching
The user can select a workstation from the Lab Services tab. When the user selects Samples the screen
that appears is the Sample Search screen.

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Lab Services—Sample Search

Note: All search criteria is optional and can be used in different combinations to broaden or refine a
search. To retrieve more samples, choose fewer search criteria. Be sure to use at least one search
criteria. Running too broad of a search is not recommended as it often slows the system.

The user clicks Get Samples to view only samples received on the current day (the current date will
already be selected in the search criteria). Or, the user can select search criteria to find available
samples in the Lab by clicking the checkboxes on the desired criteria.

o To search for samples by received date, the user can click the checkbox for the Received
Between and enter the Start and Stop date using the calendar icon.
o To search for samples by draw date, the user can click the checkbox for the Collected Between
and enter the Start and Stop date using the calendar icon.
o To search for samples by sequence number, the user click the checkbox on Sequence No. and
enter a sequence or location number or range of numbers.
o To search for samples from studies that have been locked, the user can click the checkbox on
Include Locked Studies.
o To search by accession number, the user can click the checkbox on Accession Number. Enter the
desired Accession Number and select the Barcode, Patient/Visit, Patient, or Study button.
o To view samples for a specific protocol number, the user can click the checkbox on Protocol
Number. Enter the desired Protocol Number.
o To view samples at a specific sample stage, the user can click the checkbox to select a Sample
Stage from the drop-down menu.
o To search for samples with a Pre-coded sample comment, the user can click the checkbox on
Comment and select a comment from the drop-down menu.

Once the user clicks the Get Samples button the page refreshes and displays the Samples screen. The
following is an example of All Tests: Samples from a specific date range. To view the test and result
information on a sample from the sample search results screen, the user can click the hyperlink on an
Accession Number.

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Lab Services—Samples Search Results Screen

Adding a sample Comment

To update a sample comment the user can check the checkbox(es) beside the sample(s) to be
commented (the same comment will be added to each sample that is selected). The user can click or
hover over the Actions tab then click on the Update Sample Comment(s). Only one comment can be
selected at a time.

Lab Services—Samples Actions Screen

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On the next screen the user selects the appropriate comment from the Pre-coded list (drop-down box)
or clicks Free Text and types the comment. These comments are published to clients and should be free
of error.

Lab Services—Sample Comments Screen

After the comment has been selected or entered, click Update. The comments display on the Samples
screen under Comments.

Lab Services—with Sample Comments entered

To delete a sample comment, the user clicks the checkbox(es) next to the sample with the comment(s)
to delete. Then click Actions and Update Sample Comment(s), select the comment to be deleted from
the drop-down menu or select Free Text and enter the comment again exactly as it was entered
originally. (Copy and paste may also be used for Free Text comments.) The user then clicks Delete.
If it was a coded comment you can just go back in and switch it to free text and leave the field empty.
Then hit update. It will update the comment as nothing.

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The Test Search

This function allows users to search for tests and results within the selected workstation based on
criteria that is applicable to tests and results. These criteria include received and draw dates, sequence
number, accession number, test status, test comments, test type, and turnaround time. Searches can be
performed for specific tests or to find results outside given ranges. Users may also perform a search to
find tests without any results, tests without a released result, and tests with a released result.
Key Terms
o Tests Search Searches for tests and results for a sample or samples
within a workstation.
o Ordered Between Use this filter to search for test(s) ordered on a specific
date or range of dates, this is generally the same as the
original date received at a GCL location. A test will be
ordered on a date other than the received date if testing
is added after the day the sample arrived. Enter the
same date for the Start and Stop date to search one day.
o Collected Between Use this filter to search for test(s) ordered on a
sample(s) with a specific or a range of draw dates.
o Sequence Number Ranges of numbers the sample(s) received when
scanned into the lab. Enter the same number for the
Start and Stop fields to search one Sequence number.
This field can also be used for location numbers.
o Accession Number Enter a complete accession number and click the
Barcode button to find the test(s) for the exact sample,

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the Patient/Visit button to find the test(s) for the same

patient at the same visit, the Patient button to find the
test(s) for this patient or the Study button to find the
test(s) for the same study.
o Test Statuses The status of the test(s):
o Pending The sample has been received by Sample Management
but has not yet been scanned by the lab or had a
sequence/location number assigned.
o Processing The sample has been scanned by the lab, the
sequence/location number has been assigned but
results have not yet been released.
o Released The lab has verified that the results are ready to be sent
to the sites and has changed the Result Status to
“Accepted.”
o Reported The test results have been sent to the site.
o Unable to Perform The test cannot be performed generally due to
problems with the sample.
o Supervisor Review The result requires a supervisor or designee to review it
before it can be released. Two levels of supervisor
review exists : test and sample level.
o Awaiting Approval Test(s) are awaiting PM approval prior to be
automatically updated to processing status.

o Internal Comment Retrieves tests having the selected comment in the

internal comment field
o External Comment Retrieves tests having the selected comment in the
external comment field.
o Test Type Manual test(s) are tests for which the results can be
manually encoded and Automated test(s) receive their
results by interface only.
o Outside Ranges Test(s) having the result outside the selected range
(reference, recheck, VAV or Critical)
o Turnaround Time Retrieves tests having the number of days selected as
the turnaround time.
o Frequency Tests running daily or by batch.
o Other Tests with the specified status:

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o Without Results Tests that have been ordered but do not yet have
results.
o Unreleased Results Tests that have results but the Result Status has not
been changed to “Accepted.”
o Released Result Tests with results have been “Accepted.”
o Recheck Required Tests with results that are outside of the specified
recheck range.

o Lab Location Select tests performed in the selected 3PL

o Test filter Select the specified test(s) from the workstation
Performing a Test Search
The user can select a workstation and click Tests. The Test Search screen displays. Clicking the Tests
Filter box turns the test filter on or off. The user can select any test(s) to include in the search. Only the
tests available in the selected workstation will appear.

Note: When the tests filter is turned off, the filter box turns Red; when the filter is turned on, the box
turns Green.

Lab Services—Tests Search Screen Showing Test Filter

To search based on Test Status, Internal or External Comment the user can click the checkboxes next to
those search filters and make selections from the drop-down menus.
To view results that are outside the tests’ reference range, fax or voice alert ranges the user can click the
checkbox for Outside Range and select a range from the drop-down menu.
By clicking the checkbox for the Other filter allows the user to view tests Without Results, With
Unreleased Results, With Released Result and Recheck Required.

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Note: USE CAUTION when utilizing the Outside Range, VAV, Fax and Recheck Required filters as not all
tests have these ranges specified in the Master Test Menu.

The user can choose any date or sequence numbers ranges, or enter any accession numbers and choose
Barcode, Patient/Visit, Patient, or Study to be used for the search.
For Third Party sample entry, the user can select the appropriate Lab Location from the drop-down
listing.
From the individual drop-down listings, the user can select any Turnaround Times or Frequencies
needed for the search.
Select all desired search filters click Get Tests and Results.

Note: All search criteria is optional and can be used in different combinations to broaden or refine a
search. To retrieve more samples, the user can choose fewer search criteria. The user should make sure
to use at least one search criteria. Running too broad of a search is not recommended as it often slows
the system.

Managing Tests
Within the results of a Test Search users can view tests within a workstation, view test results, add
results manually, reorder tests to be run on instrumentation, update test results, change dilution factors,
add internal and external comments to selected tests, prepare a worklist to view, edit, or print manual
tests and update the result status.
Key Terms
Result Statuses
o Open “(O)”in black Results have been manually entered.
o Preliminary “(P)”in red Result was interfaced, is available, but is not yet accepted.
o Unused “(U)” in gray Result that was not used or accepted.
o Accepted “(A)” in green Confirmed results, verified by a Lab Technologist
o Previously Accepted Result reported for which new runs were performed. New
“(PA)” in red results need to be accepted and explained with comment
when prompted. Calculations will be accepted automatically.
o Rejected “(R)” in red Test marked so as not to be considered because it was part of
a rejected QC sample run, was manually entered incorrectly,
etc.
o Recheck Required (test System requires a recheck on the result USE CAUTION when
name displays in orange) utilizing this filter as not all tests have these ranges specified in
the Master Test Menu.

o Reference Range Result is outside of the published reference range

(flagged “R”)

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o VAV Range (flagged “V”) Result is outside of the published VAV range USE CAUTION
when utilizing this filter as not all tests have these ranges
specified in the Master Test Menu.
o Fax Range (flagged “F”) Result is outside of the published Fax Range USE CAUTION
when utilizing this filter as not all tests have these ranges
specified in the Master Test Menu.
Accessing Tests and Results from a Sample Search
The user can enter the search criteria for a sample search and click Get Samples. A list of samples
displays as the results of the search. To view the test and results available on one sample, the user can
click the hyperlink on an Accession Number. Only one sample’s test information can be viewed at a time
unless a Test Search is used. The user can select the Go tab and choose Samples View to return to the
Samples screen.

Note: If the user clicked an accession number on the Samples screen, as in the example above, the user is
viewing the Test screen and the Go options are Samples View, Samples Search, and Tests Search. If the
user is navigating from the Samples Search screen, the Go options are Samples Search and Test Search.

Applying Updates to Tests and Results

o The user can complete a test search to view the tests they wish to update. The user can click the
checkbox next to the Sequence Number to apply updates to the selected tests. The user can
click the Test Actions tab.

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Lab Services—Test Actions Screen

o To add comments, the user can click the Set External Comment or the Set Internal Comment
option to add an external or internal comment to the test results. The user can enter the desired
comment and click Update. To delete an internal or external comment the user can click the
checkbox next to the sequence number, and select Update Sample Comment(s) from the Test
Actions tab. The user can select the comment from the drop-down menu, or re-enter the
comment exactly as it was originally entered (cut and paste may also be used) and click the
Delete button.
o To add a result to one test, the user can click Test Actions and Add Result. The screen refreshes
and the result entry screen displays. The dilution factor of the result being entered can also be
updated at this time. After entering the result the user can click Update. The test screen will
display and the new result will be listed under the R-1 column (if the entry was the first result) or
under R-2 or subsequent columns (if the entry was a second, third, etc. result).

Lab Services—Add Results-Results Entry Screen

o To add a result to one or more than one test, the user can click the checkboxes next to the
test(s), click the Test Actions tab and select Prepare Worklist.

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Lab Services—Prepare Worklist Screen

o To print a blank worklist to use for recording manual data the user can click Print.
o The user can enter the results in the Result boxes and adjust the dilution factors in the Dilution
boxes then click update to save the results. The tests screen displays, showing the newly entered
results.
o To send a test request to instrumentation, the user can click the checkboxes for each test that
they wish to reorder on the instrument and then select the Reorder Test from the Test Action
menu. The following confirmation message displays “Test(s) have been marked for reorder on
instrument(s).”
o To mark a test as “Unable to Perform” click the checkbox for the test and then select Test
Actions and Unable to Perform. An external comment must be added as to why the test was
not able to be performed.
o To run and release results on a test previously marked “Unable to Perform,” the user can click
the checkbox next to the test and select “Able to Perform” from Test Actions.
o To override stability when ConneXion has aged (see screenshot) automatically the tests, the user
needs to click on the box next to the test which require to be overridden and then click on
“Override Stability”. The result will now be reported on the DSR after release in ConneXion.

Lab services --Test Actions screen – Override Stability

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Lab Services – Message after successful stability override

o To adjust a Dilution Factor the user can click on the result to be updated (the box will turn grey)
and select Result Actions and Set Dilution Factor(s).

Lab Services—Result Actions Screen

• The user can enter the desired dilution factor for the selected sample, click the Update button.
The dilution factor displays on the results for the selected accession number.

Lab Services—Result Actions—Update Dilution Factor

• If a result is out of limits for a specific test the system marks the sample as needing a “Supervisor
Review”.

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To complete the supervisor’s review mark the result as Results Reviewed by clicking the result to
be updated (the box will turn grey) and selecting the “Results Reviewed” from the Results Action
dropdown list. Once the supervisor review is completed the “Supervisor Review” note is
removed by the system (see screen shot below).

To mark the result as Results Reviewed when the supervisor’s review is listed as a status (as in
the screen shot below), click the checkbox(es) next to the accession number being reviewed and
select “Results Reviewed” from the Test Action dropdown list. Once the supervisor review is
completed the “Supervisor Review” note is removed by the system.

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• To update the Result Status on a test the user can select the result by clicking on it (the box will
turn grey), then select the Set Result Status. (Or select Result Actions then Set Result Status.)
The user can select the desired status from the drop-down box and click the Update button to
update the status on the Tests and Results screen. Selecting the ACCEPTED status from this
menu releases the result and makes it available for reporting on PPD Clicks and on Daily Site
Reports (DSRs). See screen shot below.

Lab Services—Update Results Status Screen

• A list of the tests and results may be printed by clicking the Print button.
• To return to a search screen, click Go and choose Samples Search or Tests Search.
• To Amend a Result that has already been reported, click the result you wish to accept, turning it
gray, as shown below and click “Set Results Status.”

The Update Test status window opens, select “Accepted” from the dropdown and another field
opens requesting a reason for accepting a different result than that which was previously
accepted, as shown below.

Once a comment is entered, click “Update.” When the results are viewed after this update, the
new result will be marked with a green letter “A” for accepted and the results which were
previously accepted will be marked with red letters “PA” for previously accepted, as shown

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below. If required by the study, a new DSR will send and contain both results, indicating which
were previously reported.

Troubleshooting
• You must select at least one test result before clicking Set Result Status or the following
message displays “At least one result must be selected before updating the result status!”
• If you receive the error message above, select the result you wish to update.

3) Managing the Interface menu

This function is no longer in use.

4) Interface Status
When clicking the Interface Status tab ConneXion displays the Interface Status screen. From this
functionality the user can get information on the status of the various ConneXion interfaces as well as
test requests and results.
The user can click the Refresh link to obtain the most recent information.

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Interface Status Screen

Interfaces can all be reset by clicking on reset all (see below) or individually by clicking rest next to the
process ID of the instrument. This access is restricted to Supervisors or Leads.

5) Printing Labels
The Print Labels tab allows users to print a single label in the lab to a designated label printer.
The user can click the Print Labels tab from the Lab Main Menu. The user can select a label printer from
the drop-down listing. The user can then enter or scan in an accession number. The user can click the
Print Single Label link. The screen refreshes and prints the label to the designated label printer.

Print Labels Screen

Labels may also be printed from the sample search screen by selecting the checkboxes of the samples to
be printed, selecting the label printer and clicking Print then Print Sample Labels.

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Print Labels from Sample Search Screen

The following fields display on the single label from the sample, as applicable:
1) Protocol Number
2) Initials
3) Sequence No.
4) Draw Date
5) Accession Number

Troubleshooting
• If the label does not print, verify that the label printer is connected to the ConneXion
system.
• You must physically verify that the label printed to the label printer. If you are not
connected to the printer, contact the IT Help desk to obtain access.
o Verify that the selected label printer is a local printer in your location. The label
printers may be located in US, EU, and SG locations.

Aliquot Label Printing

Creating aliquots labels (used for PBMC aliquots):

The Specimen Processing tab under the SLC tab allows users to create aliquots labels. The user needs to
click on Service Search.

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SLC - Specimen Processing screen

The user should unclick the Date and click the checkbox on Service Type and select Aliquot from the
drop-down menu. Then the user can enter or scan in the accession numbers and click on Search.

Specimen Processing - Service Search screen

On the Specimen Service Search result screen, the user can click on Aliquot work order or Centrifuge &
Aliquot work order depending on the sample.

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Specimen Service Search Results screen

Then on the Create Work Order screen, the user can click on Save Work Order.

Create Work Order screen

After the work order has been created, the user can click on Orders.

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SLC - Specimen Processing screen

The user can select Aliquot from the drop-down menu and select the Order created.

SLC
- Specimen Processing - Orders screen
The user selects the Printer from the drop-down menu and scans the Sample needing aliquots.

Aliquot samples screen

The user creates the aliquots needed by checking the type of aliquot and the tube that will be used and
scans the appropriate labels needed. The user can scroll down to check all the aliquots labels available
for the sample scanned.

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Aliquot Sample screen

After scanning the labels needed, the user click on submit. A pop-up window appears the user checks
that all the aliquots mentioned were not created and click OK.

Aliquot Sample screen

Troubleshooting
• On the Specimen Service Search result screen, it can happen that both Aliquot work order and
Centrifuge & Aliquot work order appear. The user can only click on one of them and some

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samples will be excluded from the work order. The user will have to create a new work order
with the excluded samples.

Specimen Service Search Results screen

• If the user cannot make a work order for a sample, the aliquot service is blocked. The user needs
to scan the sample in Sample Inspector and check the aliquot service. If the service is blocked (
), the result of the sample should be released before creating the work order. Once the result is
released, the aliquot service will open ( ). The user should be able to make the work order and
print the aliquot labels.
• If the user needs to create an extra aliquot label or if one label wasn’t scanned when created.
The user should go to Sample Inspector and Put service back on pending (Access needed). The
user can make the Work Order again and only scans the aliquot labels needed not the ones that
have been created already.
• If not needed aliquots labels have been created, the user need to delete those aliquots by
making an IT ticket.

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6) Adding tests (requires access)

The Add Tests tab allows users to add a single test or group of tests to an individual sample or group of
samples.
The user can click the Add Tests tab from the Lab Main Menu. The user can enter or scan in an
accession number.

Add Tests—Accession Number Entry Screen

The user can click the Select Test(s) button. Add Tests—Test Selection Screen is displayed.

Add Tests—Test Selection Screen

1. The user can select appropriate Sample Type (Hematology samples only) and Lab
Location if necessary, and click Refresh.
2. To add a panel of tests to the sample, the user can click on the checkbox next to the
panel name from the Test Panel(s) box on the bottom left.
3. To add an individual test to the sample the user can click the checkbox next to the test
name from the list of Tests Available for This Study (in protocol tests) in the left box or
from the list of Out of Protocol Tests Available in the right box. OUT OF PROTOCOL

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TESTS SHOULD NOT BE ADDED BY THE LAB PRIOR TO PROJECT MANAGEMENT

APPROVAL. Test status appears as Awaiting approval in ConneXion. The PM of the study
needs to be contacted so he/she can approve this, access to accept any result will be
denied until PM approval in the system is complete. The status will then change into
processing.

4. The user can click Add Test(s). The screen will refresh and display the number of tests
added successfully and the number of tests added unsuccessfully. Any unsuccessful
additions need to be investigated (possible issues will be: study set-up issue; change of
visit).

The user can add more than one test from the lists of individual tests by selecting the checkboxes next to
the test they wish to add.

Troubleshooting
• By verifying the correct accession number has been entered.
• By verifying at least one test (or panel) has been selected.

7) Deleting Tests from the Util Menu (requires access)

Remove Tests allows users to delete tests that are ordered on an individual sample.
The user can complete a search so the test(s) that they wish to delete are displayed. The user can click
the checkbox(es) on the row(s) of the test(s) to be deleted then click the Util Menu and choose Remove
test.

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The screen refreshes and the tests no longer appear on the sample.

Tests can be moved from one sample to another sample from the same patient. Test to be moved must
not have been accepted yet. From the sample search screen click the checkbox next to the accession
number of the sample to move tests FROM, click Util Menu, and Move Tests.

A new screen opens displaying the tests available to be moved on the left side and samples available to
move tests to on the right side. Select any tests to be moved by clicking the checkboxes on the left and
select the sample to move the test to using the button on the right then click Move Tests (see screen
shot below).

Troubleshooting:
An error may display “You can only move tests on one sample at a time!” may sure only one sample on
the sample search screen has the checkbox checked.
There may not be another sample of the appropriate sample type available to move tests to.

8) Lab Pull
The Lab Pull allows users to modify existing or create a new Lab Pull request.

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When clicking the Lab Pull tab the user can view the current Pull List.

Lab Pull – Pull List Name Screen

To modify existing pull listing, the user can click on the link to the desired test. The lab pull information
for the tests is displayed and the user can make the appropriate modifications. Once the modifications
are complete the user can click the Save Pull List button to save the changes.

Lab Pull - Lab Pull Test Screen

The user can also select the Refine Search option by clicking the Refine Search button.

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The user can click on a checkbox next to Study, sample(s),Barcode(s) and Workstation as well as Pending
tests to refine the search. For example, the user can select a specific study code then click the Continue
button. The Pull List Criterta Preview Screen is displayed.

Lab Pull - Criterta Preview Screen

By clicking the Use Search Criteria the user can refine the search to a specific study.

Lab Pull – Refined Search Lab Pull Test Screen

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The user can either make additional search refinements or save the Pull list. By clicking the Cancel
button the user returns to the Pull List name Screen.

To create a new Lab Pull the user can scroll down to the bottom of the screen and click on the Create New
Pull List button. When the Pull List Criteria screen is displayed the user can check the criteria for the new
pull list and click the Continue bottom. The Pull List Search Criteria Preview screen will be displayed and
the user can click on the Use Search Criteria button. The new Pull list menu is displayed and the user can
provide a name by typing it in the Pull List Name box and then add the rest of the information for the pull.

The user can click on the Save Pull List button. The Pull List name screen will be displayed with the new
pull listing.

9) Grossing Info
This function is no longer in use.

10) Batch Scan for Lab

Please refer to section 6.6.2. Scanning Samples into Storage without a Work Order of the
Sample Management ConneXion User Guide for details.

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11) Sample Inspector for lab usage

Sample inspector can help us obtain certain information like the tracking of the sample
since it arrived. You need to either scan or copy/paste the accession number in the barcode
field and hit “enter” on the keyboard.

The information provided (see below) can help when you need to investigate an issue you might
have.
• Is the sample in the lab or stored by SM and in which freezer (see Sample Status)?
• Is there a test pending and in which location (See testing Summary)?
• Was it a problem sample (defined as such by GSS upon receipt of the sample? See Sample
Status).
• Any pertinent comment added to the sample but not showing in the Lab module (test
added by + reason. See Internal Comments).
• Drawtime (not available in Lab module)
• Kit expiration (coming soon)

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By clicking the audit trail box (see arrow in image above), the user can view information about the
tests ordered on this sample. Another window opens detailing the test information, including
when and how the test was ordered.

12) Study Manager for lab usage

You can view study related information by accessing the Study Manager. Click on Edit Study
and you will be prompted to a new screen.

In the Study code field enter the Study Code (example: CTRN0026) and click on search.

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You will have access to a lot of information in this main menu.

The main interests are:
1. Visit Schedule: you can check all tests required for the study and if it is conditional
(requiring a specific trigger) or mandatory. It will appear with a “C” or “M” in the
table. Click back to study manager to be back on the main menu.

Study Manager Main Menu

2. Study Rules: you can check which tests require a trigger. By clicking on a specific
test, you will be able to check at which visit (there is an “X” next to the select visit(s))
and the rule that triggers it (interpreted rule). Don’t hesitate to contact a TOA in
case the rule is not easy to understand or click on Rule guide.

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Rule Guide

3. Study Assignments

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13) ISR module for lab usage-

You can view information in the ISR module like sample status, sample received state, exceptions,
look up for full accession number when you are only provide with partial accession number (7
characters instead of the full accession number with 11 characters) or just Screening ID. You can
also check if any demographics are missing. Click on ISR and you will be prompted to a new screen.
The two features of interest are pointed with red arrows on the below screenshots of the ISR main
screen. It is “View Patient Demographics” and “View Sample Data”.

1. View Patient Demographics

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If you click on View Patient demographic, you will be prompted to a new screen. In the accession
number field, you can enter a full or partial accession number (11 or 7 characters) or enter the
screening ID. Then hit search.

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In this screen, you need to select the correct visit in order to be shown the information for the
correct combination of patient/week/visit. You will have information on exceptions, visit changes,
demographic information, all samples received or not for the visit selected. By clicking on the
accession number of a sample in the middle of the screen (purple arrow), you will be prompted in
the “View Sample data” screen. Clicking Main menu will bring you back to the Main ISR screen.

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In the above screen, you can view additional information like AWB, sample received state,
expected sample received state and some information already available through sample inspector
(e.g.: receive date, draw date…).

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2. View Sample data

After clicking on View sample data, you are prompted to the below screen. Enter full
accession number only because before clicking on Search otherwise a list of samples
will appear and you will need to find the correct one (see third screenshot).
On the second screenshot, you can see all information provided by the View Sample
data feature

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Document Revision History

Version Date Name Description

1.0 08-DEC-2017 David Berro and Sara Initial Version of the document
Ventre; PBMC labels by
Meryem Boularbah

2.0 25-OCT-2018 David Berro and Matthew Updated to include overriding stability of tests in
Goedde ConneXion.

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