From incoming orders
to laboratory results.

Start here

Your practical guide to running laboratory work in LabPilot.

This handbook follows a lab order from intake and scheduling through assignment, collection, transport, results, and operational review. It also explains the laboratory administration tools that make those workflows possible: team access, provider partnerships, lab profiles, test compendiums, automated clients, and company settings.

Use the contents to jump to a task, or search for a screen, button, field, or symptom. Select a screenshot to enlarge it. Print / Save PDF prints the complete handbook. The checklists are local reading aids; checking a box here does not update an order or notify a coworker.

About the real app pictures

Every picture in this guide is a screenshot of an actual LabPilot Flutter screen running locally from this codebase. The screen layouts, buttons, labels, and forms come from the application. A separate documentation preview supplies fictional records and permissions so that no patient account is needed. These are not drawn interface mockups. The examples are not a record of a completed production transaction, and the figures do not demonstrate that a live integration is connected.

Most pictures show the laboratory administrator view on the web. Your role, device size, company configuration, and order state may change what is visible. Instructions describe the normal navigation within the app; the local preview address shown in the browser toolbar is only the capture environment.

Understand laboratory roles and access

The selected company and your role determine both your workspace and your permitted actions.

Company permissions and order permissions

A company permission makes a feature available. The individual order then supplies its own allowed actions. For example, being a clinical manager may let you assign orders, while a particular order cannot be reassigned after its execution has advanced. Use the action on the refreshed record instead of assuming every order has the same toolbar.

Laboratory and provider are different contexts

The laboratory owns its lab orders and may delegate execution to a service provider. The provider then coordinates its own workers. A provider directory listing, an active agreement, a delegated order, and a worker assignment are separate records. Confirm which one is missing before trying to fix access.

The guide uses ordinary laboratory roles. Platform administration is a separate authority and should not be used as a substitute for the appropriate laboratory membership. Some integration tools specifically require the laboratory administrator role.

Sign in and select the laboratory

Begin in the organization whose work you intend to handle.

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1. Open LabPilot and choose Sign In. Enter the email associated with your invitation and your account password. Check for a typing error before retrying a failed sign-in.
2. Complete the next authentication prompt. An invited account may require a new password. An account using an authenticator may require a verification code or setup. Complete the screen shown before continuing.
3. Select the laboratory if a company selector appears. Users with multiple active memberships can have different roles in different organizations.
4. Confirm your workspace. Managers use Dashboard, Orders, Map, Team, and More. Collection/courier staff use their field workspace. Physicians and client-relations staff have their own navigation.
5. Use the profile menu to switch later. Choose Switch Company when offered. Finish or save the current form first; then verify the selected organization before searching, assigning, or exporting.

Forgotten password

Select Forgot Password?, enter your account email, and use Send Reset Code. Enter the code and matching new-password fields, then choose Reset Password. Follow the current password requirements shown by the form and account service. If an invited temporary-password account is directed to an administrator, have the administrator resolve that account state.

Missing company or pending access

Verify the invited email, whether the invitation was accepted, and whether membership is active. A public pool registration is not a laboratory team membership. If you see a pending, disabled, or no-company-access screen, resolve that state with the organization administrator before trying to work an order.

Find your way around

The main navigation covers daily work; More contains specialist tools.

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Navigation may appear as a bottom bar on a narrow display and as a side rail on a wider one. Inside an order or setup screen, use the app’s back control to return to the previous list. A browser refresh can discard an unfinished form, so use it after deciding whether the current inputs need to be saved.

Finding a missing feature

First check that you selected the right company. Next check whether your role permits the feature and whether it is enabled for the lab. Do not infer that a feature was deleted because a colleague sees a different menu. Operational managers may see Imports without the full integration setup tabs.

Prepare a laboratory for daily work

Set up the records that intake, execution, and reporting depend on.

1. Confirm organization access. Review active memberships and assign the correct lab roles. Have one administrator verify that each operational group can reach its intended workspace.
2. Prepare lab profiles. Open More → Integrations → Labs. Review lab names, accession policy, source types, default selection, receiving addresses, and approved collection instructions.
3. Prepare the test catalog. Stage and validate the laboratory compendium. Activate only the reviewed changes, then check that expected tests can be found in Test Catalog.
4. Choose intake channels. Decide which work is entered manually, imported from CSV, scanned for review, or received from an automated SFTP/API client. Link automated clients to the intended lab profile.
5. Prepare the execution team. Verify collection and logistics memberships, service ZIP coverage, and any provider partnerships. Establish which team handles unassigned and exceptional work.
6. Review scheduling and assignment settings. Confirm booking availability, link delivery settings, rules, and eligible targets. Save and reopen the settings to verify the result.
7. Prepare devices and printing. Confirm application access, required device permissions, label stock, printer connection, and a successful physical test print.
8. Walk through one authorized test workflow. Verify that intake, assignment, field visibility, receipt, and reporting agree. A setup wizard’s completion alone is not evidence that your external sender is sending usable orders.

• Laboratory company and memberships verified
• Lab profiles and receiving destinations reviewed
• Catalog changes validated and activated
• Intake channels and client mappings checked
• Internal staff and provider relationships ready
• Scheduling and assignment settings verified
• Device and printer checks complete

Run the laboratory day

Start with work that needs a decision, then follow execution through the actual records.

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1. Review Dashboard. Read new, active, collection, and completed work alongside active shifts and needs-attention items. Check the selected company and relevant date context.
2. Prioritize exceptions. Investigate unassigned urgent orders, overdue collections, pending approvals, and shift exceptions. A summary card identifies an area to review; it is not the complete case record.
3. Open Orders and review Pending. Find work awaiting scheduling or assignment. Inspect the patient, requested tests, collection address, appointment window, and ownership.
4. Assign the appropriate execution path. Use an eligible internal team member or an active provider relationship, according to the order’s allowed assignment actions.
5. Check acceptance and progress. Assigned, accepted, en route, arrived, collected, and delivered are distinct milestones. Follow up on records that have not reached their expected next step.
6. Review incoming files and documents. Check integration health and failed imports. Review OCR documents awaiting a human decision. Reconcile partial success before resubmitting anything.
7. Close the day with unresolved work accounted for. Review outstanding transport, receipt evidence, failed visits, pending shifts, and report/export scope. Hand off the remaining operational issue with its exact order or job reference.

Reading dashboard totals

A dashboard aggregates several operational sources. A filtered order list may cover a different state group or period. Compare the same scope before treating a difference as missing work. Open the source record for the current status and timeline, especially when another user has just changed an assignment.

Search, filter, and review the order queue

Find the correct order before taking an action.

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1. Open Orders. Use the search control to enter the available patient, accession, or order reference. Compare the returned record with the request you are handling.
2. Choose a quick status group. All shows the wider queue; Pending groups the scheduling stages; In Progress groups assignment through delivery; Completed shows the final completed state.
3. Apply more filters when needed. The available filters include status, priority, date range, assigned user, and station. Review the active filter chips before drawing conclusions from the count.
4. Open the matching record. Confirm the patient and date of birth where available, order/accession reference, visit address, and requested tests. A matching name alone may identify several different orders.
5. Refresh after a change. Another user may have claimed or reassigned the work while the list was open. Open the current order before retrying an unavailable action.

Save a useful filter

Set the desired filters, open More options → Save filter preset, give the combination a descriptive name, and save it. Use Filter presets to return to that view. Include the purpose in the name, such as an unassigned-work review, rather than relying on a generic “My filter.”

An unexpectedly empty list

Use Clear all filters when the screen says no orders match. Check company, role, selected date range, and state group. An empty narrow filter does not mean the lab has no open work.

Read an order and its history

Order Details combines the clinical request, execution context, results, and supporting records.

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1. Read the current status and execution badge. Identify whether the lab team or an external provider is executing the order, or whether execution has not been assigned.
2. Review the complete visit context. Check patient/contact details, location or station information, timing, physician context, test list, and any destination requirements.
3. Review recent changes. Read the timeline and notes before repeating a submission or contacting the next team.
4. Use the offered action. Edit, Assign, Add Note, Accept, Claim, Update, Confirm delivery, and Cancel are conditional. A missing action can be an expected permission or state restriction.
5. Verify the saved result. Refresh or reopen the record after an important update and inspect the relevant tab.

Create a lab order: patient and tests

The standard laboratory form uses Patient & Tests, Address & Physician, and Scheduling & Notes.

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1. Choose New Order. Use the Orders action or the dashboard intake shortcut. Confirm you are creating an order in the intended laboratory.
2. Enter the patient name. Supply the required name and review spelling against the source request. Add date of birth, gender, phone, and email when available.
3. Check the contact details. Invalid email or phone formats are rejected by the form. A syntactically valid contact is not proof it belongs to this patient; verify it against the request.
4. Choose priority. The creation form presents Normal, High, and STAT; Normal is shown as Routine in the summary. Use the priority supplied by the authorized request or your lab’s operational process.
5. Select at least one test. Search the catalog and add the intended test codes. Review the selected list and remove unintended duplicates or similarly named items.
6. Continue to Address & Physician. Resolve any validation shown on the patient/test step before proceeding.

Before you begin

Have the patient identifiers, contact information, test request, collection location, physician context, and any known appointment details ready. If an accession or source-lab reference is part of the request, keep it exactly as required by that lab’s configured policy. Do not put a separate lab’s accession into an unrelated free-text field merely to pass validation.

When a catalog selection is unavailable

The test picker can offer manual test-code entry when the catalog is unavailable. Use only an authoritative requested code and verify that the receiving lab can resolve it. Manual entry does not establish collection requirements or replace a reviewed compendium.

Templates

Use the form’s template controls when available to load or save reusable order content. Always replace and verify patient-specific values. Review any warning about a saved selection that cannot safely be mapped to a current lab, provider, station, or physician before submitting.

Create a lab order: address and physician

The collection location must identify where the worker should actually go.

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1. Open Address & Physician. Confirm the patient still matches the source request before entering location details.
2. Enter or select the collection address. Use the address autocomplete when available and review street, city, state, and ZIP. Check that a suggested address is the actual visit location.
3. Add facility or station context where applicable. Choose the correct facility account and collection station when offered. Review the saved station location and access instructions.
4. Add room and location instructions. Use the room and instruction fields for practical visit details that supplement the address. Do not use an instruction note as a substitute for correcting a wrong street or ZIP.
5. Select or enter the physician context. Confirm the referring/ordering physician details that the form offers. The physician workspace uses the logged-in physician as a read-only identity.
6. Review any available source-client-lab and destination selections. The lab that issued the request and the lab physically receiving specimens can be different. Choose the intended record for each field.
7. Continue to Scheduling & Notes. Read validation messages and correct the specific missing or invalid field.

Create a lab order: scheduling and submission

Review the final step as a complete request before creating the order.

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1. Enter the lab accession number when applicable. Use the source request and the lab’s configured accession policy. Preserve meaningful spaces, punctuation, leading zeroes, and letter case unless the configured normalization explicitly handles them.
2. Review Home Draw. Set it to match the actual collection arrangement. This flag does not, by itself, assign a provider or create a worker appointment.
3. Set the scheduled date and time when known. Review both values together. If the patient still needs to select an appointment, follow your lab’s scheduling process instead of entering an arbitrary time.
4. Add operational notes. Include relevant instructions that are not already captured in structured fields. Check that location instructions and collection requirements are in their appropriate places.
5. Add supporting images if needed. Use Photo or Gallery where offered and grant the requested device permission. Confirm you selected the correct patient’s document and that it is legible.
6. Read Order Summary. Check patient identity, tests, priority, address, timing, and other selections. Use Back to correct an earlier step.
7. Choose Create Order. Wait for the outcome instead of submitting repeatedly. Record the created order reference and open the saved order.
8. Verify the record and attachments. Confirm the order appears in the intended lab and that its tests, timing, location, and files are present.

What creation completes

Creation establishes the order. It does not prove that a patient received a scheduling message, a worker accepted the visit, a provider received delegated execution, or a specimen reached a lab. Verify each later milestone in its own workflow.

Interruption during submission

If connectivity is lost while submitting, wait for the application to recover and search by the patient and known reference. If an order exists, review it before retrying. If the result is still uncertain, retain the time and error message for support so that duplicate intake can be avoided.

Correct or cancel an existing order

Use a structured action for a structured change, and verify the saved state.

1. Open the exact order. Confirm the patient, reference, company, current state, and execution owner.
2. Choose Edit when offered. Review the current fields before changing patient demographics, collection address, delivery instructions, home-draw setting, or priority. Edit and creation screens can use different priority labels; confirm the intended urgency.
3. Save Changes. A No changes message means the form did not detect a changed value. After a successful save, reopen Overview and check the values you intended to correct.
4. Coordinate changes to active work. Check whether an assigned collector or provider has already started. Confirm that the revised address, request, or instructions are available to the executing team.
5. Use Cancel only when authorized and available. Review the confirmation and any required reason. Standard laboratory cancellation authority is an administrator permission; clinical coordination access does not automatically include cancellation.
6. Verify cancellation in the order. Refresh and inspect both status and timeline. A note saying “cancelled” does not change the order’s state.

Changes that need another workflow

Assignment, collection progression, delivery, and result actions have their own controls. Do not assume a general Edit form can perform them. A schedule change must appear in the structured appointment/order fields; typing a new time into Notes is not a reschedule.

When an action is unavailable

Refresh the order to obtain its current permitted actions. Check company, role, ownership, delegation, and execution state. If work has already advanced beyond the permitted change, involve the authorized operational owner instead of trying to bypass the restriction with another account or duplicate record.

Manage patient scheduling and availability

Scheduling settings determine how eligible requests reach patients and which appointment options are offered.

1. Open Settings → Scheduling. An administrator should review the current company’s settings before changing them.
2. Adjust the intended settings. Check channel, expiry, appointment duration, buffer, booking horizon, capacity, days, and hours as a group.
3. Save and reopen. Verify the persisted settings. An unsaved change in a control has no effect on patient availability.
4. Follow the order’s scheduling status. Distinguish an order awaiting scheduling, a sent patient link, and a patient-selected appointment.
5. Check the actual appointment after a patient books. Review the date, time, address, and execution assignment. A scheduled order still needs an eligible collection team.
6. Investigate failed booking or delivery. Check contact data, link validity, available hours/capacity, and the order’s current state. Use the available scheduling action or have an authorized coordinator resolve it.

Public patient scheduling is accessed through the patient’s own order link. Staff should not share another patient’s link or treat a copied link as a general company booking page. When a patient requests a change, verify the patient/order context and update the actual schedule through the supported workflow.

Import orders from CSV

Use the preview and row outcomes to control a bulk import.

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1. Open CSV Bulk Import. Use the bulk-import entry point available from order intake. The wizard has Upload, Preview, Process, and Complete stages.
2. Download the current template. Build the file from the template supplied by this version of the app. Preserve its header names and use its expected date, contact, and test-code formats.
3. Review Order lab context. In the laboratory workspace, imported orders belong to your lab. Review the physical-destination choice; leaving destination for later does not select a receiving laboratory now.
4. Select or drop a CSV file. The upload screen accepts a CSV up to 10 MB. Keep the filename meaningful so that the job can be identified later.
5. Choose Upload & Parse. Wait for the preview. Inspect all rows, valid rows, and errors using the offered filters.
6. Correct the errors. Read the row-level reason. Check missing required values, date/contact formats, requested test codes, and any conflicting identifiers. Correct the original file if necessary and upload the corrected version.
7. Continue with the reviewed valid rows. Confirm the displayed count before processing. Do not assume an invalid row was silently repaired.
8. Read Complete carefully. Separate orders created, duplicates skipped, validation skips, and processing failures. Download the outcome report when available.
9. Open representative created orders. Check patient/test mapping, address, date/time, source reference, and destination. Reconcile every row that did not create an order.

Preparing a reliable file

Keep one intended order per template row. Where the template uses a combined test field, use its documented separator rather than adding extra columns. Keep identifiers as text when spreadsheet software might strip leading zeroes. Save as CSV after reviewing what the spreadsheet exported, especially dates, commas within addresses, and accented names.

Partial success and retry

A finished job may have created only some orders. Use the row outcomes and created order references to identify what remains. Correct and resubmit the unresolved rows according to the import workflow; do not blindly repeat the whole file. If the browser disconnects during processing, find the existing job and orders before starting another import.

Scan requisitions and review OCR documents

Document extraction creates a draft that a person must check against the source.

1. Start the document scan from the available intake action. Capture or select a clear image with the full relevant document in view. Check orientation, cropping, glare, and readability.
2. Wait for extraction. Track the job’s state. If a request is queued or still processing, check that job before starting a second scan of the same requisition.
3. Compare extracted values with the image. Review patient identifiers, contact details, physician context, requested tests, location, and dates. Pay particular attention to low-confidence or missing fields.
4. Correct the draft. Match tests to the correct catalog codes. Do not interpret an illegible request by guessing a similar test name.
5. Create the order or send it for review, as permitted. The offered action depends on your role and the document’s state.
6. Review pending work in More → OCR Documents. Open the document and examine the source and extracted request. An authorized reviewer can approve and create the order or reject it with the required reason.
7. Verify the resulting order. Check its reference, patient, tests, and attached source record. An extraction-complete message is not proof that order creation finished.

When review cannot be completed

If the document is incomplete, ambiguous, or associated with the wrong patient, obtain a corrected source through your organization’s normal process. Use the rejection reason to describe the actionable issue. Do not create a speculative order simply to clear the queue.

Connection interruptions

Some scanning work can be queued for later processing. Keep the distinction between a captured image, an extraction job, a reviewed draft, and a created order. Reconcile the job state after reconnecting and before repeating intake.

Assign internal staff or a service provider

Assign execution to the correct organization or worker, then verify that the recipient can work it.

1. Open an unassigned or otherwise eligible order. Review its tests, location, timing, priority, and current execution context.
2. Choose Assign. Where both paths are permitted, decide between Assign to Internal Phleb and Assign to Provider.
3. For internal execution, select the team member. Choose an eligible collection worker in the lab’s team. Review availability and service coverage before confirming.
4. For external execution, select the provider. Choose the correct active partner and inspect any eligibility or agreement restriction. Selecting a provider delegates execution; it is not a direct assignment to one of that provider’s workers.
5. Confirm the assignment. Wait for the saved response. Reopen the order and verify the assigned organization or worker and the latest timeline event.
6. Monitor acceptance and progress. An assignment record and a worker’s acceptance are different milestones. Follow orders that remain unaccepted or cannot be fulfilled.

Bulk assignment

Open the available bulk-assignment view and filter the intended orders. Review the selected count and the target before choosing the assignment action. Read per-order outcomes afterward. A batch may contain successful and failed items; refresh and retry only the unresolved eligible items.

Reassignment

Review active collection or transport before changing the target. Use the offered reassignment action only when permitted. Confirm both the final order state and any operational handoff needed to prevent two workers attending the same visit.

Configure assignment rules and workload

Use Assignment Settings to review how eligible work is routed.

1. Open More → Assignments. Review assignment settings, rules, assignable users, and team workload as available.
2. Open Assignment Rules. Choose Add Rule or Create First Rule.
3. Enter the rule name and optional description. Use a name that identifies the intended physician-to-team routing and its purpose.
4. Set priority and active state. The editor supports ordered rules; check the order of evaluation when more than one rule could apply.
5. Add the physicians. The current rule editor requests physician IDs. Use verified identifiers supplied through the administrator’s records; a display name is not interchangeable with an ID.
6. Add target users. The current editor requests user IDs. Verify that each target is the correct active, eligible worker. At least one physician and one target user are required.
7. Create Rule or Update Rule. Reopen the rule to verify the saved physicians, targets, priority, and active flag.
8. Review subsequent eligible work. Check actual assignments and workload. A saved rule does not prove that every existing order has been reassigned.

Maintaining rules

Reorder rules using the list’s available controls and inspect the resulting priorities. Deactivate a rule when it should stop participating. Edit a rule to correct its targets; use Delete only after reviewing its confirmation. When a worker changes role, company, or coverage, review rules that reference that worker.

Workload review

Use Team Workload and assignable-user views as operational inputs, then inspect the relevant orders. A workload count does not establish the feasibility of a route or a patient’s availability. Use the dedicated order assignment actions for individual exceptions.

Request and manage provider partnerships

A provider partnership defines the relationship needed for eligible external execution.

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1. Find the provider. Open the provider discovery/directory flow available to your lab. Inspect the organization and its coverage before starting a partnership request.
2. Choose the partnership-request action. Confirm the selected lab and provider shown in Request Partnership. Similar organization names are not enough to establish identity.
3. Set the agreement dates. Review the start date and optional end date. A future or expired agreement may not support today’s assignment.
4. Review Claim Pool. Enable it only when the intended relationship includes eligible pooled work. A pool setting does not eliminate order-specific eligibility.
5. Review optional limits. Maximum orders per day and per month must be valid positive values when supplied. Leave an optional limit unset only when that matches the intended terms.
6. Add covered ZIP codes. Enter the actual service area and review the final list for duplicates and omissions.
7. Add business notes if needed. Keep the note within the displayed limit and use it for the relationship’s operational context.
8. Send Partnership Request. Track it in Contracts. The provider must accept the request before the relationship becomes an active accepted partnership.
9. Review the accepted agreement. Confirm dates, coverage, limits, visibility, and any test or service restrictions before assigning orders.

Understanding information visibility

An agreement can expose different levels of execution detail and separate controls for collector name, phone, ETA, and map visibility. Use the contract’s actual terms when explaining what laboratory staff will see. Missing worker detail can be an intentional sharing limit.

Changing or ending a relationship

Use the actions offered on the contract detail and read their confirmation. Changed terms can require another review or acceptance. Do not assume a pending request, proposed revision, or expired agreement gives the same rights as an active accepted agreement. Review existing assigned work separately when changing the relationship.

Provider organization versus individual worker

A partnership connects organizations. Inviting a person into your lab creates a team membership. Finding an individual in talent discovery does not make that person your employee or your provider, and a provider agreement does not create a laboratory membership for the provider’s staff.

Invite, approve, and maintain the laboratory team

Team membership controls who can work in the laboratory context.

1. Open Team. Review Members and Pending Approvals. Search for the person before issuing another invitation.
2. Invite a team member. In the single-invite form, enter the email and optional name, then select one of the roles the app permits you to assign.
3. Verify the email and role. A collection worker, courier, clinical manager, physician, and client-relations user receive different workspaces. Choose the responsibility the person actually needs.
4. Send the invitation through the app. Review the outcome and pending state. An invitation record does not mean the recipient has completed account setup.
5. Review pending approvals where applicable. Confirm the identity, membership details, validity, and requested role before approving or rejecting.
6. Verify active membership. Have the user select the laboratory and confirm the expected workspace. Check required coverage or user settings before assigning work.
7. Maintain access when responsibilities change. Use permitted role/status actions on the correct member. Review existing work and rule references when disabling or changing a worker.

Bulk invitations

Use the bulk-invite CSV flow for multiple people. The import accepts email, first name, last name, and role fields according to the screen’s template, with a maximum of 50 invitations per batch. Review parsed records before sending. Reconcile successful and failed invitations individually; avoid resending successful rows because one row failed.

Coverage and assignment eligibility

Maintain the worker’s valid five-digit service ZIP codes through the available user controls. A user can be active but ineligible for an order outside their configured service area. Check role, membership state, and coverage together when a worker is absent from an assignment picker.

Manager boundaries

Managers may be allowed to invite only particular subordinate roles. Full user editing and organization administration remain separate permissions. If the needed role is absent from the picker, use the authorized administrator process instead of assigning a different role as a temporary substitute.

Create and maintain lab profiles

Lab profiles hold the lab-specific rules and receiving details used by intake and integrations.

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1. Open More → Integrations → Labs. Search or review the existing profiles. Identify the intended laboratory and whether a default already exists.
2. Choose Add Lab. In Create Lab Profile, enter the laboratory name. Connect to a LabPilot laboratory company only when that linkage represents the intended organization.
3. Review How orders arrive. Choose the source type appropriate to the incoming request. A source-type selection does not establish a live external connection on its own.
4. Set the accession policy. Decide whether an accession is required, how whitespace is normalized, and whether comparison is case sensitive. Use the policy agreed for this lab’s actual identifiers.
5. Review CSV column mapping. Use the standard mapping or a reviewed available mapping version. Confirm that the selected mapping belongs to the intended client and format.
6. Enter approved collection instructions. Add specimen/tube entries and counts, storage temperature, fasting requirements where applicable, handling/transport instructions, and other terms from the lab’s approved requirements.
7. Enter receiving details. Review street, unit, city, state, postal code, country, and receiving instructions. These should identify the physical destination staff should use.
8. Review default selection and save. Mark the profile as default only if it should be used as the applicable default. Reopen the saved profile and verify its settings.

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Updating or archiving a profile

Review linked clients and active operational use before changing rules or receiving details. Use the profile’s permitted edit/status actions. Archiving can be blocked while active clients depend on the profile; resolve those dependencies through the client workflow rather than creating a replacement with a nearly identical name.

Collection information is authoritative content

This guide does not prescribe specimen types, fasting durations, storage temperatures, or transport conditions. Enter the laboratory’s approved requirements and verify them in the test/order view used by the collection team.

Search and verify the test catalog

Use the catalog to identify the requested test and inspect its collection requirements.

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1. Open More → Test Catalog. Confirm the active company and relevant lab context.
2. Search by test name or code. Use the exact requested code when it is available. Review similar names carefully.
3. Use specimen-category filters. All, Blood, Urine, Swab, and Other narrow the visible catalog. Clear a filter before concluding that a test is absent.
4. Open the test details. Review the available specimen, tube, count, storage, handling, supplies, warnings, and version information.
5. Resolve conflicting or missing requirements. Have the catalog administrator review the active compendium and source lab. Do not fill gaps with assumptions from a similarly named test.
6. Verify the chosen code in the order. Selecting a catalog result should produce the intended requested test in the saved order.

After a compendium change

Check that activated tests are searchable and that their displayed requirements match the reviewed source. Existing order protocols may retain a saved version or locked requirements for the collection workflow. If a requirement changes after work starts, use the order’s supported protocol review and authorized resolution process.

Empty or stale search

Clear search/category filters, confirm the company/lab, and refresh the catalog through the app. A staged import is not an active catalog update. If the expected test remains unavailable, provide its source code and import reference to the person managing the compendium.

Stage, validate, and activate a compendium

Keep imported test definitions separate from reviewed active catalog changes.

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1. Open Integrations → Compendium. Check the selected lab and status filters, then start the compendium import workflow.
2. Select Lab. Confirm the profile whose test definitions should be updated. Do not use a default merely because it is preselected.
3. Upload Compendium. Use a source file accepted by the upload screen. Record its version/date and the intended receiving lab.
4. Inspect Preview. Compare parsed codes, names, specimen requirements, and other fields against the source. Look for column shifts, duplicate codes, and unexpected blank values.
5. Review Validation Summary. Separate accepted, pending, and rejected records. Correct the source or mapping when the extracted meaning is wrong.
6. Complete the required review. Approve or reject staged items through the offered controls. Resolve items needing attention before treating the import as ready.
7. Activate the reviewed changes. Read the activation summary and confirmation. A successfully uploaded file or a completed parse does not activate the catalog.
8. Verify the active catalog. Search for representative updated tests and confirm their requirements. Retain the import reference for later reconciliation.

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Reviewing an existing session

Open the relevant import from the list and inspect its current counters and errors. Use the available lab and status filters to distinguish pending review, ready, completed, and failed work. If the list shows no records, clear filters and check that you are in the intended company before starting another upload.

Large or partly rejected updates

Reconcile the rejected items individually. A high success count does not mean the remaining tests can be ignored. If the import was interrupted, reopen its session and inspect what was already staged or activated before repeating it.

Use the Integrations workspace

Integrations brings together lab configuration, external clients, and inbound processing health.

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Access is task-specific

Laboratory administrators can manage the integration setup. Some operational managers can inspect imports without receiving the client-configuration tools. The tabs visible to you reflect the current company and permissions.

Health is an operational signal

Read Healthy, Needs attention, Critical, Paused, or Pending first file together with the evaluated time, latest received file, and expected schedule. A stale health projection may need refresh or investigation. A client that has never received a valid first file should not be considered live solely because credentials were generated.

Before onboarding

Have the intended lab profile, upstream system contact, file/message format, expected delivery frequency, a representative sample, and agreed action permissions ready. Configure a client for the actual sender and lab pairing. Keep names descriptive so the monitoring team can recognize it later.

Onboard an automated SFTP client

Follow the wizard through configuration, sample mapping, setup instructions, and first-import verification.

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1. Select Lab. Link the client to the intended lab profile and verify its accession and receiving rules.
2. Configure Automated SFTP. Enter Client Name, file type, expected frequency, authentication key information, allowed actions, and any filename rules.
3. Create Connection. Review the configuration before generating the connection. Capture the resulting setup information through the workflow offered by the app.
4. Map Sample Order Format. Upload a representative sample and review the proposed field mapping. Confirm what each incoming column means and explicitly review excluded fields.
5. Review Optional Compendium. Add a test compendium if this onboarding includes one, or continue according to the available option. Compendium validation and activation remain separate tasks.
6. Open SFTP Setup Guide. Review the generated host, account, directory, authentication instructions, file rules, and other connection details. Use the generated packet for the sending-system team.
7. Verify First Order Import. Have the authorized sender transmit a valid test file through the configured channel. Inspect the first-import result and the actual created order(s).
8. Confirm readiness with the sender. Reconcile mapping, test codes, source identifiers, patient/location fields, and error handling before relying on unattended production delivery.

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SSH keys and generated setup details

The SSH Public Key field is for the public key. If the app offers Generate Key, handle the generated private key through the organization’s credential process; it may be shown only once. Do not paste a private key into the public-key field. Keep credentials out of general order notes, screenshots, and ordinary support attachments.

Action permissions and filenames

CREATE is the baseline action. UPDATE, ADD_TESTS, REMOVE_TESTS, REPLACE_TESTS, and CANCEL are separate capabilities when offered. Allow only the agreed actions and read any confirmation for actions that can remove tests or cancel work. A filename pattern such as an update or cancellation prefix does not grant that action unless the client is also allowed to perform it.

Sample mapping review

Check patient identifiers, names, dates, contact fields, address parts, accession, physician context, tests, priority, and schedule against the sample’s actual meaning. Inspect representative non-empty and optional values. A field marked excluded will not supply that value to the created request; confirm the exclusion is intentional.

Onboard an API client

Use the configuration and examples generated for the client you are creating.

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1. Start API Client Onboarding and select the lab. Confirm the laboratory profile and intended sender.
2. Complete Auth Method. Enter Client Name. Review Integration Type, Auth Type, and Payload Format using the options offered by the screen.
3. Choose the agreed combination. The form exposes integration types such as HL7 HTTP and FHIR API, authentication such as HMAC or API Key, and supported payload-format choices. Coordinate the chosen format with the sender and the generated endpoint instructions.
4. Review allowed actions. CREATE is required in the shown configuration. Enable update, test-change, replacement, or cancellation actions only when they are part of the agreed integration.
5. Continue to Generate Credentials. Review the resulting client identity and credential material. Transfer secrets through the organization’s approved credential-sharing process.
6. Read Endpoint Info. Use the endpoint, headers, payload example, and authentication instructions generated for this client. Do not reuse another client’s key or copy a URL from this guide’s browser toolbar.
7. Run the supported Test Call. Use an authorized test payload and inspect the response, acknowledgment, import record, and resulting order as applicable.
8. Verify the business outcome. Check fields and action results in the app before calling the connection ready. A successful HTTP response alone does not prove that the intended clinical order was created correctly.

Authentication problems

Check that the sender uses the correct client, endpoint, authentication type, and current credential. For a signed request, follow the exact generated signing instructions rather than substituting an API-key header. Review timestamp, payload, and signature requirements with the integration owner when the response indicates a signing error.

Format and scope

Match messages to the specific format and actions supported by this client configuration. A selectable integration-type label does not mean every external system or every resource/message variant will work without mapping and validation. Resolve an unsupported format through the integration owner before changing production traffic.

Maintain clients and monitor imports

Use the client record to understand the sender, then use import outcomes to understand what actually happened.

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1. Open Integrations → Clients. Search and filter All, Active, Inactive, or Suspended as available.
2. Open the affected client. Verify its identity, linked lab, connection type, expected format/frequency, mapping, and current status.
3. Review recent receiving activity. Compare the latest file/message time with the expected delivery schedule. Confirm whether the sender transmitted anything after the last successful item.
4. Open Integrations → Imports. Choose the client and date range. Broaden the range if the expected file is older than the current filter.
5. Open the relevant import. Read the filename/reference, processing state, row/order totals, successful creations, failures, and available error details.
6. Reconcile errors with the sender. Determine whether the problem is missing delivery, authentication, parsing, mapping, validation, duplicate handling, or an action restriction.
7. Verify any correction. Inspect the new import and saved orders after a retry. Retain the original and follow-up references so partial successes can be reconciled.

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HL7 message traffic

Where the client exposes Message Traffic, filter by acknowledgment state, message type, and date range. Use the available auto-refresh option when monitoring a live test. Inspect the message/error details only in the appropriate authorized context. A rejected acknowledgment needs investigation before a resend; repeated delivery can duplicate work if the original outcome is uncertain.

Configuration changes

Before changing mapping, authentication, expected frequency, or client status, coordinate with the sender and review current imports. After a change, verify a new representative message. Do not assume an existing connection keeps working merely because its configuration saved successfully.

Follow collection and resolve visit exceptions

The laboratory should track the saved collection state and the evidence needed for the next handoff.

1. Review the assigned visit. The collection specialist checks patient identity, requested tests, address, schedule, receiving destination, and the order’s current instructions.
2. Accept and progress the visit through the offered actions. Acceptance, travel, arrival, and collection are distinct states. Record the actual event when it occurs.
3. Review and complete required protocol steps. Resolve missing destination or requirement information before collection. Confirm the approved specimen and handling requirements in the order.
4. Use the guided collection workflow. Mark specimens according to what was actually collected, complete the label step, and supply the requested photo and signature evidence where applicable.
5. Complete Collection. Wait for the saved result, then verify the updated order state and timeline.
6. Check durable supporting evidence. Inspect Files and any relevant receipt/evidence view before assuming locally captured media has been uploaded.
7. Coordinate the handoff. Confirm the destination and transport arrangement with the next team.

Unable to collect

Use the available exception flow and record the actual reason and relevant operational context. After completing the flow, reopen the order and check its status and timeline. The current collection flow can display a completion message even when the underlying cancellation is not permitted or fails; involve an authorized laboratory administrator if cancellation remains necessary. Do not assume the exception has automatically created a replacement appointment.

Media verification

The current guided flow can collect a photo or signature locally without establishing that each item became a durable order attachment. Managers and field staff should verify the saved evidence in the relevant order view and use the supported attachment upload when needed. A local preview image is not the final evidence record.

Clinical questions

Resolve test-selection, collection, specimen-quality, and handling questions through the laboratory’s approved procedures and authorized clinical staff. This handbook explains application actions; it does not supply collection instructions for a particular test.

Review protocols, destinations, and labels

Collection requirements and the physical receiving destination must stay consistent.

1. Review the order’s tests and collection requirements. Inspect the active protocol information and any required review or lock step before work begins.
2. Confirm the receiving destination. Distinguish the order-owning lab, source lab, execution provider, and physical receiving laboratory.
3. Resolve a required protocol lock. Follow the offered review/confirmation flow. Do not assume a saved lab profile automatically resolves every order-specific requirement.
4. Review a destination change carefully. After collection, a change can trigger compatibility checks against the requirements already used. Read the differences and resolve them through the authorized process.
5. Open printing from the order’s available action. Check the order and accession/barcode identity before choosing the printer and count.
6. Inspect the physical label. Check readability, alignment, barcode identity, and the required count. A successful software print request is not proof that the physical label is usable.
7. Use reprint controls when needed. Provide the required reason and review the resulting print/audit record.

Printer setup

Open Settings → Printer and review the printer available on the device. Supported connection and print behavior depend on the platform: a mobile device can use its supported printer connection, while web printing uses the available browser/system workflow. Check label stock and perform a physical test before patient work. Device-specific printer selection may differ from company defaults.

Printing while disconnected

Some cached label data and print logs can support limited disconnected use. Verify that the exact order/label data is already available and reconcile queued logs when connectivity returns. Do not assume all new orders, destination changes, or protocol updates are available offline.

After a rejected compatibility change

Keep the current order evidence intact. Review which receiving requirement differs, involve the responsible laboratory/clinical authority, and use an override only where the app permits the authorized user to document it. A free-text note is not a replacement for the required compatibility decision.

Track transport and confirm delivery

Delivery is a recorded handoff supported by the required receipt information.

1. Confirm the pickup assignment. Review order identity, the physical specimen package, pickup location, and receiving destination.
2. Record pickup through the offered courier action. Verify that the selected order corresponds to the package being moved.
3. Record transit as it occurs. Keep the order’s status aligned with the actual transport event and follow the laboratory’s handling instructions.
4. Arrive at the intended receiving location. Confirm the correct lab/site and receiving arrangements before recording delivery.
5. Choose Confirm delivery when available. Complete the required barcode/order verification, recipient or permitted unattended location, and evidence fields.
6. Provide the supported receipt evidence. Upload the required photo/signature or associated attachment through the workflow, rather than only typing a timestamp into a note.
7. Verify the saved handoff. Reopen the order and inspect the delivered status, timeline, and receipt/evidence record.

Attended and unattended receipt

Use the actual receiving person for an attended handoff. Where the workflow permits unattended receipt, select the agreed location type, such as a secure drop box, night locker, or receiving bin, and supply the required evidence. The existence of a dropdown option is not permission to leave a package at an unapproved location.

Failed confirmation or missing evidence

Keep the physical handoff details and coordinate with the receiving lab. Review the specific validation or upload error and complete the missing receipt requirement. After reconnecting, inspect the saved record before repeating the delivery action.

Laboratory follow-through

Delivered to lab means the transport milestone was recorded. It does not imply testing has finished or final results are available. Follow the subsequent result and completion records separately.

Review and share order results

Open the Results tab on the correct order to see the actual received result record.

1. Open Order Details → Results. Verify the patient and order reference before reading or sharing a report.
2. Read the result header. Check result status, reference/accession information, performing or reference lab, and received timestamp.
3. Inspect panels and individual tests. Review values together with units, reference information, and the flags supplied by the result record.
4. Review critical or abnormal indicators. Use the laboratory’s clinical review and communication procedures. A visible flag is not evidence that the responsible clinician has acknowledged it.
5. Download PDF or Print when available. Confirm the report version and patient before saving or producing a copy.
6. Use Send to Patient only when permitted. In Send Results, verify Recipient Email and the optional message before submitting. Review the outcome and follow your organization’s release process.
7. Recheck after a correction or update. Use the latest result and its status. Avoid forwarding an older saved copy without confirming that it remains the intended version.

No results yet

Check the correct order and accession, receiving/performing lab, and result/import status. Collection or delivery completion does not automatically populate Results. If results are expected but absent, provide the order and source-result identifiers to the authorized lab/integration team.

Patient contact mismatch

The recipient field must be checked before sending, even when prefilled. Correct the underlying patient contact through the permitted workflow if it is wrong. Do not infer ownership of an email address from its format alone.

Interpretation and follow-up

Use qualified clinical staff and the lab’s result procedures to interpret findings or communicate clinical significance. The guide describes how to locate and handle the record, not how to diagnose from it.

Review maps, shifts, and mileage

Use location and time records as evidence to inspect, with attention to freshness and exceptions.

1. Open the relevant tool from the manager workspace. Select the intended date range and worker/team context.
2. Inspect the underlying record. For a shift requiring review, examine its segments, recorded events, mileage, and exception information.
3. Resolve missing or inconsistent evidence. Coordinate with the worker through the organization’s process and record the appropriate review note where supported.
4. Approve or reject only when permitted. Read the confirmation and enter the required reason for rejection or exception handling.
5. Verify the new state. Refresh the shift or approval queue. Approval of a time record does not establish that a payroll or payment transaction occurred.
6. For mileage submission, review the selected period and totals. Confirm the submission outcome and keep its reference for reconciliation.

Map assignment limitation

The current manager map includes an assignment entry that is marked as a coming-soon action. Use the working assignment controls in Orders or Assignments when routing work. A map marker or visible worker is not an assignment record.

Device location

Field staff should review the app’s Location settings and the device permission when tracking is missing. Background restrictions, a disconnected device, or an inactive tracking context can affect freshness. Reconcile location evidence with the actual order and shift records.

Use reports and operational summaries

Reports help explain the selected period; filters and underlying records determine the meaning of each number.

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1. Open More → Reports. Review quick reports such as Daily Summary, Weekly Trends, Team Performance, and Mileage, plus the available report-type list.
2. Choose the report that matches the question. Use daily operations for a day’s workload, team views for worker activity, and the relevant specialized report for exceptions or transport behavior.
3. Set the filters. Check the company, date range, team/user, and any report-specific filters before interpreting totals.
4. Read labels and units. Distinguish order counts, time intervals, distance, rates, and exception totals. An empty period can be a filter result rather than a processing failure.
5. Inspect the relevant underlying records. Open a referenced order, shift, or other record when you need to resolve an exception or explain a discrepancy.
6. Use export only if available. Choose the appropriate export flow and verify the generated file’s scope and date range.

Comparing two reports

Make sure they use the same company, interval, time interpretation, and relevant statuses. A daily dashboard snapshot, a report over a chosen range, and a list filtered by creation date may count different sets of records. Compare the definitions before treating different totals as an error.

Approvals and action

The reports hub can link to Pending Approvals. Review each underlying shift or item before approving it. Exporting or viewing a report does not resolve an operational exception in the source record.

Laboratory versus provider reports

Provider billing/account filters are not the laboratory reporting workflow. Use the report categories and filters actually offered in the active lab workspace.

Create and download an export

Export Center creates a job whose final output must be checked before use.

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1. Open Export Center. Use the link from Reports or the available administrative navigation.
2. Choose the export category. Review Reports, Audit Logs, or Company and select the data appropriate to your task.
3. Choose CSV or JSON. Use CSV for the available tabular workflow or JSON for structured data according to the receiving process.
4. Set the date range. Verify both start and end dates and the active company.
5. Choose Create Export. Wait for a job reference and check the recent-job list. A started job is not yet a downloaded file.
6. Wait for completion and download. If processing fails, inspect the error rather than opening an older file with a similar name.
7. Verify the output. Check filename, category, range, headers/structure, and representative records before using or sharing it.

Missing download

Check whether the job is still processing, failed, expired, or completed without a browser download. Review the browser’s download controls after confirming that the job completed. If the range contains no matching data, verify the filters before generating another export.

Audit logs

Use audit records to inspect recorded actions, actors, and times within your permitted scope. An export is a snapshot; it will not automatically update when an order changes later. For current operational state, return to the live record.

Use the referring physician workspace

Physicians work with their own scoped orders, results, patients, and recurring requests.

1. Sign in and select the laboratory. Verify the Referring Physician membership and expected workspace.
2. Create an order from Orders. Select an available recent patient or enter the required patient details. Confirm the patient identity and requested tests.
3. Review the physician identity. The logged-in physician is the read-only ordering context in the physician flow.
4. Review the offered lab/provider/destination choices. These are constrained by the physician’s scope and configuration. Select only the intended available records.
5. Complete location and scheduling details. Inspect the summary and submit the request through the permitted action.
6. Verify the saved order. Confirm its identifiers, tests, location, and timing in the physician’s order list.
7. Review received results. Use Results filters and View Results, then inspect the current report and any critical indicator through the laboratory’s clinical process.

Scope boundaries

A physician membership does not grant the lab manager’s complete operational queue, user administration, integration setup, or assignment authority. If a patient or result is missing, first verify that it belongs to the physician’s permitted order context and the selected laboratory.

Recent patient selection

A recent-patient shortcut reduces re-entry but still requires verification. Review contact information, address, and requested tests for the new request instead of assuming a previous visit’s details still apply.

Create and maintain standing orders

A standing order is a recurring request definition; generated orders are separate work items.

1. Open Standing Orders and choose the create action. Review existing active schedules for the patient before adding another.
2. Enter the patient information. Provide the required name and the available phone, email, and collection address.
3. Select the requested tests. Confirm the codes from the scoped catalog and review the request’s intended recurring content.
4. Set Frequency and Interval. Read the resulting schedule preview to verify how often orders will be generated.
5. Set the date bounds and optional maximum occurrences. Review start/end dates and the intended stopping condition together.
6. Review Auto-approve generated orders. Enable it only when that behavior is intended. It concerns generated requests; it does not document a completed collection.
7. Review Home Draw and priority. Confirm that these values match the recurring request.
8. Read Schedule Preview and choose Create Standing Order. Verify the saved patient, tests, schedule, next generation, and progress details.
9. Monitor generated orders separately. Each occurrence still needs its own appropriate scheduling, execution, and result follow-through.

Pause, resume, and cancel

Open the standing-order detail and use Pause, Resume, or Cancel when offered for its current state. Read the confirmation and verify the saved status. Review already generated orders separately; do not assume changing the recurring definition automatically cancels an existing visit.

Unexpected occurrence

Check frequency, interval, date boundaries, occurrence limits, current state, and next-generation information. Search for an already generated order before creating a manual replacement. Retain both the standing-order reference and generated-order reference when asking for help.

Maintain accounts, physicians, and activities

Commercial relationship work uses its own workspace and does not provide unrestricted patient-order access.

1. Use the client-relations navigation. Review Dashboard, Accounts, Physicians, Activities, and More according to your role.
2. Search Accounts before adding one. Confirm whether the facility or organization already has a record.
3. Create or edit the account when permitted. Review required name, account type/status, address, contact name/title, email, phone, and notes.
4. Check facility stations where used. Confirm the station’s saved identity and location before staff select it during order intake.
5. Maintain physician relationships. Use the physician directory and detail views to check contact and associated account information.
6. Record relevant activities through Activities. Associate the activity with the intended relationship and review the saved entry.
7. Use commercial summaries within the role’s scope. For clinical order action, coordinate with the authorized operational team.

Account, client, and lab profile are separate records

A commercial account records a relationship such as a facility. An integration client records an automated sending connection. A lab profile records lab-specific rules and receiving information. Creating one does not automatically complete the setup represented by the others.

Facility intake consistency

Keep facility addresses and station details accurate so intake users can select the intended location. If an existing order has the wrong collection location, correct that order through its authorized edit workflow and coordinate active work; changing an account record alone should not be assumed to update every saved order.

Set preferences, notifications, and company options

Settings includes personal preferences alongside company-level controls.

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1. Open Settings. Confirm whether the option is personal/device-specific or applies to the laboratory.
2. Change the intended control. Read supporting text and any confirmation. A company-wide setting can affect other users’ workflows.
3. Save where required. Reopen the setting to verify the persisted value.
4. Check notification delivery using the actual channel. An enabled preference can still be affected by missing contact data, browser/device permission, or quiet-time configuration.
5. Review the notification inbox. Use available All, Unread, and Orders filters. Open the source order or record to inspect its current state.
6. Mark read or delete only the intended notifications. Clearing an inbox item does not resolve the underlying order task.

Quiet times and operational responsibility

Use quiet-time options according to the team’s actual coverage arrangements. Do not treat a read marker as proof that a colleague completed an action. For time-sensitive work, inspect the order and follow the organization’s escalation process.

Shared devices and sign-out

Complete or save the current work, verify any pending uploads/submissions, and sign out through the profile menu. The next person should sign in with their own account so actions retain the correct actor and company context.

Resolve common problems

Start with the saved record, its current state, and the exact error.

What to include when requesting help

Provide the active company, your role, the screen and action, the exact error, the time it occurred, and the relevant order/import/client/job reference through the appropriate support channel. State whether the record already exists and what changed after refresh. Share only the information needed for that investigation and use your organization’s approved channel for patient information.

Safe recovery sequence

Preserve the current reference, check connectivity, reopen the saved record, inspect status and timeline/outcomes, and then retry only the action that remains incomplete. If the outcome is uncertain, resolve that uncertainty before generating another order, import, or external transmission.

Use daily and go-live checklists

These checkboxes are reading aids in this document; they do not update LabPilot.

Start of day

• Correct laboratory and role selected
• Urgent and unassigned work reviewed
• Scheduling exceptions and patient contact issues assigned for follow-up
• Internal staff availability and provider coverage checked
• Import health and overdue/failed clients reviewed
• Pending document and shift approvals reviewed
• Printer and required field devices ready

Before handing an order to execution

• Patient and order references verified
• Requested tests and approved requirements reviewed
• Collection address, facility/station, and instructions verified
• Appointment or scheduling responsibility clear
• Receiving destination resolved when required
• Eligible internal worker or provider assigned
• Saved assignment and order state verified

Before declaring an integration ready

• Correct lab profile linked
• Accession rules and test references agreed
• Authentication and sender setup verified
• Mapping checked against representative source values
• Allowed actions reviewed
• First valid incoming request processed
• Created order fields inspected
• Partial-failure and retry process agreed with sender
• Monitoring owner and expected schedule recorded

End of day

• Unfinished and exceptional orders have an operational owner
• Collection and delivery evidence verified where required
• Queued uploads/import jobs reconciled
• Shift and mileage review completed or handed off
• Critical result follow-up handled through the clinical process
• Upcoming appointments and assignments reviewed

Reset handbook checkboxes

Reference: order states and key terms

Use the label shown on the current order and distinguish each record’s purpose.

The exact sequence and actions depend on the order’s execution context and current state. The common status identifiers in this code include NEW_PENDING_SCHEDULING, PATIENT_LINK_SENT, PATIENT_SCHEDULED, ASSIGNED_TO_PHLEB, PHLEB_ACCEPTED, EN_ROUTE_PHLEB, ARRIVED_AT_PATIENT, SPECIMEN_COLLECTED, PICKED_UP_BY_DRIVER, IN_TRANSIT_TO_LAB, DELIVERED_TO_LAB, COMPLETED, and CANCELLED. These identifiers can help when matching an export or support record to a visible status.

About this edition and the screenshots

Prepared from the LabPilot application code on September 10, 2026.

This is a newly authored laboratory handbook. Its workflow descriptions were checked against the application screens, permission rules, models, and handlers available in the working codebase. Existing user-guide documents were not used as source material.

How the pictures were made

The pictures are unedited captures of real Flutter application widgets rendered in Chrome. The local documentation entry point imports the production screens and substitutes fictional repositories, session data, and capabilities. It does not sign in to a production account. Names, orders, metrics, client connections, and lab entries shown are training examples. Browser chrome is retained to preserve the original capture.

These screenshots show actual forms and layouts, not completed production transactions. No real order was submitted, no invitation or result was sent, and no SFTP/API credentials were generated as part of capture. Some figures show an intermediate empty form or an app error state; the text explains the intended checks. Screens can differ by role, platform, company configuration, and subsequent application updates.

Using and sharing the HTML

All screenshots, styles, and search behavior are embedded in this single HTML file. Copy it as one file and open it in a modern browser. Use Print / Save PDF for a paginated copy with a contents page. In the browser print dialog, choose Save as PDF; turn off browser headers and footers if you do not want the local file path on each page. Search and enlargement need JavaScript; the complete text remains readable without it. Handbook checkboxes reset when the page is reloaded.

Capture and maintenance files

The adjacent screenshots/ folder preserves the original JPEG files. capture/labs_preview.dart contains the isolated Flutter capture entry point; capture/build_guide.py regenerates this HTML from the written content and images. capture/screenshot-manifest.json records the image files and their integrity hashes.