From assigned work
to a completed day.

Start here

A practical handbook for the people who coordinate, collect, and deliver Service Provider work in LabPilot.

This guide follows the current application screens and the rules that decide which actions are available. It covers provider organizations that receive work from laboratories, manage their own field team, and—when enabled—enter orders for external client labs or directly for the provider.

Use the contents to jump to a task, or search for a button, screen, or error message. Select any screenshot to enlarge it. Print / Save PDF prints the full handbook, including all chapters and screenshots. The checklists are training aids within this page; they do not update LabPilot.

What the screenshots show

Every picture is an unedited screenshot of an actual LabPilot Flutter screen. A local documentation preview supplies fictional people, orders, companies, permissions, and settings to the production interface widgets. These pictures show the real controls and layouts without using a production patient account. They show example screen states, not completed live transactions. Device size, enabled features, permissions, and the current order state can change what appears in your account.

How to read an instruction

A path such as More → Assignments → Delegated Orders means open those screens in order. Bold text names a visible action or field. “When available” means the application must offer the action for your role, selected company, and current order state.

Understand your role and company

Your selected organization and assigned role determine the orders, menus, and actions you can use.

Mobile Operations Manager and Mobile Collection Specialist are the default provider roles. The other roles in this table require extended roles to be enabled for the organization. The role picker only lists roles you are allowed to invite or assign.

Provider work is scoped

Managers see work their provider is permitted to access. Field staff generally see their assigned orders and the eligible claim pool. A provider relationship does not expose all orders belonging to a laboratory. A directory listing also does not grant order access.

For work delegated by a LabPilot laboratory, an active provider contract and the order’s current delegation determine access. Orders entered by the provider for itself or an external client lab use their own provider ownership context.

Missing buttons are often expected

Company-wide permissions decide which modules are visible, and each order has its own allowed actions. A manager may assign a worker but may not accept the assignment on that worker’s behalf. A provider administrator can inspect contract terms without being allowed to edit the lab’s contract. Use the available action on the actual order rather than assuming every role has the same toolbar.

Sign in and choose your organization

Start with the account invited into your provider organization, then confirm the active company.

1. Open LabPilot and choose Sign In. Enter your account email and password. Use the same email address that received the organization invitation.
2. Complete the authentication step shown. An invited account may require a new password. An account with multi-factor authentication may require a code or authenticator setup. Follow the on-screen prompt before continuing.
3. Select your provider company when prompted. If you belong to more than one organization, select the organization whose work you intend to handle.
4. Confirm the workspace. A manager sees Dashboard, Orders, Map, Team, and More. A field worker sees My Orders, Schedule, Map, Shift, and Profile.
5. Use the profile menu to change context later. Choose Switch Company if offered, then verify the selected company. The same menu includes Profile, Theme, Settings, and Sign Out.

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Reset a forgotten password

Select Forgot Password?, enter your email, and choose Send Reset Code. Enter the verification code, a new password, and the matching confirmation, then choose Reset Password. The reset form checks for at least 12 characters; the account service may impose additional password rules. If the code expires, request a new one.

Some temporary-password accounts cannot use password reset yet. If the screen directs you to an administrator, request a new temporary password through your organization’s support process. If an account is disabled, your administrator must resolve the account status. Repeated attempts do not restore access.

No organization access

If you cannot select the expected company, verify the invited email, invitation status, and active membership with the organization administrator. Signing up for the public phlebotomist pool is a different flow and does not by itself create a provider team membership.

Set up a provider for daily work

Use this sequence when preparing a new team or reviewing an organization that is missing work.

1. Confirm access and roles. Verify that managers and field staff belong to the correct provider organization and have active membership.
2. Set up the team’s service ZIP codes. In Team, open each field worker and maintain Service ZIP Codes. Auto-ZIP needs actual worker coverage, not only a company address.
3. Review laboratory relationships. The provider administrator opens More → Contracts to inspect the Partnership Inbox. Review pending requests and current terms. Delegated work requires an active relationship.
4. Prepare lab profiles if intake is available. Open More → Integrations → Labs. Configure client-lab identity, accession rules, collection instructions, and receiving destinations as appropriate.
5. Prepare reusable payer records. The provider administrator opens More → Billing Accounts for accounts that will be reused on new provider orders.
6. Choose assignment behavior. Open More → Assignments → Configure in the Auto-ZIP section. Review whether eligible workers should claim work and set the organization’s cool-off rules.
7. Prepare field devices. Confirm sign-in, connection, location access, camera access, and printing. A printer remembered on one device is not automatically configured on another.
8. Walk one authorized order through the handoff between roles. Verify that the manager can see the order, assign an eligible worker, and that the worker sees it under Mine. Use the order’s real permitted next steps.

• Correct company and active team memberships confirmed
• Worker service ZIP codes reviewed
• Required provider relationship active
• Destination and collection requirements ready
• Billing accounts prepared where needed
• Assignment settings saved and verified
• Field device and label printing checked

Run the operations day

Start with the work that needs a decision, then check assignment and execution progress.

1. Open Dashboard. Review the current workload, status summaries, needs-attention items, and recent orders. Open the underlying order before acting on a summary count.
2. Check Delegated Orders. Use the provider dashboard action when present, or open More → Assignments → Delegated Orders. Begin with Needs Assignment.
3. Review unresolved routing messages. Correct missing ZIP coverage, relationship issues, or worker eligibility before retrying automatic assignment.
4. Check worker acceptance. “Worker assigned” identifies an assignee; it does not necessarily mean the worker has accepted or started travel. Open the order for its current status.
5. Monitor time and location. Review scheduled windows, overdue indicators, team locations, and orders in progress. Coordinate exceptions through the order record and your team’s communication process.
6. Review the day’s evidence and reports. Confirm collection or delivery outcomes, inspect pending shift reports, and review billing attribution if you are preparing an export.

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End-of-day review

Look for orders that still need a worker, accepted orders that did not progress, collected specimens awaiting the next transport action, failed uploads, and reports awaiting review. An empty filtered list does not prove all work is complete: clear the filters and verify the relevant period and company.

Find and read an order

Use the order record to verify identity, timing, collection requirements, and the next allowed action.

1. Open Orders or My Orders. Managers can search and use status tabs. Field staff use their assigned list and, when enabled, the Available segment.
2. Narrow the list. The manager list provides quick status groups including Pending, In Progress, and Completed. Additional filters include status, priority, date range, assigned user, and station where applicable.
3. Open the matching record. Compare the patient, order reference or accession number, scheduled date, and location. A familiar patient name alone is not enough to identify the intended visit.
4. Review the overview. Inspect patient contact information, operational location, ordering physician, tests, collection requirements, destination, assignment, and schedule where those fields exist.
5. Review context and history. Use the Timeline, Notes, and Attachments areas available in the order-detail workspace. Read recent changes before repeating an action.
6. Use the action currently offered. Assign, Claim, Accept, Update, Confirm delivery, Edit, and Cancel are conditional. After a change, reopen or refresh the record and verify the resulting status.

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Save a frequently used filter

Set the filters you need, open More options → Save filter preset, enter a descriptive name, and choose Save. Reuse it from Filter presets. If the list says No orders match your filters, choose Clear all filters before reporting that an order is missing.

Read status carefully

The Pending group includes unscheduled, link-sent, and patient-scheduled work. In Progress includes assignment, acceptance, travel, arrival, collection, and transport states. Specimen collected and Delivered to lab are separate milestones; neither should be inferred solely from a completed shift.

Receive and assign delegated orders

A laboratory can delegate execution to your provider. You then assign the work to an eligible member of your own team.

1. Open the delegated queue and select Needs Assignment. Read the scheduled time, location, tests, and any routing warning on the card.
2. Select Assign Field Worker. The application checks whether this order currently permits internal assignment. If it reports that assignment is unavailable, refresh the order rather than repeatedly submitting.
3. Select Team Member. Choose the correct eligible worker for the order and finish the assignment sheet. Check workload and coverage instead of selecting a name solely because it appears first.
4. Verify the result. Return to the queue or order detail and confirm the assigned worker. A successful request should be reflected in the order, not only in a transient message.
5. Have the worker accept. The assigned worker opens the order in their own company context and uses the available acceptance action. A provider manager does not take ownership of the clinical visit by assigning it.

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Bulk assignment

When Bulk Assignment is offered in Assignments, search or filter the list, select the intended orders, and choose Assign [number] Order(s). Check the selection count before continuing. Review the resulting messages and individual orders; an assignment tool can encounter order-specific restrictions.

Provider ownership and editing

Provider-created orders and lab-delegated orders do not have identical edit rights. For delegated work, coordinate changes to lab-owned information with the lab. If Edit is offered on a provider-owned order, use it only within that order’s permitted workflow. Providers do not use their internal assignment sheet to delegate work onward to another provider.

Configure Auto-ZIP and resolve routing blocks

Auto-ZIP makes eligible work available to workers whose service ZIP codes match the order’s coverage requirements.

1. Open More → Assignments. Review Auto-ZIP Assignment, Worker ZIP Coverage, and Team Workload.
2. Select Configure. Review the switch labeled Auto-assign orders to field workers by ZIP (claim pool). This controls provider routing into the eligible claim pool; it does not mean every order has already been accepted by a worker.
3. Review Cool-Off Rules. Set the rejection threshold, ignore threshold, activity window, and cool-off duration according to your operating policy. The time fields are in minutes.
4. Save. Choose Save or Save Changes, wait for the success message, and reopen the settings if you need to verify the saved values.
5. Resolve blocked orders individually. After correcting the underlying issue, use Re-run auto-assign on the delegated order when it is offered. Refresh the queue and inspect the new assignment result.

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Manage team access and ZIP coverage

Keep invitations, membership, and service areas current so assignments reach the intended people.

1. Open Team. Use the visible team and invitation tabs to review current members and outstanding requests. Your role limits which people and actions you can see.
2. Invite one person. Select Invite Single User, enter the required email, optional first and last names, and a role from the loaded role list. Choose Send Invitation.
3. Invite several people when needed. Select Bulk Invite, paste CSV in the displayed email, first name, last name, role format or add rows manually. Choose Parse CSV, review each row and role, then send. The form allows at most 50 invitations in one batch.
4. Review the bulk result. Read successful and failed counts and each failed invitation. Correct failed entries before retrying; do not assume every row was accepted.
5. Maintain worker coverage. Open the team member, find Service ZIP Codes, add or remove the relevant five-digit ZIPs, and save. Verify the list and the success message.
6. Use administrator controls deliberately. Where permitted, Change Role, Toggle Status, and Disable User alter account access. Reassign unfinished work through the supported order workflow before disabling a worker.

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Managers and administrators have different controls

Operational managers can invite permitted subordinate staff and work with operational coverage. Full user role editing and disabling are administrator capabilities. Seeing a person in Team does not imply you can change every part of their account.

If the role list fails to load, retry before sending the invitation. If no roles are offered, ask the administrator to review provider role availability and your invitation permissions. Do not substitute a similarly named laboratory role.

Review and respond to lab partnerships

Use the Partnership Inbox to inspect the terms that govern a lab’s relationship with your provider.

1. Open More → Contracts. In the provider workspace this opens Partnership Inbox. Refresh if a newly requested relationship is not visible.
2. Read the complete partnership terms. Review the lab identity, assignment mode, automatic assignment, claim pool setting, service window, ZIP and geographic coverage, availability, allowed and excluded tests, daily and monthly limits, rate, and currency.
3. Review information sharing. Inspect execution visibility and whether the collector’s name, phone, live location, and ETA are shared. Review any business notes alongside the operational terms.
4. Accept only the displayed agreement. If Accept is available, read the confirmation and accept the exact terms shown. If the terms need to change, use Reject and explain the reason.
5. Refresh and verify the new state. Check the relationship again after the response. If terms changed while you were reviewing, reload and review the current version before responding.

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Incomplete terms

If the screen says the complete terms were not loaded, do not infer the missing terms from an earlier conversation or a summary card. Refresh. If the warning remains, contact your administrator or support with the relationship reference. The application blocks a response when it cannot establish the exact terms.

Changes to an agreement

The laboratory owns contract editing. Provider staff review and respond to available requests; they do not rewrite the laboratory’s contract from the provider screen. A pending revision should be reviewed as its own set of proposed terms.

Maintain a provider directory listing

Publish an organization profile that laboratories can discover and review.

1. Open More → Provider Directory Profile. If the menu is absent, the marketplace or your profile-management permission may not be enabled.
2. Enter the published company name. Add at least one two-letter service-state abbreviation and at least one service. Make the listing accurately describe your organization’s operating area.
3. Add useful profile details. Include travel radius, availability, daily capacity, and languages where appropriate. Upload an optional company logo in JPG, PNG, or WebP format, no larger than 2 MB.
4. Choose visibility. Visible after approval requests public visibility after approval. Hidden profiles do not appear in the directory.
5. Save Draft and review it. Confirm the content and logo, then select Submit for Review when ready. Check the displayed review status later.

Credential and insurance verification are controlled through review and cannot be edited as self-verified fields. Submitting a profile does not itself approve it, create a partnership, or grant either company access to patient orders.

The phlebotomist pool is different

More → Phlebotomist Pool, when available to your role, lets managers browse individual practitioners, switch between list and map views, and inspect profiles. A field worker’s Profile → My Pool Profile manages that person’s individual listing. Neither listing replaces a team invitation, company membership, or order assignment.

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Set up client labs and receiving destinations

A lab profile records who a lab is, how to interpret its references, and where specimens should be received.

1. Open More → Integrations → Labs. Providers see the tabs allowed by their capabilities. A provider may have Labs and Imports without the laboratory-only integration setup tools.
2. Select Add Lab. Enter Lab Name. If connecting a real LabPilot laboratory, use the optional connection picker and select the correct company. Leave it unconnected for an external client-lab profile when that is the intended relationship.
3. Configure how orders arrive and their accession policy. Review whether accession numbers are required, how they are normalized, whether case matters, and the CSV mapping selection when relevant.
4. Enter collection instructions. Add the actual lab-approved collection requirements using the available editor. Configure at least one requirement when supplying a collection protocol.
5. Enter the receiving destination if this lab receives specimens. Provide address line 1, city, state or region, postal code, country, and useful receiving instructions. A partially entered receiving address must be completed before saving.
6. Choose default and active settings appropriately. A default is a fallback for the relevant company setup. An inactive profile stays visible but cannot be used for new links.
7. Create or save the profile. Reopen it to verify the lab identity, address, accession rules, and collection instructions before using it on orders.

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Archiving a lab

Use the lab’s archive action when it should no longer be available for new work. The application can block archiving while active clients are linked. Resolve those links through the authorized owner before retrying. Do not create another near-identical lab profile merely to avoid a validation error.

Create and maintain billing accounts

Billing accounts record who pays and the agreed attribution for an order. They are not a payment checkout.

1. Open More → Billing Accounts. Select New account.
2. Enter Account name and Payer type. Choose the category that matches the payer. Reusable account types include Client lab, Facility, Physician, Provider, and Other.
3. Link a client lab when required. A Client lab account must select a lab. Choose the correct profile rather than typing a similar name into notes.
4. Add optional billing information. Supply a billing email, billing reference, pricing terms, and notes if used by your organization. Follow the pricing form’s validation and use the actual agreed terms.
5. Save and verify. Confirm the account appears in the list. Use Edit to maintain it and inspect existing pricing information.
6. Archive accounts that are no longer used. Confirm Archive only after selecting the correct account. Historical orders retain the account reference, but archived accounts cannot be selected for new work.

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Order payer choices

At intake, the payer list also includes Patient (self-pay). That is an order attribution choice; it is not an instruction to enter a card. Choose a reusable account only when it belongs to the intended payer and context. Review the selected account on the order summary before submitting.

Create a provider order

Provider Order Intake supports external client-lab work and provider-direct work in a four-step form.

Start from Orders → New Order. If the screen is titled Provider Order Intake, use the provider workflow below. Intake is available to provider Organization Administrators and Mobile Operations Managers only when enabled for the organization.

1. Step 1 — Order Source. Choose an eligible external Client lab or Provider-direct (no client lab). Select the destination or Decide later. Select a reporting lab if needed; the empty reporting choice is labeled Same as client lab. Choose payer type, optional billing account, your order reference, and lab identifiers.
2. Step 2 — Patient & Tests. Enter the required patient name, date of birth if available, gender, phone, and email. Select one or more tests from the picker. Review the priority options Normal, High, and STAT and use the appropriate value for the order.
3. Step 3 — Address & Physician. Enter or select the collection address and physician context offered by the form. Confirm apartment or unit details and the correct ZIP. Do not use the lab’s receiving address as the patient visit address.
4. Step 4 — Scheduling & Notes. Review the Home Draw setting, scheduled date and time if known, notes, and attachments. Use Photo, Gallery, or the available file control for the intended documentation.
5. Review the order summary. Check patient, tests, source lab, destination, payer, and references. Use Back to correct earlier steps.
6. Select Create Order once. Wait for the result and record the new order ID. If attachment upload is incomplete, follow the recovery below instead of creating the order again.

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Validation and partial uploads

The form requires a patient name and at least one test. It validates a supplied email address and the selected client lab’s accession requirements. If a selected lab is inactive or no longer eligible, return to Order Source and select an active eligible profile.

If you see Attachment upload incomplete, the order may already have been created. Read the dialog and use Retry upload for the missing attachments. Afterward, inspect the existing order and its attachments. Re-submitting a fresh order is not the upload-retry path.

Templates

The form’s menu offers Load template and Save as template. A template speeds up repeated entry, but it does not verify that today’s patient, tests, lab selections, or payer are correct. If asked to review template lab selections, correct them before creating the order.

Import provider orders from CSV

Use the CSV wizard for a batch with one consistent source-lab and default-payer context.

1. Open the CSV import action from Dashboard. It opens CSV Bulk Import where the action is enabled. Download the current template from the wizard.
2. Choose the source client lab before uploading. For provider intake, select the external lab that issued the orders and the required Default payer. Optionally select a physical destination and billing account.
3. Prepare the file for that context. Follow the chosen lab’s column mapping and accession policy. The wizard instructs you to separate multiple tests with a pipe character (|) and use YYYY-MM-DD dates. Keep leading zeros in identifiers and ZIPs.
4. Select the .csv file. Use drag and drop where supported or Browse Files. Check the file size against the limit displayed in the upload panel, then choose Upload & Parse.
5. Review the preview. Use Show All, Valid, and Errors. Check row-level validation messages. If there are no valid rows, correct the file before trying again.
6. Continue with the valid rows only when that is intended. The button states the count. Invalid rows will not silently become valid during processing.
7. Read the completion summary. Review Orders Created, Skipped (Validation), Duplicates (Already Exists), and Failed (Processing). Select Download Report to retain the result, then View Created Orders to verify the records.

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Scan and review requisitions

OCR extracts draft order information from a document. Review the extraction before an order is created.

1. Open OCR Scan. Collection specialists with scanning access can use the action in the field workspace or Profile → OCR Scan. Select Start Scan in the Scan Document screen.
2. Capture a clear, complete requisition. Keep the document readable and include the relevant page content. Follow the preparation, upload, and processing indicators.
3. Inspect the extracted summary. Compare patient, tests, priority, and the confidence indicator with the source document. Confidence is not a substitute for checking the actual values.
4. Choose the offered route. Use Create Order if the application offers it and the extraction is correct, or Send for Review when review is needed.
5. For reviewers, open More → OCR Documents. Open the document, compare the preview to Patient Information, Physician Information, Tests Ordered, and Order Details, and correct the editable values.
6. Approve or reject. Use Approve & Create Order only after required fields and at least one test are correct. To reject the document, provide a rejection reason. Verify the resulting order or rejected status.

Offline scans and timeouts

The field scan screen can report No connection. Scan saved offline and will upload automatically. A pending scan is not yet a created order. Keep the device’s queued work available and reconnect; check the pending count and the resulting document status.

If processing times out, the screen directs you to OCR documents for status. Check for the existing document before scanning or creating another order. A reviewer may see queued, processing, or failed states; refresh and correct the specific failure rather than approving incomplete extraction.

Resolve destination and collection requirements

Read the recorded collection requirements before collecting, and resolve the receiving destination before delivery.

1. Open the order’s Destination card and Collection Requirements. Review the named destination and the displayed source of requirements: destination laboratory, provider standard, or order-specific requirements.
2. Read the actual requirements. Check the listed tubes or specimens, handling, temperature, order of draw, preparation requirements, and delivery timing. Use the instructions on this order; this guide does not prescribe a universal tube or transport protocol.
3. Resolve missing configuration. If the card says a protocol must be locked or no destination is selected, have an authorized administrator or Mobile Operations Manager use Select destination lab where available.
4. Review the selected lab and resulting requirements. Finish the offered selection process, then reload the order to confirm the recorded destination and collection requirements.
5. Handle destination changes explicitly. If Change destination lab is offered, review compatibility before proceeding. A new destination must not silently replace the requirements used for a specimen that has already been collected.

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Start a field day and claim work

Prepare your device, start or confirm your shift, and verify which orders are yours.

1. Confirm the provider company. Open the field workspace and verify you are in the intended organization.
2. Check connection and device readiness. Review the sync indicator, battery, camera permissions, location settings, and printer. Open the assigned orders while connected so you can identify missing information early.
3. Open Shift. Start the shift if appropriate, or inspect an existing or automatically started shift. A confirmation can allow starting even when no orders are currently assigned.
4. Open My Orders → Mine. Review today’s assigned work, priority, time windows, and progress. Open Schedule for upcoming assignments.
5. Use Available when enabled. Read the claim status banner and eligible order cards. Open an order to check timing and location, then choose Claim and confirm the request when prompted.
6. Verify the claim result. Refresh Mine and the order record. Another worker may claim the order first, or the order may no longer be eligible. Do not begin a visit on an order that is not assigned to you.
7. Accept manually assigned work. Open your assigned order and use Accept Order or Accept, as offered. Read the updated status before starting travel.

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Travel, arrive, and open collection

Advance the visit at the time the real-world event happens, using the current order’s buttons.

1. Read the order before traveling. Confirm patient, contact number, visit address, scheduled time, tests, and collection requirements. Use the phone action to open the device’s calling app when needed.
2. Choose Start Navigation after acceptance. This advances the guided collection workflow to the en-route state. Use the available directions control to open the supported navigation app for the address.
3. Verify the destination in the navigation app. If the address is missing or directions cannot open, stop and resolve the visit location with your manager.
4. Select I Have Arrived when you reach the visit. Review the Confirm Arrival screen and any location warning. Retry location if necessary, then use the permitted confirmation.
5. Confirm the patient and requirements at the visit. Check the identity and order details under your organization’s procedures before using Start Collection.
6. If the visit cannot proceed, use the exception path. Select Unable to Collect or the offered unable action and follow the next chapter’s verification steps. Do not mark specimens collected just to clear the task.

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Record collection, photo, and signature

The guided flow records specimen selections, printing, a specimen photo, and a patient signature before completion.

1. Open Collect Specimens. Review the specimen list and the requirements associated with the order. If no specimens are found, resolve the missing order or print data before proceeding.
2. Mark only the specimens actually collected. Toggle each specimen’s collected state. Use Mark All as Collected only when every listed specimen was collected.
3. Select Continue to Print Labels. The guided flow requires all listed specimens to be marked collected before proceeding. Review the printing instructions in the next chapter.
4. Capture Photo Proof. Take a clear picture of the collected specimens with visible labels and barcodes. Inspect it; use Retake Photo if needed. Select Continue to Signature.
5. Read the Patient Signature screen with the patient. The screen identifies the patient and presents the consent text. Capture the patient’s signature; use Clear if it must be entered again.
6. Select Complete Collection. Wait for the result. Use View My Orders after the completion summary, then reopen the order to verify the collected status.
7. Verify required evidence is available where your organization expects it. Check the order’s stored attachments or the approved evidence workflow. Escalate if the record does not contain the evidence required for handoff.

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Collection Complete finishes the collection milestone. It does not automatically prove that a courier has picked up the specimens, that a lab has received them, or that billing is complete.

Print and reprint specimen labels

Use the order’s print data and the device’s configured printer, then check the physical labels.

1. Prepare the device printer. Open Settings → Printer Settings. Review the Company Default and remembered printers. For supported Bluetooth printing, power on the printer and select Scan for Printers, then connect.
2. Use Test Print when available. Check label size, alignment, legibility, and that the intended printer receives the output.
3. Open Print Specimen Labels. Reach it through the guided collection flow or the order overview’s Print Labels action. Check patient, accession or reference, specimens, and quantities.
4. Respect minimum quantities. The screen displays a minimum required count. Choose the intended quantity and select Print All Labels. Complete the operating system’s print dialog when that printer path is used.
5. Check the physical output. Verify the patient and reference and that labels are readable. A “sent to printer” message is not a physical inspection.
6. Continue to Photo Proof after the permitted print step. If printing fails, use Retry or resolve the printer. Use Skip Printing only if company settings permit it and record the true reason.
7. For a reprint, open Reprint Labels. Review the last print details and quantity, select a reason, and describe it when required. Submit the reprint and inspect the replacement labels.

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Handle a visit that cannot proceed

Record the reason, verify the saved order outcome, and involve the operational owner when the action is not accepted.

1. Open the offered unable action. Depending on the visit state, the order may show Unable to Accept, Unable to Collect, or Unable.
2. Select the reason that actually applies. The collection exception screen includes Patient not home, Patient refused, Patient unwell, Wrong address, Access issue, Safety concern, Equipment issue, and Other.
3. Add useful notes. State the operational facts needed for the next person to act. Notes are required when selecting Other.
4. Select Submit Unable to Collect. Wait for the response, then reopen the order and inspect its status and timeline.
5. If the outcome did not change, contact the manager. Provide the order reference, reason, time, and displayed message. An authorized owner must resolve cancellation, reassignment, or scheduling through the actions available on the record.

Cancellation is different from documenting a failed visit

A reason note, an unavailable assignment, and a cancelled order are different records. Managers should review the actual order status and timeline before deciding what the next team member should do. Do not assume that submitting the field exception automatically reschedules the patient.

When an order action disappears

Refresh the record. The worker assignment, order status, company context, or contract may have changed. Use the new allowed actions. If the order is no longer yours, coordinate with the manager before proceeding with the visit.

Handoff, transport, and confirm delivery

Keep the physical handoff, transport status, destination, and receipt evidence aligned.

The application includes a Specimen Handoff screen and transport status actions. Their availability depends on the entry point, role, assignment, and order state. Couriers should use only the transport actions offered to their account; collection specialists should not assume courier permissions.

1. Prepare the handoff. Confirm which collected orders and specimens are physically being transferred. Review the intended receiving destination and transport requirements.
2. Use Specimen Handoff when offered. Its stages are Select, Driver, and Confirm. Select the correct orders, identify the receiving driver, use Scan Driver Badge when available, and review the confirmation before submitting.
3. Verify the result. Review the handoff result and each order. If the screen or action is not available in your workspace, use the authorized transport workflow and coordinate with your manager.
4. Update transport at the real milestones. The order workflow includes picked up by driver, in transit to lab, and delivered to lab. The server determines which transition your role can perform.
5. At the receiving lab, open Confirm delivery when offered. Verify the named destination. Enter the receiving person, or mark an unattended delivery at an agreed drop point and choose the method.
6. Add proof of delivery. Choose Signature, Photo, or Barcode scan as supported. Capture and upload the image proof, or scan/enter the required barcode. Wait for the evidence to be attached successfully.
7. Confirm delivery and reload the order. Check that delivery was accepted and that the record contains the receipt evidence. Resolve failed proof uploads before retrying the final confirmation.

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Unattended delivery choices

The receipt form lists Secure dropbox, Night locker, and Receiving bin. These choices describe an agreed handoff method; their presence does not authorize leaving specimens at an arbitrary location. Use the destination’s receiving instructions and your organization’s agreed arrangement.

Track shifts, breaks, and mileage

Review the shift that is actually active and confirm the day’s recorded work before ending it.

1. Open Shift. Read whether the state is No Active Shift, Shift Active, or Shift Auto-Closed. Inspect the start time if a shift is already running.
2. Start your shift when appropriate. Select Start Shift. If no orders are assigned, read the confirmation before choosing to start anyway. Wait for the started state.
3. Review automatic-start notices. The screen can identify a system-started shift based on assigned work and detected activity. Check that state before attempting to create a second shift.
4. Use the break controls in Break Timer. Record the actual start and end of breaks using the actions offered. Review the current timer and shift state after each change.
5. Review Today’s mileage and earnings displays. Treat them as application estimates or recorded summaries, subject to your organization’s rates and review process.
6. End the shift after resolving unfinished work. Select End Shift and read the reminder to complete or reassign orders. Confirm and check the resulting shift state.
7. Check Mileage separately. Open the field Profile’s Mileage action or the manager’s More → Mileage. Review Today, Month, or a custom range, and use View History for previous reports.

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Submit a mileage report

Choose Submit Report when available. The confirmation summarizes today’s miles, trips, and estimated reimbursement. Review those values before selecting Submit. If no mileage data is available, the application may refuse to submit an empty report. Check the saved report rather than assuming the button created a payment.

Location settings

Settings → Location Settings controls the available location preferences. Grant the device permissions required for the enabled tracking features. The field workspace can show Live location active during shift. A missing or stale location should be investigated through permission, connection, and shift state rather than interpreted as proof that a worker stopped working.

Use schedules and live maps

Use maps for operational awareness and schedules for planned work; verify important details on the order.

1. Choose the correct date or team view. Check the schedule and order window before treating a map pin as today’s work.
2. Search or select the relevant worker or order. Read the available details. Open the actual order if you need to act on it.
3. Investigate missing locations. Confirm the worker’s company, active shift, device permissions, location settings, and connection. The map may have no usable coordinates yet.
4. Use Assignments to assign work. The reviewed Live Team Map contains an assignment action marked as coming soon. Use the working order or assignment screens rather than relying on a map shortcut.

Use notes, attachments, and timeline

Keep the shared order record understandable for the next person handling the work.

1. Open the order and read existing Notes. Check whether the issue is already documented. Use Add Note or Quick Note where offered.
2. Write an operationally useful note. Include what happened, the relevant time, what is unresolved, and who needs to act. Keep the content appropriate to the order and avoid unrelated account information.
3. Review Attachments. Open the relevant file and confirm it belongs to this order. Use the available upload or attachment controls when authorized and verify the resulting item is accessible.
4. Use Timeline to understand changes. Review assignment, status, and other recorded events before repeating a submission or escalating a missing update.
5. After any important action, refresh. Confirm the intended status, note, attachment, or receipt is present in the persisted order record.

Example of a useful operational note

Visit could not proceed at the scheduled address. Manager notified through the team’s approved channel. Address confirmation is needed before reassignment.

A note explains an event but does not perform a status transition, change a destination, accept an assignment, or create a delivery receipt. Use the matching action for those changes. If some patient or execution fields are marked restricted, that is an access rule rather than missing data to reconstruct from another source.

Review shifts and operational reports

Use reports to investigate outcomes, then approve or export only through the actions your role allows.

1. Open More → Shifts for shift review. Inspect Active Shifts, Pending Review, Auto-Approved Today, and This Week. Open the specific shift report.
2. Read the report details. Review total, regular, and overtime hours; orders; mileage and reimbursement; evidence; exceptions; activity segments; notes; and the submission timeline.
3. Approve or reject only after review. Select the available action and read the confirmation. Include a useful rejection reason when needed, then verify the new report state.
4. Open More → Reports. The Reports & Analytics hub includes Daily Summary, Weekly Trends, Team Performance, and Mileage Report. View All Report Types leads to additional report choices.
5. Use Operations Report for provider breakdowns. Choose the period and Client lab filter. All labs includes provider-direct orders. Use More filters for destination, billing account, payer type, billing status, order status, and order origin.
6. Interpret the selected scope. A report filtered to one client lab or origin excludes other provider work. Inspect filters before comparing two totals or reporting missing orders.

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Read-only reporting versus export

Operational managers can view reports, while report export is an administrator capability in the reviewed provider permissions. An export shortcut appearing elsewhere does not guarantee a manager’s request will be authorized. Ask an authorized administrator to produce the required export if the application denies it.

Automatic approvals

Some clean shifts may be automatically approved under company automation settings. Review exceptions in Pending Review and inspect the actual report history; do not treat every report as waiting for a manual click.

Export and reconcile provider billing

Create a downloadable report with a defined scope, then check it against the source records.

1. Open More → Reports → Export Center. Choose the appropriate export type. The screen includes Reports, Audit Logs, Company, and provider Billing when authorized.
2. For billing, choose Billing. Select the desired Billing account, Payer type, and Billing status, or leave the relevant selector on All. Historical filters may include archived billing accounts.
3. Choose CSV or JSON and the Date Range. CSV is suitable for a spreadsheet review. JSON retains a structured data format for downstream processing. Check the selected period rather than relying on the default.
4. Create the export using the displayed action. Wait for the job result. Inspect Recent Exports and the record count.
5. Select Download on a completed result. Open the saved file and verify that the company, period, selected type, and expected records match the requested scope.
6. Reconcile exceptions before using the file downstream. Investigate unexpected payer assignments, omitted records, duplicates, or inconsistent references on the source orders. Re-export after the authorized corrections.

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Notifications, preferences, and support

Use notifications to find work, then check the underlying order or report before acting.

1. Open Notifications from the app bar. Review the available All, Unread, and Orders views. Open the related record when a notification offers navigation.
2. Mark messages read after review. Use Mark all read only when that is intended. Read status affects notification organization, not the order’s clinical status.
3. Open Notification Settings. Review Push, In-App, Email, and SMS channels as offered for your account and notification capabilities.
4. Review Quiet Hours. Set start and end times when enabled. The screen describes this as muting non-urgent notifications during the selected period.
5. Use Settings for device and company preferences. Personal preferences include notification, printer, appearance, and location settings. Company settings such as shift automation, scheduling, invitation controls, and printer defaults appear only with the relevant authority.
6. Use Help & Support when needed. Field staff can find it in Profile; Settings also includes support. Include the active company, order or report reference, action attempted, and exact error message.

A notification can refer to a state that has since changed. Refresh the record before claiming, assigning, accepting, or cancelling. If notification connection warnings are visible, check the application’s lists directly while resolving connectivity.

Sign out

Use the profile menu’s Sign Out and confirm. Before signing out or changing devices, review pending work and queued uploads. A local pending scan or print log should not be mistaken for a completed server operation.

Work through connection and sync issues

Distinguish a saved server action from information that exists only on the current device.

1. Record the affected reference and operation. Note whether this was an order creation, status update, claim, file upload, print log, or report submission.
2. Restore connection and refresh. Open the existing record and inspect status, timeline, attachments, or job result.
3. Retry the specific incomplete operation. Use Retry upload for an attachment, the existing job status for OCR or CSV, or the currently allowed order action. Do not restart the whole workflow if the record was already created.
4. Escalate unresolved mismatches. Provide the active company, reference, device context, time, and displayed message so the team can distinguish an access issue from a pending sync.

Troubleshooting reference

Start with the specific symptom. Verify company, role, current record state, and connection before repeating an action.

What to include in a support request

Provide the selected company, your role, the affected reference, the screen and button used, the approximate time, and the exact message. Explain what you expected and what the refreshed record actually shows. Use your organization’s approved support channel for any screenshots or records containing patient information.

Quick checklists for daily use

These checkboxes are local training aids. They do not change orders, notify coworkers, or submit reports.

Manager opening checklist

• Correct provider company selected
• Dashboard and needs-attention items reviewed
• Delegated Orders → Needs Assignment reviewed
• Blocked Auto-ZIP reasons resolved or assigned for follow-up
• Worker coverage and acceptance checked
• Destination and collection requirements ready for today’s work

Field visit checklist

• Order assigned to me and accepted where required
• Patient, reference, visit address, and time window verified
• Recorded collection requirements reviewed
• Arrival confirmed at the actual visit
• Only collected specimens marked
• Physical labels printed and checked, or permitted exception recorded
• Photo and signature steps completed as appropriate
• Saved order status and required evidence verified

Delivery checklist

• Correct orders and specimens included in handoff
• Receiving destination and instructions checked
• Recipient or agreed unattended drop method recorded
• Required delivery proof successfully attached
• Delivery status and receipt verified on the order

Manager closing checklist

• Unassigned and unfinished orders accounted for
• Failed visits reviewed on the actual order records
• Missing uploads and evidence gaps followed up
• Pending shift exceptions reviewed
• Mileage and report periods checked
• Billing attribution reconciled before export
• Remaining issues handed to the appropriate operational owner

Checklist selections are retained only while this page remains open. Reloading the page resets them.

Glossary and status reference

Use these definitions when comparing an order, a queue, and a report.

Common order milestones

The code’s standard workflow includes the following milestones. Some paths skip stages through specialized actions, and the next available transition depends on the specific order. This table explains the states; it is not a menu of actions every user can perform.

Edition notes and source coverage

This edition was written from application code, independently of existing user documentation.

Review date: September 10, 2026. Base commit: 449ea80. The review used the local working tree, which may include changes beyond that commit. All examples are fictional. The screenshots were captured from the running application with fictional local fixtures. No production patient dataset was used, and no orders, invitations, partnership responses, or payments were submitted during capture.

This is a guide to implemented screens and observable rules in the reviewed code, not certification of a deployed release. Company feature settings and backend permissions remain authoritative. The reference below identifies the source areas used to maintain this edition.

Material limitations carried into the instructions