1.4.1 General functions
1.4.1 General functions
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Request for information
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Requirement code
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Vendor response
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a. Does your system offer non-LIMS trained personnel the ability to easily access system data via an intuitive, user-friendly Windows-type graphical user interface (GUI) which permits the display of data from sample points, projects, and user-defined queries, and can be configured to language, character set, and time zone needs?
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b. Does your system permit remote access for users, system admins, and support agents?
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c. Does your system allow for the use of navigation keys to freely move from field to field?
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d. Does your system allow data tables to be sorted?
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e. Can your system send on-screen output to a printer or file? If so, does it contradict view-only statuses?
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f. Does your system provide single data entry, automatically populate other data fields, and remember pertinent and relevant data so it doesn't need to be re-entered, selected, or searched for?
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g. Does your system support multiple users entering data simultaneously?
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h. Does your system eliminate (or significantly reduce) redundant data entry and paper trails? If so, how?
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i. Does your system contain one or more spell-check dictionaries that allow authorized users to add, edit, or remove entries?
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j. Does your system provide full database keyword and field search capability, including the use of multiple search criteria?
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k. Does your system include the ability to search multiple databases, including those containing legacy data?
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l. Does your system interface with or import existing data from other systems and/or databases?
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m. Does you system cleanly convert migrated data to allow for reporting of historical sample collections? If so, how?
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n. Does your system provide data archival and retention functionality for both paper-based and electronic laboratory records? If so, what is your system strategy for maintaining the archives as technology changes?
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o. Does your system allow users to associate and store both sample- and non-sample-related objects such as pictures from microscopes, GCMS scans of peaks, PDF files, spreadsheets, or even raw data files from instrument runs for later processing?
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p. Does your system store more non-traditional information and objects like project- or sample-specific special information fields, user-defined fields, scanned chain of custodies and digital photos of such items as sample events, bitmaps, movies, and .wav audio files?
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q. Does your system issue sequential numbers for chain of custody?
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r. Does your system's numbering scheme allow for sub-numbering while maintaining parent-child relationships?
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s. Does your system efficiently utilize standardized data input points and enhanced individual workload tracking?
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t. Does your system capture data from all laboratory processes, ensuring uniformity of statistical reporting and other electronic data shared with designated users of the data?
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u. Does your system link or embed standard operation procedures (SOPs) to/in other objects like analysis requests and test results?
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v. Does your system notify users of events like the scheduling, receipt, and completion of tasks?
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w. Does your system include the ability to set up alerts via email?
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x. Does your system maintain an analyst communication log?
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1.4.2 Configuration and customization
1.4.2 Configuration and customization
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Request for information
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Requirement code
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Vendor response
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a. Can your system can be configured to meet the workflow of a laboratory without additional programming? Please explain how.
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b. Can your system easily and efficiently be modified to meet lab growth and changing business needs? Please explain how.
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c. Does your system include an application programming interface (API)? If so, what kind? If web, does it use Simple Object Access Protocol (SOAP) or representational state transfer (REST)?
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d. Can your system expand to accommodate a new discipline? If so, how?
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e. Can your system support customized screens with user-definable information specific to a customer, department, analysis, etc.?
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f. Does your system allow the administrator to create custom screens, applications, and reports? Please give details.
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g. Does the system allow a user to independently add fields without requiring reconfiguration of the system, even after routine upgrades and maintenance?
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h. Does your system allow a user to independently add universal fields on all samples logged into the system at any time during or after implementation, while neither voiding the warranty nor requiring vendor review at a later date?
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i. Does your system support the definition and maintenance of edit tables and lists?
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j. Does your system dynamically change captions (labels) on system fields?
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k. Does your system have dynamically configurable limit periods and notification hierarchy?
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l. Does your system allow for the integration of additional printers and scanners both locally and externally?
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1.4.3 Receiving and scheduling
1.4.3 Receiving and scheduling
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Request for information
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Requirement code
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Vendor response
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a. Does your system track status and workflow of the accession throughout the laboratory lifecycle, from submission to final analysis, including receiving, diagnostic testing, diagnostic test result reporting, and billing?
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b. Does your system support barcoded specimen labeling and tracking?
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c. Does your system create and maintain a unique electronic accession record for each accession received?
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d. Does your system support standard-format digital picture and document upload and attachment to electronic accession records?
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e. Does your system support a user-configurable, spreadsheet-style, templated multi-sample (batch) login without requiring additional programming?
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f. Does your system support the modification of sample or sample batch information prior to actual multi-sample (batch) login?
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g. Does your system support ad-hoc samples not predefined in the sample point list during multi-sample (batch) login?
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h. Does your system create, save, and recall pre-login groups for routine samples to simplify recurring logins?
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i. Does your system streamline the login of recurring sampling projects?
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j. Does your system automatically generate labels for recurring samples and sample groups?
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k. Does your system allow authorized users to generate user-definable chain of custodies, worksheets, routing sheets, and custom labels upon sample login?
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l. Does your system provide a comprehensive view of all samples and projects in the system using a color-coded status view of the current and scheduled samples via user-configurable templates, all without requiring additional programming?
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m. Does your system include environmental monitoring (EM) functionality or integrate with an external EM product?
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n. Does your system prevent a sample from being placed in a report queue until approved?
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o. Does your system include comprehensive sample scheduling, tracking, and sample flow management?
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p. Does your system allow authorized users to schedule routine samples on an hourly, daily, weekly, or monthly basis, allowing them to be enabled and disabled as a group?
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q. Does your system generate an hourly, daily, weekly, or monthly sampling schedule from a schedule database?
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r. Does your system schedule and assign tasks based on available inventory and personnel?
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s. Does your system support automatic assignment and scheduling of analysis requests?
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t. Can your system receive accession/analysis request information from web-enabled forms?
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u. Can your system electronically receive and process collection and analysis request information and schedules from third parties?
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v. Does your system have an inter-lab transfer function?
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w. Can your system process automated uploading of field-derived sample collection data?
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x. Does your system allows users to handle billable and non-billable tests on the same accession?
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y. Does your system support tracking of shipping and receiving?
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1.4.4 Analysis and data entry
1.4.4 Analysis and data entry
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Request for information
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Requirement code
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Vendor response
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a. Does your system support a variety of test protocols, each capable of storing test comments, test required, and special information like GCMS conditions or special objects associated with the test? Please give details.
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b. Does your system provide normal data range values for diagnostic tests?
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c. Does your system includes default input values for diagnostic tests?
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d. Does your system provide for a single test code requiring multiple analytes as targets?
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e. Does your system limit test code authorization to only qualified personnel and maintain their certification(s) to run assigned tests?
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f. Does your system support and qualify text-based tests?
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g. Does your system support single-component tests such as pH, BOD, CD, etc.?
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h. Does your system allow users to specify a single-component, multi-component, or narrative text test or group of tests, which represent all tests required?
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i. Does your system permit user-generated and modifiable calculations (based on a formulaic language) to be applied to all tests?
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j. Does your system distinguish between routine and duplicate analysis?
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k. Does your system provide an overview of all outstanding tests/analyses for better coordination of work schedules?
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l. Does your system notify analysts of applicable safety hazards associated with a sample, reagent, or test before testing begins?
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m. Does your system electronically transfer an item during testing from one functional area to another?
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n. Does your system's user interface display visual indicators such as status icons to indicate a sample's status in the workflow?
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o. Does your system allow file transfer of data from instruments via intelligent interfaces or multi-sample/multi-test ASCII files, with full on-screen review prior to database commitment?
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p. Does your system permit manual data entry into an electronic worksheet of test measurements and results?
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q. Does your system allow incorrectly inputted data to be manually corrected?
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r. Does your system provide colored visual indication of previously entered data as well as new data associated with a single sample when a result is entered, with the indicator changing color if the value is out of specification?
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s. Does your system allow automated or semi-automated data insertion?
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t. Does your system store non-narrative textual results in searchable fields?
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1.4.5 Post-analysis and validation
1.4.5 Post-analysis and validation
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Request for information
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Requirement code
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Vendor response
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a. Does your system update sample/item status when tests are completed?
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b. Does your system read results from previously entered tests to calculate a final result and immediately display the calculated result?
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c. Does your system allow authorized users to review all analytical results, including pricing, spec violations, history or trend analysis by analyte, and comments?
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d. Does your system allow on-screen review of the stored test result, diluted result with corrected method detection limits (MDLs), and qualifiers after running samples for multiple dilutions as in gas chromatography–mass spectrometry (GC-MS)?
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e. Does your system display the standard operating procedure (SOP) associated with each test result to ensure proper techniques were used?
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f. Does your system store test-related analysis comments with the test?
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g. Does your system provide auto-commenting for common laboratory result comments?
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h. Does your system provide for high-volume multi-component transfers of test results, with the ability to automatically match samples to data files in either a backlog mode or a designated file mode, to parse the data, and to review and commit the sample data?
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i. Does your system's results validation process access all information about a sample or group of samples, including comments or special information about the sample?
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j. Does your system's results validation process check each result against its individual sample location specifications (both warning and specification limits)?
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k. Does your system support validation at the analysis and sample level, while also prohibiting sample validation when analysis validation is incomplete?
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l. Does your system use a menu-driven process for results validation?
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m. Does your system provide secure electronic peer review of results?
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n. Can your system clearly differentiate released preliminary data from fully validated results?
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o. Does your system validate/approve data prior to being moved to the main database?
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p. Does your system fully manage all aspects of laboratory quality control, including the reporting and charting of all quality control data captured in the lab? Please explain how.
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q. Does your system provide a base for a quality assurance program, including proficiency testing, scheduled maintenance of equipment, etc.? Please explain how.
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r. Does your system distinguish QA/QC duplicates from normal samples?
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s. Does your system allow QA/QC tests to be easily created and associated with the primary analytical test?
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t. Does your system allow manual entry of QA and QC data not captured as part of the system's regular processes?
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u. Does your system calculate monthly QA/QC percentages for testing?
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v. Does your system automatically flag out-of-range quality control limits?
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w. Does your system check data files for specification and corrects them for specific reporting and analyte limits and qualifiers like dilution factor, automatically assigning qualifiers based on project analyte limiting?
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1.4.6 Instruments
1.4.6 Instruments
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Request for information
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Requirement code
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Vendor response
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a. Does your system bilaterally interface with instruments and related software? If so, please provide details.
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b. Can your system download data directly from laboratory instruments?
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c. Does your system permit the defining and exporting of sequences to instruments?
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d. Does your system track and report on laboratory equipment usage?
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e. Does your system allow automatic or manual reservation/scheduling of laboratory instruments?
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f. Does your system automatically (or manually allow an authorized user to) remove an instrument from potential use when it falls out of tolerance limit or requires scheduled calibration?
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g. Does your system provide a database of preventative maintenance, calibration, and repair records for laboratory equipment, preferably supported by standardized reporting?
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h. Can your system schedule calibration/verification tasks in the worksheets or work flow process?
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1.4.7 External system interfaces
1.4.7 External system interfaces
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Request for information
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Requirement code
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Vendor response
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a. Does your system support a library of common and/or basic electronic data deliverable (EDD) formats? If so, which?
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b. Can your system transfer data to and from another record management system? If so, how?
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c. Does your system integrate with Microsoft Exchange services?
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d. Can your system import data from and export data to Microsoft Word, Excel, and/or Access?
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e. Can your system interface with non-Microsoft programs? If so, which?
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f. Can your system interface with external billing systems? If so, how?
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g. Can your system interface with enterprise resource planning (ERP) systems? If so, how?
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h. Can your system interface with contract laboratories to electronically retrieve datasheets, sample analysis, and other related information?
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i. Can your system exchange data with National Identification System (NAIS) tracking systems?
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j. Can your system generate and exchange data with other systems using Health Level 7 (HL7) standards?
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k. Can your system leverage the application programming interface (API) of other systems to establish integration between systems?
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l. Can your system transmit status changes of samples, inventory, equipment, etc. to an external system?
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m. Can your system direct output from ad-hoc queries to a computer file for subsequent analysis by other software?
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n. Does your system support dockable mobile devices and handle information exchange between them and the system?
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1.4.8 Reporting
1.4.8 Reporting
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Request for information
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Requirement code
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Vendor response
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a. Does your system include a versatile report writer and forms generator that can generate reports from any data in tables? If so, please provide details.
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b. Does your system include a custom graphic generator for forms?
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c. Does your system interface with a third-party reporting application?
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d. Does your system allow the development of custom templates for different types of reports?
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e. Does your system maintain template versions and renditions, allowing management and tracking of the template over time?
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f. Can your system generate template letters for semi-annual reports?
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g. Does your system support report queries by fields/keys, status, completion, or other variables?
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h. Does your system use Microsoft Office tools for formatting reports?
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i. Does your system support multiple web browsers for viewing online reports? If so, list which ones.
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j. Can your system generate, store, reproduce, and display laboratory, statistical, and inventory reports on demand, including narrative?
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k. Does your system include several standard reports and query routines to access all samples with the pending status through a backlog report that includes the following criteria: all laboratory, department, analysis, submittal date, collection date, prep test complete, location, project, sample delivery group, and other user-selectable options?
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l. Can your system indicate whether a report is preliminary, amended, corrected, or final while retaining revision history?
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m. Does your system support both structured and synoptic reporting?
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n. Can your system generate management and turn-around time reports and graphs?
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o. Can your system generate customized final reports?
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p. Can your system automatically generate laboratory reports of findings and other written documents?
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q. Can your system automatically generate individual and aggregate workload and productivity reports on all operational and administrative activities?
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r. Can your system automatically generate and transmit exception trails and exception reports for all entered and/or stored out-of-specification data?
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s. Can your system generate a read-only progress report that allows for printed reports of sample status and data collected to date?
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t. Does your system provide an ad-hoc web reporting interface to report on user-selected criteria?
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u. Can your system automatically generate and update control charts?
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v. Can your system generate QA/QC charts for all recovery, precision, and lab control samples via a full statistics package, including Levy-Jennings plots?
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w. Does your system display history of previous results for an analyte's sample point in a tabular report, graphic trend chart, and statistical summary?
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x. Can your system automatically generate and post periodic static summary reports on an internal web server?
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y. Does your system transmit results in a variety of ways including fax, e-mail, print, and website in formats like RTF, PDF, HTML, XML, DOC, XLS, and TXT? Please explain.
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z. Does your system electronically transmit results via final report only when all case reviews have been completed by the case coordinator?
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aa. Does your system include a rules engine to determine the recipients of reports and other documents based on definable parameters?
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ab. Does your system allow database access using user-friendly report writing and inquiry tools?
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1.4.9 Laboratory management
1.4.9 Laboratory management
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Request for information
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Requirement code
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Vendor response
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a. Does your system allow the creation, modification, and duplication of user profiles?
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b. Does your system allow entry, maintenance, and administration of customers, suppliers, and other outside entities?
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c. Does your system allow the creation, modification, and maintenance of user training records and associated training materials?
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d. Does your system allow the management of information workflow, including notifications for requests and exigencies?
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e. Does your system allow the management of documents like SOPs, MSDS, etc. to better ensure they are current and traceable?
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f. Does your system allow the management and monitoring of resources by analyst, priority, analysis, and instrument?
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g. Does your system allow authorized persons to select and assign tasks by analysts, work group, instrument, test, sample, and priority?
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h. Does your system allow authorized persons to review unassigned work by discipline and by lab?
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i. Does your system allow authorized persons to review pending work by analyst prior to assigning additional work?
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j. Does your system manage and report on reference samples, reagents, and other inventory? If so, to what extent?
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k. Does your system automatically warn specified users when inventory counts reach a definable threshold and either prompt for or process a reorder?
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l. Does your system allow authorized users to monitor and report on reference and reagent creation, use, and expiration?
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m. Does your system allow authorized users to search invoice information by invoice number, account number, accession, payment types, client, or requested diagnostic test(s)?
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n. Does your system include performance assessment tracking?
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o. Can your system receive, record, and maintain customer and employee feedback and apply tools to track the investigation, resolution, and success of any necessary corrective action?
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p. Does your system monitor proficiency test assignment, completion, and casework qualification for analytical staff?
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q. Does your system provide analysis tools for laboratory operations to better support resource planning, productivity projections, workload distribution, and work scheduling?
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r. Does your system calculate administrative and lab costs?
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s. Does your system capture and maintain patient, submitter, supplier, and other client demographics and billing information for costing, invoicing, collecting, reporting, and other billing activities?
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t. Does your system support multiple customer payment sources (e.g. grants}? Please explain the extent.
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u. Does your system track number of visits per specific industry?
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