Accession Template Setup (4.2)

Accession Templates in prior versions were a way to create a copy of an accession and paste it into other accessions as needed. They were an imprecise method that we have refined and moved to it's own setup tab under Lab Setup > Accession Setup > Accession Templates. Additionally the use of templates has been moved up a level to the New Accession Screen. 

Moving the Template application to the very beginning of Accession creation allowed us to create more defaults and options for the templates, but also increases the speed at which these templates can be applied and accessions released. 

Creating an Accession Template can be as easy as Clicking the Add button on the accession templates tab and adding a Template name and saving and being done. But for most templates having default values will be helpful and timesaving for those frequently ordered tests.

General Settings Tab

This is the very basics of the Template creation. Template Name is what users will see when they go to select a template from the dropdown list, and Description will be additional text shown below the name on the dropdown list. Instructions are displayed once the template is selected and show at the top under the contacts pane. Priority is the accession priority flag that along with Case Coordinator can be defaulted for the template. Available on Portal checkbox is detailed more below.

Reference Case Number is not a required field on standard accessions, but for many reportable diseases labs use that field and requested the ability to make it required. We also added the ability to set an Alternate Label for this field on each template so that submitter's from the portal would have a better idea of which identifier to input into that field.

Accession Header Tab

On this tab of the template setup any defaulted Accession Contacts can be set. If a specific catalog item is always sent out the the same reporting agency then they can be set as a default on the template and required. Additional contacts other than the Accession setup defaults can be added to the template using the Add Contact button. All contacts on the template can be prompted for specific contact information types along with External Account Numbers. Additionally if a specific Client Identifier is needed that can be prompted for as well. This list is generated from the Identifier Setup screen and can be modified there as needed. 

Patients Tab

Adding a patient to the Template allows for specific items to be required/prompted for. Species will always be required, but if for this Template only one species can be used then that can be automatically filled in. 

Breed, Sex, Patient Status, Case Number, Age, Birthdate, and Questions can all be enabled for prompting or set to required if needed. 

Specimens Tab

Specimen options on the Template are similar to the Patients tab. Specimen Type is always required for an accession, but the specific specimen can be defaulted or a shortlist created if desired. 

Container, Condition, Site, Sample Label, Pooled Specimen, Sample Date, and specimen Questions are all additional prompts/requirements that can be put on the accession depending on the need. For High risk pathogen samples it may be prudent to require submitters to fill out what type of container they are sending the specimen in for example.

Catalog Items Tab

A straightforward tab on the Template setup the Catalog Items tab is where you set what test you would like to be on the accession. Multiple Catalog items can be added to a Template using the + Catalog Item button. Questions can be added to the catalog item from this tab as well.

Questions/Tags/Charges Tab

This final tab can be used to add additional Questions, Tags, or Charges to the Accession Template as desired. 

When creating an Accession Template, there is a checkbox at the bottom of the first setup pane that says Available on Portal. When this option is selected the desired template will now appear on the portal when the user goes to create a new lab portal request.