The "Collection facility" functionality in the "Surgery" menu is used for service of collection facilities for collecting sampling materials for diagnostic and microbiological tests and transmit electronically orders for tests into diagnostic laboratories.

After selecting the "Collection facility" functionality in the "Surgery" menu there is displayed a search engine of orders issued by the doctors. It is possible to search orders by any combination of the following criteria:

• internal barcode - the bar code printed on the top right corner of the order issued by the jHIS system; to load the value of code from referral to the search engines you can use the barcode reader if any is connected to your computer
• samplings – kinds of samplings; there exist the following kinds of samplings
  • internal – realized by healthcare center
  • external – realized beyond healthcare center
• order state – current order state; there exists the following states
  • new – order waiting for collection of samplings of materials (including accepted orders with examinations for repeating)
  • passed to realization – order waiting for sending to laboratory
  • sent to laboratory – order sent to laboratory for realization
  • realized – order with results registered
  • canceled – order that realization has been canceled
  • to be accepted - order to repeat examinations awaiting approval
  • rejected - order to repeat the examinaions that has been rejected in the approval process
  • abandoned - the order was sent to the laboratory, the service of which was abandoned (interrupted) due to the laboratory's failure to return the test results
  • unrealized - order, which has not been realized
• incomplete results – marking this field allows to search orders for which results are incomplete (results are considered complete if results of all examinations contained within the order have been entered or attachment with scan of results have been entered)
• include staled – marking this field allows to include staled orders within search results (nonoperated orders older than 30 days), without marking this option only valid orders are displayed (non-operated orders not older than 30 days and operated orders; order is valid through 30 days since the date of its issue)
• realized partly – marking this field allows to search orders within which not all examinations have been realized due to some reason (eg. patient had fainted during blood sampling so it wasn't possible to realize all examinations because of lack of required quantity of blood)
• PESEL - PESEL number or the beginning of the patient's PESEL number for whom there was issued an order
• date of birth - the date of birth of the patient for whom there was issued an order (chosen from the calendar which appears when you click on a text field)
• first name - the firs name or the beginning of the first name of the patient to whom there was issued an order (capitalization does not matter)
• surname - the surname of the patient or part of a surname of the patient to whom there was issued an order (capitalization does not matter)

After entering the search criteria and pressing the "Search" button, under the search engine is displayed a list of orders waiting for realization, matching search criteria (states are emphasized with colors). At each order within “new” state there are buttons “Serve” (which allows to display order form and realize the order), “Change” (which allows to change sampling mode for the order and to delete some examinations from order or add some examinations to order), , "Unrealized" (allowing to mark the order as not realized; if the order has been paid, marking it as unrealized will generate an overpayment, so in the "Payments" tab in the patient's card, it will be necessary to issue a correcting financial document and return the overpayment to the patient), by other orders there is the "Enter" button which allows to display order form, by orders realized partly there is also the “Renew” button which allows to generate new order with examinations from the given order that have not been realized, and for all realized orders, a "Repeat" button is available to generate a new order with selected examinations from a given order, which must be repeated without charging the patient (eg in the laboratory the sample was damaged with the material taken from the patient and because of that laboratory did not perform certain examinations, it should therefore carry out these examinations for free after receiving a new sample of material collected from the patient). Next to the orders sent to the laboratory, the "Abandon" button is visible - it allows the authorized user to abandon (interrupt the service) of the order sent to the laboratory for which the laboratory has not sent the results, and "Abandon and renew" - it allows the authorized user to abandon (interrupt the service) of the order sent to a laboratory for which the laboratory failed to return the results and renewing it. By each order, regardless of its status, there are two buttons "Copy current" and "Copy source", which allow one to create a new order that is a copy of a given order. For each sent order there is information for how many of the ordered tests have already received the results. If the result of a test has not been received for a long time, the administrator can decide to administratively switch the order to the "completed" status - this is done using the "Force realization" button visible next to each sent order.

To change sampling mode and/or examinations for the order and to accept a fee for the order one has to click “Change” button (fee can be accepted also by clicking on “Serve” button). Form allowing to change sampling mode and examinations appears then. Examinations removal and addition is possible only for orders with state “new”, wherein one can add examinations to non-paid orders only (orders for which no financial document has been issued) and one can remove examinations from paid orders also but only if no correcting financial document has been issued.

To delete examination from order one has to click the red button with mark „×” by the given examination (one cannot delete all examinations from the order). To add new examination one has to click the button “Add examination” below the list of examinations. Then opens new window with the list of examinations and with the field to narrow down the list of examinations – when writing part of examination name within this field system narrows down the list of examinations to these containing this part within its names. After than one has to click the button “Add to order” by the examination that is to be added to the order (this button is visible only by examinations than can be realized within single order. It is possible to add to order non-refunded examinations only.

To change sampling type one has to choose the correct sampling type from the list and to save the change by clicking the button “Save”. To accept a fee for the order one has to click the button “Patient card” and to note payment within the “Payments” tab. To print order one has to click the button “Print order”.

In case of orders in “new” state after pressing the "Serve" button at the proper order displays the form of this order. It consists of two columns:

• left column – patient and order general data, data to be completed by the person realizing collection of the material, on which ordered test will be performed (blood, urine, feces, etc.)
• right column - a list of tests commissioned by the doctor emphasized with colors: refunded (blue), non-refunded paid (green), non-refunded partially paid (orange), non-refunded nonpaid (red) with additional informations on realization (if such informations have been entered into examinations dictionary)

In the form, the fields surrounded by a blue border should be filled in (form for external samplings contains less fields than form for internal samplings). Order can be sent to laboratory electronic way (if appropriate connections with laboratories has been configured) or can be passed to laboratory in paper form outside the system. Default laboratory set within system configuration is automatically chosen. To enter the bar code from label stuck onto samples (in case of internal samplings), click on the "Samples barcode" field and scan the barcode with the barcode scanner attached to your computer (by default when opening order form, text cursor is placed within the field of “Samples barcode” so it is conveniently to scan barcode first). When realizing the consecutive orders, the field “Place of sampling” is automatically filled with recently used position. Date and hour of sampling are automatically filled with the current date and hour. If the ordered tests require entering additional data, such as:

• patient weight
• patient day urine collection
• neonate sex and date of birth

then they have to be also entered into the form. By all examinations there are check fields that allows to mark examinations which will not be realized within the order but they will be postponed for realization in future (eg. patient had fainted during blood sampling so it wasn't possible to realize all examinations because of lack of required quantity of blood). For postponed non-refunded examination there appears overpayment within patient payments.

To accept a fee for the order one has to click the button “Patient card” and to note payment within the “Payments” tab or indicate a hospital stay under which examinations are to be settled (if the patient is in a hospital and diagnostic examinations are performed during the stay to implement the treatment process, then the cost of these examinations can be included in the final costs of the patient's stay in the hospital).

To print order one has to click the button “Print order”.

After completing the form one should click button “Realize” (realization of order is possible only if there are no unpaid examinations within the order). After that system informs with appropriate message about passing order to realization, form of order is closed and on the page appears a search engine of orders which lets you search and realize new orders. At the same time order changes its state to “passed to realization”. If within order form one has selected laboratory to which orders are sent electronically, then the order goes to the queue of orders to be sent to laboratory, if passing order to diagnostic laboratory out of system has been selected, then the following activities related to send order to laboratory belong to collection facility employee. Orders from the queue are retreived and sent automatically to specified laboratory using integration mechanism appropriate for the given laboratory.

For orders having state other than “new”, access to order form is also possible by clicking “Enter” button by the given order in search results.

In case of orders having states other than „new”, order form is presented in read only mode. Under the form there are buttons „Results”, „Print results” and „Attachments”.

If order has not been sent to laboratory elentronically but out of a system, then clicking the button „Results” opens in new window a form allowing to enter results received from laboratory (obtained out of system). For each examination there is by default single row to enter value of single parameter of examination result. To enter more parameters one has to use button „More” by the given examination. After entering results one has to save data clicking the button „Save” (rows with empty field of „Parameter” will be ignored while saving data) and then to close the window by clicking the button „Close”. Entering results causes that the given order changes its state to „realized”. For such orders button „Results” under order form is still visible and allows to enter corrections to examination results.

If order has been sent to laboratory electronically, then results of examinations are also received electronically (automatically) and in the moment of results receipt the order changes its state to „realized” and „Results” button allows to preview received results within the same form as used to enter results except that it is displayed in readonly mode. Moreover results received from laboratories using eLab system are automatically saved as PDF files in “History” tab within patient card. If the laboratory, together with the examinations results, also sent documents related to these results, then under the "Results" button, a list of links to download these documents is displayed.

The printout of examinations results entered or received electronically can be done by clicking the "Print results" button.

Attaching examination results as attachments (for example scans) is possible too. Button “Attachments” is used to this purpose. By clicking this button there appears form in new window allowing for addition of attachments and list of already added attachments with examination results. By each added attachment there are buttons that allow to preview / to save to disk the given attachment and to delete attachment.

To add new attachment one has to point out file from disk and click “Save”. To view / save attachement to disk one has to click “View” button by the given attachment. To delete attachment one has to click “Delete” button by the given attachment.

If order has been realized only partly, ther there exists possibility to realize previously not realized examinations as a new order. By clicking the button “Renew” within search results list by partly realized order, there appears information about its realization state and about possibility to generate new order. Because an order can be issued only during visit, then while generating order system has to generate visit also, leaving just specification of its basic parameters to the user.

After entering parameters of visit and clicking the button „Generate order” system generates visit and order for examinations that have not been realized previously. Regardless whether bailout was or was not accepted for partly realized order, new order is generated with nominal prices (without bailout) – bailout for such order can be accepted manually.

If some examinations from the realized order need to be repeated, then after clicking the "Repeat" button visible in the list of search results on the completed order, the basic order data form is displayed with the option to mark the examinations to be repeated and determine the reason for repeating the examinations. The "Repeat order" button at the bottom of the form allows one to generate a new order with selected examinations and without additional fees. Because the order can be issued only at the visit, the system generating the order must also generate a visit, leaving the user to specify only its basic parameters, hence the form has additional fields to determine the parameters of such visits.

After selecting the examinations to be repeated, filling in the form and clicking the "Repeat order" button, a new order is generated, which receives the status "to be accepted".

As with any order, the "Enter" button is visible when the order is accepted. After clicking this button, the order form is displayed in read-only mode with the buttons "Accept" and "Reject". For users who are not authorized to accept orders, these buttons are inactive, for authorized users they are active.

Depending on the decision, the order should be accepted (clicking the "Accept" button) or rejected (clicking the "Reject" button). Orders accepted receive a "new" status and are operated as described earlier in this chapter. Rejected orders receive the "rejected" status and their further service is not possible.

If the order has been sent to the laboratory, but the laboratory has not returned the examination results in a timely manner, then the authorized user may decide to abandon (interrupt) the handling of such an order and renew it (generate and send a new, identical order).

After clicking the "Abandon" button, you will be prompted to confirm that you intend to abandon the order. After confirmation, the order changes its status to "abandoned". After clicking the "Abandon and renew" button, information about the order and the possibility of abandoning it and generating a new, identical order is displayed. As an order can only be issued during a visit, the system generating the order must also generate a visit, leaving the user to define only its basic parameters.

After completing the form and clicking the "Abandon and renew order" button, the order changes its status to "abandoned" and a new, identical order for examinations is generated.

If there is a need to create a new order as a copy of an existing one, use one of the "Copy current" or "Copy source" buttons. After clicking one of these buttons, the order data form with the list of examinations is displayed, but if the "Copy current" button was used, then the list of examinations currently included in the order is displayed (after any activities of adding examinations to the order / removing examinations from the order issued by a doctor made by a nurse), and if the "Copy source" button was used, then a list of examinations that were originally ordered by the doctor when issuing the order is displayed. As an order can be issued only during a visit, the system must also generate a visit when generating a copy of the order, leaving the user to define only its basic parameters.

NOTICE! Refunded examinations can be copied only when they have the status "unrealized" and such copying can be done only once.

For users with appropriate privlieges, under the order search engine, there is an additional drop-down list of days and the button "Mark orders older than the given number of days as unrealized" - after indicating the number of days and clicking the button, all orders in the "new" state older than the given number of days will be marked as "unrealized".

The history of repeating the examinations is registered and is available after clicking the "History of repeating of examinations" button in the orders search engine. After clicking this button, a new window opens with a list of repeated examinations together with the specification of the reason for the repeating.

Within the orders search form beside „Search” button there is also available „Collective printout” button, that allows to print list of orders realized on the current day within the specified unit. After clicking this button there appears form that allows for the choice of unit. Within the form one can also mark option „Include prices” - then within the printout prices of realized non-refunded examinations appear. After specifying criteria and clicking the button „Display” there appears link that allows to download (as PDF file) and print the list of realized orders. The refunded examinations on the collective printout are marked with the symbol "(R)", for external samplings, instead of the hour of sampling the symbol "(Z)" appears.

Reports on the realization of diagnostic examination are available after clicking the "Reports" button in the orders search engine. Then a list of possible to generate reports is displayed with the "Choose" button next to each of them. After clicking the "Choose" button at a given report, a filter is displayed that allows entering restrictions and generating a report.

The general summary is a list of examinations realized in a given period by a specific laboratory with an indication of the ordering staff, the patient, the refund and the purchase price. The report can be generated using the following criteria:

• the period of testing (from, to)
• laboratory performing
• type of examination
• RTPN, name and surname of the ordering staff
• PESEL, date of birth, name and surname of the patient

It is also possible to include in the summary examinations sent to the laboratory but not yet realized.

After entering the criteria and clicking the "Display" button, a list of examinations that meet the indicated criteria and a quantitative and valuable summary of the examinations, broken down into refunded and non-refunded, is presented.

Below the list, the "Export to XLS" button is displayed, which allows you to download the list as an XLS file.

Periodic report is a report of the numbers and amounts of individual types of examinations realized over a given period, divided into refunded and non-refunded. After entering the criteria and clicking the "Display" button, a list of examinations that meet the indicated criteria and a quantitative and valuable summary of the examinations, broken down into refunded and non-refunded, is presented.

Below the list, the "Export to XLS" button is displayed, which allows you to download the list as an XLS file.

The e-Lab verification summary is a list of discrepancies between the XLS / XLSX file downloaded from the e-Lab system with the list of diagnostic examinations performed and the jHIS system database. After indicating the XLS / XLSX file and clicking the "Display" button, the system processes the attached file and generates an output file with the same structure but containing only discrepant records and displays a link to download the output file.