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LIMS Lab Workflow Overview
This article describes the end-to-end journey of a laboratory test — from the moment a doctor orders it through to the patient receiving the final report. Understanding this lifecycle helps every role in the lab know what happens before and after their own step.
Doctor orders test
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Bill is generated (with barcode)
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Sticker barcodes printed at phlebotomy
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Sample collected from patient
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Sample transported to the lab
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Sample received & accepted at the lab
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Analysis performed (automated via analyzer, or manual)
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Results entered / received from analyzer
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Report reviewed and approved by authorised MLT
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Hard copy printed / SMS / Email sent to patient
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Report distributed or handed over
A doctor or ward nurse orders one or more investigations for a patient. The system creates a bill that records which tests have been requested, the ordering doctor, and the patient's details. A barcode number is assigned to the bill at this point.
At the phlebotomy area, the collector scans or looks up the bill and generates adhesive sticker barcodes — one per sample container required. Each sticker carries the patient name, test name, and a unique barcode. See Barcode Generation & Sticker Printing.
The collector takes the labelled containers and collects the sample from the patient (blood draw, urine, swab, etc.). The system records the collection timestamp and the collector's identity. See Sample Collection.
The collected samples are transported to the relevant laboratory department. For tests sent to an external reference lab, the system tracks the outsourcing details separately.
The lab technician scans the barcode and accepts the sample. If a sample is unfit (haemolysed, insufficient volume, wrong container), it is rejected and a recollection can be requested. See Receiving Samples at the Lab.
- Automated tests: The analyzer receives the test order from the middleware, runs the analysis, and sends results back automatically. The system records the result against the patient's report without manual data entry.
- Manual tests: The MLT searches for the patient's report, enters the results for each parameter, and saves.
Before a report can be printed or sent to the patient, an authorised user (typically a senior MLT or pathologist) reviews the results and approves the report. If the results contain critical values, the system can flag them for urgent clinical review. Once approved, no further edits are possible without cancelling the authorisation. See Result Flags & Critical Values.
After approval, the system can:
- Print a hard-copy report
- Send an SMS to the patient's mobile number with a link to view results online
- Send an email with a PDF attachment
- Make the report available on the patient web portal and mobile app
See Issuing Reports, Sending SMS, Sending Emails.
When a hard copy is handed to a patient or sent to a collecting centre, this can be recorded in the system so that the lab has a complete audit trail of who received the report and when.
| Scenario | Difference from standard workflow |
|---|---|
| Microbiology (culture, sensitivity) | Uses a special report layout with organism groups and antibiotic sensitivity dropdowns. See Microbiology Overview. |
| Collecting centre | Bill is raised at a remote collection point; sample and billing details reach the main lab via the system. |
| Courier / home collection | A courier visits the patient's home, collects the sample using a mobile device, prints barcodes on-site, and hands the sample to the lab. See Courier Workflow. |
| Outsourced / reference lab | Sample is sent to an external lab; outsourcing cost and result are tracked in the system. |
| Sample separation | A single collected sample is divided into multiple sub-samples (aliquots) for different departments. See Sample Separation. |
| Bypass sample workflow | Some tests can be configured to skip the sample collection and reception steps; results can be entered directly after billing. |
| Role | Primary responsibilities in LIMS |
|---|---|
| Receptionist / Billing staff | Create the lab bill and order tests |
| Phlebotomist / Collector | Generate barcodes, collect samples, mark collection |
| Lab Technician (MLT) | Receive samples, run analysis, enter results, approve reports |
| Pathologist / Senior MLT | Final report authorisation |
| Courier | Home/remote sample collection, hand over to lab |
| Lab Administrator | Configure investigations, report formats, analyzers, collecting centres |