Once the Request has been added to the case, the workflow is started. There are number of ways to process a request, depending on the configuration of the Request's workflow. Every Request will include specific Milestones (Assignment, Result Entry, Draft Complete, Technical and Administrative Review), although there may be more Milestones that are specific to the organization or laboratory. The following is just an example of a workflow that can be configured on a Request. The actual workflow may differ.
Left-Click Request Menu
Starting with an existing Request:
Left-click on the Request to open the Request menu. Options available will always include (provided the user has the appropriate permissions):
- Edit Request
- Add Child Request
- Delete Request
- Cancel Request
- Set Pending
- Add Attachments
- Show Milestones
- View Final Report
Depending on what has been done on the Request to date, these options may also be available:
- Assign Request
- Draft Complete
- Tech Review
- Admin Review
These are the default workflow steps. Actual workflows may involve more or fewer steps than this. The default workflow starts with Assign Request. Click on this option to view a list of personnel who have the appropriate permissions to complete the analysis.
Assign the Request
To assign a Request, left-click over the Request in the grid list and select Assign Request. (Assign Request will only appear as a menu option for unassigned Requests.)
All permitted analysts will appear in the list for assignment. Next to their names may be a number in parentheses. This number denotes the number of Requests that are already assigned to the user. Click the plus "+" icon to view their current assignments.
Export or Print the List of Requests for a Case
To export the list of Requests for a case to HTML or Excel, or to print the list, click on the Export icon.
The list of Requests will appear in HTML format on a separate web page. From there, click the Print button to print the list, or click the Export to Excel button to perform that task. If the Export to Excel feature is used and the user has Excel installed on the computer, there will be an option to open the list in Excel. Otherwise, the file can be saved as an XMLReport.csv file.
The status of the Request can be seen in the Request Status column of the list.
Perform the Examination
Once the request has been assigned, the next step in a typical workflow is an examination. The name of the examination in the workflow will vary depending on the laboratory and the examination. Left-click on the Request in the list and select the examination from the menu.
Enter the Results
After clicking on the name of the examination in the Request's menu, the window will open where the results can be entered. Left-click on the Request Results and select Add Result.
The results entry window for the Examination will open. Any fields denoted by a red asterisk are required. This step cannot be completed until results are entered in each required field. To save the results, click the Save button. To exit without saving, click Close. Once the results are final, click the Finish button to move to the next step in the workflow.
Some Requests may have more than one examination involved in the workflow. The second Examination is called "Cause Manner Determination." Again, the user is required to enter results for this examination before moving to the next step. Left-click on the Request and select Cause Manner Determination.
Enter results into all appropriate fields. Click Finish.
Some Requests require more than one Examination to occur before the next milestone is reached. These are called Parallel Examinations.
To perform one of the Examinations, left-click on the Request in the list and select Parallel Examinations. Click on the tab that contains the name of the specific Examination (1). Left-click on the Examination and select Add Result. Enter at least the required information (with red asterisks) and click Finish.
Draft Complete Step
One of the steps in a workflow may be to mark a Request as Draft Complete. Depending on permissions, the analyst may be the only user that is able to mark the Draft Complete step. Before performing this action, it is advisable to view the Final Report, since this is what the user is essentially marking as being Draft Complete.
To view the Final Report, left-click on the Request and select View Final Report.
To mark the Request as Draft Complete, left-click on the Request and select Draft Complete, place checkmarks in the Milestones checkboxes, if listed, then click the OK button.
Apply an Electronic Signature
In order to verify the user that is marking the request as Draft Complete, the user must enter their PIN. On some workflows, there may be a Milestones Checklist configured. If one is configured, the user must check all the boxes in the checklist, or they will not be able to mark Draft Complete. If there is no checklist, the user is only required to enter their PIN. Click OK when finished.
The workflow shown in the image above has two required reviews: Technical Review and Administrative Review. The Tech Review and Admin Review must first be assigned to an analyst or a group. Once assigned, the user can left-click on the Request, select either Tech Review Activity or Admin Review Activity from the menu, and complete the required tasks (as explained below).
Assign the Technical Review
To see the list of unassigned Technical Reviews, first open the Analysis menu and select Assign Technical Review (1).
To filter the list of unassigned Requests, either click on the first number or letter in the Case Number as shown at the top of the list (2), or type some text in one of the filter boxes (3). To sort the list by Case Number, Request Number, Service Name, Assigned To or Status, click on the column title name (4).
To assign one or more Requests to a reviewer, place a checkmark in the checkboxes next to the case numbers (5) and click the Assign button (6).
The Assign Tech Review Request window will open. Place a checkmark in the checkbox next to the name(s) of the assigned reviewer(s) and click Save.
Electronically Sign as the Technical Reviewer
The assigned Technical Reviewer must be logged into the application and viewing the Requests in the open case in order to mark a Request as Tech Reviewed. After viewing all essential components of the Request, including results, any attachment reviews, Final Report review, etc., the reviewer is ready to mark the Request as having been reviewed.
To complete the Technical Review, left-click on the Request in the list and select Tech Review Activity. The dialog box to enter the reviewer's PIN will open. The reviewer has two options - to either agree to mark the request as passing the Technical Review (by clicking OK), or to Reject the Technical Review (by clicking Reject). If the Review is rejected, the Tech Review milestone is not reached, and the Request will go back to the Examination workflow step. The Draft Complete step is also invalidated, and the analyst is required ot review their findings and re-mark Draft Complete to comply with the Technical Reviewer's findings.
Assign the Administrative Review
To assign an Administrative Review, open the Analysis menu and select Assign Admin Review (1). To sort the list of Requests shown in the list, either click on the first number or character of the Case Number (2) or type some text into one of the field text boxes (3). Alternatively, the list can be sorted by column title by clicking on one of the column title names (4).
Place a checkmark in the checkbox next to one or more of the Requests to be assigned (5) and click the Assign button (6).
The Admin Review Requests window will open. Select one or more individuals or groups by placing a checkmark in the corresponding checkbox(es). Click Save when finished.
Perform the Administrative Review
The assigned Administrative Reviewer must be logged into the application and viewing the Requests in the open case in order to mark a Request as Admin Reviewed. After viewing all essential components of the request, including results, any attachment reviews, Final Report review, etc., the reviewer is ready to mark the request as having been reviewed.
To complete the Admin Review, left-click over the Request in the list and select Admin Review Activity.
The Admin Review Activity window will appear. If there are Milestones listed, place a checkmark in the checkbox next to each completed activity and click OK. All Milestones must be completed (and checked) before the Request can be marked as Admin Reviewed.
Request Reaches Released Status
In this example workflow, the Administrative Review is the last step in the process and the end result of this review passing is the Request status changing to Released. Likely at this point, the Final Report is created as a static document and is available to be distributed to clients.