Pending Collection

Description

Use the Pending Collection page to view orders that are waiting for their samples to be collected. You may filter the list by the amount of time the collection has been pending, the age of the orders, the ordering provider, or the ordering location for the order. You may also choose to select orders manually by entering the order IDs or using a bar code scanner.

The data the system displays on this page depends on the column view settings for your facility. The system uses the column view settings to control what columns appear in the tables on this page and the order in which it sorts the displayed information. You may set column views at the location or the system-default levels. The rules for the signed-in location, if available, supersede the system default column view.

Important

In order to use some of the more advanced features on this page, you must enable the Enable batch collection on Pending Collection setting for your signed-in location on the Manage Samples Settings tab of the Locations page. Doing so enables some of the collection fields normally available on the Collect Samples page, such as Collection Date/Time, Sample ID, Container, and Lab, as well as the Collected checkbox, which allows you to mark samples as collected from this page.

You must also add the Create Samples column type to the pending collection column view in order to view and use the Create Samples button.

Note

The system only displays the orders for patients in practices that you have the right to access. This may include orders for patients outside your associated practices if you are the ordering provider and you have the right to see patients across practices. If desired, you may access a printable version of a list of all the orders on the list.

Access

TaskCenter > Manage Samples > Pending Collection

You can also access this page by

Selecting Uncollected Orders on the Pending Orders page
Selecting Go on the Clients tab of the Client Services page

You must have the necessary security permissions to access the Pending Collection page.

Technical Manual

Pending Collection Filter

When the filter is visible, you may select date or ordering provider filters that the system uses to create the list of orders that are past due for sample collection.

show/hide filter

Select the show filter link to make the pending order filter visible.

Select the hide filter link to hide the pending order filter.

Search for orders

Search for orders	Select this option and then set the desired filter options to perform a search of the orders that are waiting for collection. Note Depending on user and system default administration settings, the system may display or restrict patients visible to users during patient or order searches.
Limit to orders that have had collection pending for at least __ ____	Select this checkbox, enter a number, and select a unit of time to limit the list based on how long the collection has been pending. If an order has been in pending status for less than the specified number of hours, days, or weeks, the system will not include it in the Pending Collection list. You may set a default value for this setting on the Application page.
Do not show orders older than __ ____	Select this checkbox, enter a number, and select a unit of time to limit the list based on how long the collection has been pending. If an order is older than the specified number of hours, days, or weeks, the system will not include it in the Pending Collection list. You may set a default value for this setting on the Application page. Note You cannot use this setting if you are using the Limit to orders ordered in the range option.
Limit to orders _______ in the range	Select this checkbox, select either ordered or with collection times, and enter Start and End dates to limit the list to include only those orders that were ordered or collected in the specified time range. Select a date from the calendar view by selecting the calendar icon located next to the date fields. Select Now next to the time and date fields to update the order date to the current date and time, if desired. Select Clear to clear the time and date fields. You may set a default value for this setting on the Application page. Note You cannot use this setting if you are using the Do not show orders older than __ days option.
Do not show future orders	Select this checkbox to limit the list to orders that have already been placed, excluding any future occurrences of standing orders.
Do not show orders with future proposed collection dates	Select this checkbox to limit the list to orders without future proposed collection dates.
Ordering Provider	Enter text or select in this search-as-you-type field to select an ordering provider to limit the list based on. If selected, the system will only include in the list those orders that were ordered by the selected provider and that have not yet been collected. The default value is All.
Ordering Practice	Enter text or select in this search-as-you-type field to select an ordering practice to limit the list based on. If selected, the system will only include in the list those orders that were ordered by the system users who belong to the practice the location is associated with. The default value is All.
Ordering Location	Enter text or select in this search-as-you-type field to select an ordering location to limit the list based on. The selected location(s) will be reflected when the Uncollected Order Count button is selected.
Order Choices	Enter text or select in this search-as-you-type field to select an order choice to limit the list based on.
Patient Filters	Enter information for one or more of these filters: Last Name First Name Date of Birth (mm/dd/yyyy) Practice MRN Remember that each criterion you use further limits the number of possible matching orders. If you use multiple criteria, the system will only display those orders that match all the parameters you have specified.

Select orders manually

Select orders manually	Select this option to select orders manually.
Order ID/Sample ID/Encounter ID	Enter an order ID, sample ID, or encounter ID in this field or scan (with a bar code scanner) an order ID from a requisition. Note After scanning, you should wait for the system to completely refresh the page before trying to scan again. Note The pending collection filter must be displayed to manually select orders by hand or when using a bar code scanner. You may establish a setting to automatically display the filter by default on the Application page and the Users page.
Add	Select this button to add the selected order or sample to the pending collection list.
Clear	Select this button to remove all orders you added this way from the pending collection list.

Select orders by collection list

Select orders by collection list	Select this option to have the system select orders by the collection list.
Collection List	Select in or enter text in this search-as-you-type field to filter the table by the collection list.

Pending Collection Table

Uncollected Order Count	Select this button to display the Uncollected Order Count pop-up. This pop-up displays the number of uncollected orders that exist in the system. Select OK to return to the Pending Collection page.
Automatically refresh every __ seconds	Select this checkbox to have the Pending Collection list refresh automatically. Enter a specific number of seconds into the field. The default value is 5.
(printable version)	If there is at least one order in the list, select this link to view or print the pending collection list in PDF format on the View PDF page.
Override Collector	Select this checkbox to enable the corresponding search-as-you-type field. Once enabled, enter text or select in this field to select a collector to use when you mark samples as collected on this page. If you disable this option by clearing the checkbox or if you do not select a collector, the system will assign the default collector to the order.
Override collection time	Select this checkbox to enable the Override collection time field. Enter a time that will be applied to all samples once collection occurs on the Pending Collection page.
Override delivered time	Select this checkbox to enable the Override delivered time field. Enter a delivered time to apply to all samples once collection occurs on the Pending Collection page.
Refresh	Once you have the desired settings for the filter, select this button to update the pending collection list.

Filtered Pending Collection List

Select the column headers to sort the list of orders by the selected column. Each time you select a column header, the system changes the sort to either ascending or descending order, as indicated by the sort arrow.

Show _ entries	If the list is longer than one page, enter a number in this field to display more entries or use the page arrows to navigate through the list.
Order ID	Displays, as a link, the identifying number that was assigned when the order was placed. If the order was saved as a standing order (multiple occurrences of the same order), an "(S)" will appear next to the order ID. Select a link to open a contextual menu of options. Select the page you wish to open for the selected order. Note that some options may not be available. Review Order: Select this option to view the order on the Order Patient Samples page. See Order Patient Samples. Samples: Select this option to collect samples for the order on the Collect Samples page. See Collect Samples. Labels: Select this option to print master and tube labels on the Labels page. See Print Labels. Note that this option may be disabled depending on the administration settings for your signed-in location. Requisition: Select this option to print requisition(s) for the order on the Requisition(s) page. See Requisitions. Change Log: Select this option to view the change log for the selected order. See Change Log. Note that you must have the necessary security right to access the Change Log page. Lab Report: Select this option to create a lab report of the order on the Lab Report page. See Lab Report. Linked Documents: Select this option to create a linked document for the order. See Linked Documents. Work in Progress: Select this option to open the selected order in a temporary tab in Work in Progress, where all the information related to the selected order is listed. See Work in Progress.
Patient	Displays the name of the patient as a link. Select a link to open a contextual menu of options. Select the page you wish to open for the selected patient. Note that some options may not be available. Demographics: Select this option to view the patient's demographics on the Demographics page. See Demographics. Insurance: Select this option to view or edit patient insurance information on the Insurance page. See Insurance. Order History: Select this option to view or edit patient order history on the Order History page. See Order History. New Order: Select this option to create a new order for the specific patient on the Order Patient Samples page. See Order Patient Samples. Collect Samples: Select this option to collect samples from the patient on the Collect Samples page. See Collect Samples. Blank Patient Requisition: Select this option to create a blank patient requisition for the patient. See View PDF. Change Log: Select this option to view the change log for the selected patient. See Change Log. Note that you must have the necessary security right to access the Change Log page. Linked Documents: Select this option to view or create a linked document for the patient. See Linked Documents.
Phone	Displays the phone number for the patient.
Order Choice Abbreviations	Displays the order choices included in the order, followed by the abbreviation for the order choice's status in parentheses (R=Routine, S=STAT, A=ASAP). The system displays order choices that have not been collected in green font, order choices that have been collected in black font, and order choices that have been cancelled with a strike through their names.
Order Date	Displays the date and time the order was placed.
Ordering Provider	Displays the provider who placed that order for the patient. This may or may not be the patient's primary care provider.
Uncollected Priority	Displays the priority for the uncollected order.
Comments	Select the button to open the Comments pop-up, which displays Patient, Order, and Order Choice comments. In the pop-up, you can select the tab to view its corresponding comments and/or add new comments. The Comments button text will appear green if there are comments available to view. The Comments button text will appear blue if the order choice has order-level comments or order choice–level comments that were received from Orchard Collect.

Collected Information Box

If you have enabled the Enable batch collection on Pending Collection option for your signed-in location, the system displays some additional fields that allow you to perform tasks that are typically only on the Collect Samples page.

Expand	Select this arrow to expand or collapse the collected information box.
Collected	Select one or more of these checkboxes to mark the sample(s) as collected. You may select the Collected column header to mark all displayed samples as collected. Depending on the collection settings for your signed-in location, the system may automatically select the Collected checkbox when you scan a bar code for a sample on this page. If you are using a bar code scanner, the system alerts you if the order/sample does not exist, has already been collected, has been cancelled, or is restricted from view for the current user (based on the order's practice and whether the user is restricted from viewing the order's ordering location). To batch collect samples, select one or more of these checkboxes, then select Save. You must have the necessary security settings to use this feature. When batch collecting samples, remember the following: If there is a collector assigned to the samples, the system assigns that collector to the orders. If no collector is assigned, the system assigns the signed-in user as the collector for the orders. Depending on the location administration settings for showing the collection and/or delivery time overrides, the system may display the Override collection time and/or the Override delivered time checkboxes and date and time fields. Select the desired checkbox and enter dates and times to override the default collection time or delivery time. When you select one of the override options, this field displays the current date and time. You may modify the date or time, if desired. Select a date from the calendar view by selecting the calendar icon located next to the date fields. Note The default value for the collection time is the proposed collection time, the time the order was placed (controlled by the location administration setting that sets the collection date/time to the order's proposed delivery time set on the Order Patient Samples page), or the current date and time, depending on the settings for your signed-in location. The default value for the delivery time is either blank or is based on the location administration setting that sets the delivery date/time to the order's proposed delivery time set on the Order Patient Samples page. Depending on the location administration settings for batch collection, the system may automatically print requisitions and/or labels when you batch collect samples.
Collection Date/Time	These fields initially list the date and time entered in the Timing fields during order entry. You may modify this value, if desired, at any point until the sample is marked as collected. Select Now next to the time and date fields to update the collection date to the current date and time, if desired. Note Once the sample is marked as collected, the system records this as the date and time collected. The System Administrator may enable a location-based setting to use the order's order time instead of the current date and time as the collection time. Note If you have enabled batch sample collection for this page and/or if you have added one or more editable user-defined fields to the column view assigned to this page, you may edit the Collection Date/Time, Sample ID, and User Defined Field values. Simply modify these values as desired, then select Save to record your changes. This allows you to update information on orders spanning different patients without having to mark them as collected. Select Now next to the time and date fields to update the collection date to the current date and time, if desired. The system also displays the ABN and clinical information warnings as links. Select these links to open the ABN Status and Print or Clinical Info pages.
Sample ID	This field lists the sample ID for the order choice. Note The system automatically assigns the sample ID during order entry. The context menu allows you to navigate to the Sample Inquiry Pop-up, Sample Transfer, or Dispose Metacontainer Pop-up when dealing with metacontainer samples. A Sample Tracking license must be enabled.
Tube/Container	This column displays the type of container to collect the sample in. The system displays the quantity of each container in parentheses in front of the tube/container type.
Lab	This column displays the laboratory at which the testing will be performed. If the system finds the selected laboratory to be invalid, a Routing Problem link appears in this column. Select this link to open the Order Patient Samples page to select a valid testing location.
Order Choices	Displays the abbreviation for the order choice(s) for which the sample is being collected, followed by the abbreviation for the order choice's status in parentheses (R=Routine, S=STAT, A=ASAP).
Split	Select this button to have the system split the order choice onto its own sample record, and then run sample ID assignment rules to determine what the ID of the newly created sample should be. The newly created sample will not combine with any other order choices added to the order. Note This button is only available for order choices that are able to be split onto another sample. Also, you must have the necessary security right associated with your assigned role.
Collection Location	Displays the collection location.
Priority	Displays the priority.
collector	Displays the collector name.
Status	Displays the status.

Buttons

Create Samples	Select one or more Collected checkboxes, then select this button to make the system create samples for order choices that are not already assigned to an existing sample. This allows you to wait to assign sample IDs until the samples are physically accessioned in the laboratory for orders received from an interface if sample creation prevented. Note This button is only visible if you have added the Create Samples column type to the pending collection column view for your signed-in location.
Save	Select this button to record your changes.
Collect All	Select this button to have the system select all sample checkboxes that are collectable and save them as collected. Sample checkboxes that the system does not consider collectable include those still requiring clinical information, ABN signed status assignment, lab routing, or billing account numbers. Note The Pending Collection page uses the location setting of Force user to assign ABN status when saving an order to determine if the ABN must be entered or not.
Refresh	Once you have the desired settings for the filter, select this button to update the pending collection list.

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