HealthCloudPOL Implementation Guide
- 1 Implementation Overview
- 2 Implementation Checklist
- 3 Basic Implementation
- 4 Setup & Training
- 5 Customization
- 6 Integration
- 7 Validation
- 8 Go Live Assistance
If you have ever survived an enterprise-class software installation, you'll be relieved to know that your LabLynx LIMS/LIS Solution is not like that. Your LabLynx solution is very deliberately designed to be implemented quickly and with a minimum of fuss. Whether you are simply activating your standard LIMS or LIS, incorporating special customizations and/or integrations, or something in-between, the roll-out period is as smooth, efficient and pain-free one of your in-house procedures.
There are two broad components of implementation: Basic and with options. A basic required implementation is done on all accounts, and the manual is designed to help you accomplish that without the need for buying services. Subscribers, however, also have Setup & Training services, or Optional Plugins available to be included in your order. You may also select any of a number of additional options like interfaces, customizations, validation to a given standard, and more.
Implementations of your LabLynx LIMS/LIS Solution will of course differ between editions and lab types in setup and training, or any of the many optional features and services. However, all accounts receive the implementation described here. Here is the checklist of items that are included in a completed implementation, once documents and initial fees are received:
Set Up Help Desk Account
Every LabLynx customer gets a LabLynx Help Desk account. The tasks involved in setting up the Help Desk account are performed by a LabLynx support team member. These include:
- Create Account. A (typically 3-letter) account code is assigned and the account is added as a project in the Help Desk.
- Load Agreements. The BAA and SA are uploaded to the account in the Help Desk for reference. They are joined by a copy of the Welcome Letter (email) when that is issued.
- Load SA Tasks. All of the items in the Sales Agreement scope are loaded into the Help Desk project, exactly as described in the SA. This ensures scope is strictly adhered to.
- Set Up Users. Finally, any customer staff who will be using the Help Desk to submit/monitor/approve/close tickets are added to the project, and automatically notified. Usernames and passwords will be verified in the Welcome Letter.
- Select Timezone Server. LabLynx ensures customer apps are set to their time zone by provisioning them on the correct Timezone Server in the LabLynx Cloud Infrastructure.
- Assign Client Code. This is the same code assigned to the Help Desk project. It is used in the URL site address for the LIS.
- Install App. The HealthCloud Physician Office LIS application is installed based on the master COTS reference version, HealthCloudPOL is based on the HealthCloudPOL demonstration site.
- Set Up DNS 'A Record' URL. The site will be set up with a DNS URL so that users have an easy-to-remember site address.
- Set Up Siteuptime Monitor. - The LabLynx Cloud Infrastructure employs SiteUptime site monitoring service, and new customer sites are added to the set of monitored sites.
- Set Up Admin User Account. - Your LabLynx representative will also set up an initial user login username and password so that customer access to the LIS is enabled, ready for use or Setup & Training.
Issue Welcome Letter
The only thing remaining for completion of standard implementation is to send a welcome email to the new LabLynx HealthCloudPOL customer. This letter will include:
- App with Login Information. The site URL and initial Admin User username and password.
- Help Desk with Login Information (Standard Edition subscribers). The LabLynx Help Desk URL and usernames and passwords for all requested users.
- Documentation. The Welcome Letter email includes links to all of the HealthCloudPOL Support Resources, including the HealthCloudPOL Manual.
Standard implementation for many accounts is quick and simple, with your solution ready to be set up the same day. Users can follow the manual and do self-setup, or our experienced staff can work alongside you to set up tests/ranges, office information, additional users, patients, physicians and/or clients, contract labs, instruments, inventory and the other items included in initial setup, and learn how to use the system. Unlimited forum support is always included with your account.
Optional setup and training sessions, as well as any of a number of other features and services can begin as soon as you are ready. These include:
Setup & Training
Correct setup and training are crucial to the successful implementation and daily operation of your system. These services are normally included as part of your solution package, with manual materials and LabLynx, Inc. additional support team resources as backup.
Elements of standard setup and training include:
- Set Up Users
- Report Setup Info
- Test Setup
- Instrument-Parameter Mappings (If instrument interfaces are desired)
- Admin Training
- User Training
- System Verification (This can be factored into each process)
Set Up UsersLIS application has been initially provisioned on the LabLynx Cloud Infrastructure is the setup of at least one user, usually the main LIS Administrator. The online manual supports administrators with step-by-step instructions on setting up users in the User Management section.
Your LabLynx Implementation Engineer will help and instruct you, showing you how to set up users, including login ID and password, password expiration, inactivity auto-logout, etc., level of access and more.
When setting up a user in the LIMS/LIS, a Profile must be assigned that specifies the access level the user is allowed. For example, here are three default access level profiles in a Physician Office Laboratory (POL) LIS:
- Lab Manager - This is the top level of access, and allows all administrative LIMS/LIS functions.
- Med Tech/Asst - This is the standard lab user, with the profile designed for all standard laboratory functions.
- Office Staff - This user/profile allows submitting of assay requests/orders and viewing/issuing of reports. It does not allow results data entry or other laboratory activities.
Again, the assignment of these profiles is performed during setup and training, described in the User Management section of the manual. Access profiles vary according to your specific requirements, and you can add and/or modify profiles to suit your needs.
Report Setup InfoHealthCloudPOL includes a standard Order Results Report that contains customer lab information in the header. Part of standard setup includes filling out the Settings screen fields so that the information is included on the report, including any laboratory logo. Instructions on completing this screen are available in the HealthCloudPOL manual Settings section. Completing this part of setup is included in Standard Edition subscription LabLynx, Inc. Setup & Training support. This can be done at any stage of the setup process.
Probably the most important part of HealthCloudPOL Setup & Training is the setup of the tests used in the lab. If this isn't correct and complete, then the LIS core functionality is also not properly functional. Test setup is included as part of Standard Edition subscription Setup & Training provided by LabLynx, Inc.. If you have the free Basic Edition, instructions on how to perform test setup are included in the HealthCloudPOL manual in the Test Management section. However, every lab is a little different, and it may be useful to consider the Standard Edition (you can switch at any time) to obtain Setup & Training services. To do that, contact LabLynx, Inc., or go to http://healthcloudpol.com and contact us there.
There are over 50 common assays and ~1000 parameters included in your HealthCloud Physician Office LIS by default. But any tests that you want to use may need their parameters and/or ranges adjusted, instrument assigned etc. before being activated and published for use. Additional new tests may be created if necessary. Results may include any alphanumeric values, including symbols (e.g. <, >, etc.), and may also be selectable, with user-defined choices (e.g. present, ND, neg/pos etc.), with multi-select also available.
If instruments are to be integrated (Standard edition only), parameters must be mapped between the instrument and HealthCloudPOL. This will be part of LabLynx, Inc. integration services. Instructions are in the manual in the Test Management and Instrument Management sections as well, if you would like to review.
Additionally, for either account, any set of tests may be grouped as Test Panels, and assigned in a single click to specimens. This is included in Standard subscription Setup & Training, and instructions are also provided in the manual's Test Panel Management chapter.
HealthCloudPOL contains over 50 standard clinical assays and around 1000 parameters by default
As part of the required Setup & Training, any instruments used by the lab are entered into the Instrument Management area of the LabLynx, Inc. HealthCloud Physician Office LIS. For Standard Edition subscribers, if they are interfaced so that orders and/or results are sent/received between HealthCloudPOL and the instrument, then the analytes, or parameters, must be "mapped" or translated so both entities speak a common language. This will be included as part of LabLynx, Inc. services if interfacing is selected as part of your HealthCloudPOL Standard Edition package. Instructions on mapping parameters are also found in the HealthCloudPOL manual in the Test Management and Instrument Management sections.
Admin TrainingLabLynx, Inc., usually responsible for submitting any tickets to the Help Desk (if subscribed) and for approving completed ones.
LIS Administrator (Admin) training is the centerpiece of required setup of HealthCloudPOL. The manual is designed to support you in accomplishing self-conducted training and setup. HealthCloudPOL Standard Edition subscribers have Setup & Training services delivered as part of your package. Training is hands-on and includes initial setup/configuration. It is conducted interactively online where it is recorded for reference and to help train others if/when needed.
The setup tasks completed and trained on during Admin training include:
This training is supported by the above topics and more in the HealthCloudPOL Manual.
User TrainingHealthCloudPOL manual, and is delivered by LabLynx, Inc., managed in the Help Desk during implementation if included in your package (HealthCloudPOL Standard Edition subscription). Otherwise, users make use of the manual and other HealthCloudPOL Support Resources.
Unlike Admin training, User training is aimed at training staff on how to use the LIS only in relation to their particular roles. For instance, a user who only enters assay requests need not be taught how to batch samples and enter results. Different access profiles are assigned by the LIS Administrator to other users according to job function. User training focuses on their specific job functions with regard to HealthCloudPOL.
The areas covered in User Training include some or all of the following:
- LIS Operation
- Order Management
- Specimen Batching
- Data Entry
- Pending List
- Report Review/Approval
- Patient Management
- Instrument Management
- Lab Inventory
- Order Report Archive
- Document Record Management
- Support Resources
For more on these topics, view them individually or see Chapter 3 - User's Guide section of the HealthCloudPOL manual.
System VerificationLabLynx, Inc. HealthCloud Physician Office LIS is to review each of the functions, running a trial order and specimens through assays and viewing reports, including specimen labels. This is called System Verification. It is a verification that the system is functioning as designed.
This is included in LabLynx, Inc. setup services if you have the Standard Edition subscription HealthCloudPOL package. Otherwise, you can use the manual and any other HealthCloudPOL Support Resources to help you verify functionality. If Setup & Training have been completed successfully, then Chapter 3 - User's Guide can serve as a guide to verification.
CustomizationHealthCloudPOL is user-configurable so that you can modify existing assays, create your own new ones, set your own choices in drop-down picklists, upload your own logo for display on the results report and the like - even in the free Basic Edition, if you opt for the Standard Edition subscription it also may be customized, that is, modified at the code level, to your specifications and preferences through the purchase of Custom Plugins. LabLynx, Inc.'s certified development professionals are at your service. Simply let us know what you want when you are defining your scope (see Requirements Checklist), or submit a request to the Help Desk at any time thereafter, and your system can be customized in any way you choose.
IntegrationHealthCloudPOL readily integrates with any other application, database, agency or device/instrument that is capable of being interfaced. LabLynx, Inc. offers interfacing options to meet whatever your needs dictate. You can include integration services in your initial scope or request them at any other time through the Help Desk.
Connect your HealthCloud Physician Office LIS to your EHR so that patient information, assay requests and results are shared and automated, link instruments to the LIS so that requested assays are communicated to the instrument and results returned automatically to the LIS for review and reporting.
These and any other integrations - e.g. to billing services, reference labs, patient portal - are readily available, with many channels already in service for other customers and more released every day. Whatever it is, your integration plugin will be custom-configured to your unique needs.
ValidationLabLynx, Inc. HealthCloud Physician Office LIS is designed to support all applicable standards and regulations, and validation services are available to validate the system to any of these.
During planning stages (see Requirements Checklist) you can specify any validation (or any other) services you require. These can also be contracted at any other time, by submitting a request to the Help Desk or contacting LabLynx, Inc. directly.
Go Live Assistance
A final optional service offered for HealthCloudPOL is support as you begin daily operations. No matter how much pre-planning was done and how carefully the system is implemented, there is always the chance of unforeseen blips when you are trying to begin processing real orders. Go Live assistance from LabLynx, Inc. or one of our certified partners ensures you have instant support as you launch your system. You can obtain Go Live support either by specifying it when scoping out your HealthCloudPOL account, or by submitting a request ticket to the Help Desk or contacting LabLynx, Inc. directly.
No matter how reliable and intuitive the system, it's always better to have experienced support and guidance around when making that first launch into daily use. And ongoing Help Desk subscription and full support are also available as an ongoing subscription. Just contact us at http://healthcloudpol.com any time to get signed up.