Samples and barcodes

What the Sample Log controls

The Samples page is shown in the Lab Panel as the Sample Log. It is the operational home for tubes, containers, swabs, aliquots, labels, receipt state, routing, rejection, transfer, and sample-level result entry.

Use this page whenever the question is about a physical sample. The order tells you what the patient requested. The Sample Log tells you what was collected, where it is, what condition it is in, and what can safely happen next.

Header actions

The order's Sample Log keeps one page-level action: Print All Barcodes. It opens one printable document containing a label for every current sample on the order, so the collector can verify the complete label set before collection.

Each label includes the sample barcode, patient and order identity, every included test code, tube type and color, required quantity (Q), sex (S), and the patient's integer age at the encounter (A). Confirm these fields against the patient and physical tube before applying the label.

Missing tests and replacement samples

The Missing Tests Samples table appears immediately below the main Sample Log when action is needed. It combines tests that have no active sample with rejected or recollection-required samples. Each row explains whether it is missing or replacing a rejected sample and retains the original rejection reason.

Use Create Sample on one row, or select several rows and choose Create Selected Samples. Kashef creates or reuses the minimum valid sample plan for those tests. A replacement remains linked to its rejected source sample so the original barcode and rejection decision stay visible in the audit history. A resolved row leaves the queue automatically.

The requirements step uses checkboxes: check a requirement only when it is already satisfied. Unchecked requirements remain unmet and may prevent unsafe sample creation. When an order is first created, Kashef atomically assigns every eligible test to an active planned sample; rejected samples never count as active coverage.

Table columns

The Sample Log table includes:

Column	What to check
Sample	Barcode and sample identity.
Included Tests	The tests connected to this sample.
Sample Type / Volume	Container type, sample type, and either planned or confirmed collected volume.
Created / Age	When the sample was created and how old it is.
Status	The current workflow state.
Priority	Normal, urgent, or critical handling.

The Included Tests column shows both the compact code and the full test name so staff can identify the sample without opening the row. Search can find barcodes, test codes, and test names. Filters help narrow by status, priority, and sample type. Use Print Barcode on one row for a single label, or select several rows and use Print Selected Barcodes to print only those labels.

For one sample, choose Change Status in its row. To update several samples together, select their rows and choose Change Status in the table toolbar. The dialog applies one target status and any supplied custody details to every selected sample, skips samples already at that status, and reports samples that fail custody or workflow checks. Use the row action when collection evidence, such as actual volume, differs between samples.

Leave the collection-volume and saving-location checkboxes clear to enter those values per sample in the modal table. Select either checkbox to enter one shared value for all selected samples; collection time remains shared.

The table uses the same status and priority color meanings in light and dark appearance. If a row has more detail than fits in the table, open the row instead of acting from memory.

Lanes and priority

Open Operations → Samples → Samples Operations for the branch-wide physical work queue. The Current Samples tab uses three accountable lanes:

• Collected shows collected or received samples waiting for processing. Each card shows its saving location, waiting time, and stability deadline when available.
• Processing shows the assigned technician and processing device. Choose Manual when no analyzer is used; otherwise the selected device is the sample's physical location while work is in progress.
• Results shows localized result progress and actions for result entry and approval. The lane follows the selected interface language, while laboratory test names remain canonical English in small left-to-right areas.

Scan a barcode in the box at the top of its current lane. Kashef selects the exact matching branch sample and moves its card to the top. Continue scanning to build a multi-selection, then drag the handle on any selected card to move the whole selection or use Move Selected. Dropping in another lane opens the accountable movement dialog on the same page; select a saving location for Collected or Results and a device for Processing, then confirm. A backward correction always requires a reason. Dropping inside the current lane does not change the sample. When every result is already recorded while a sample is still in Processing, its movement handle remains available only for the required handoff to Results; the result-state lock applies after that handoff.

Use each lane's search for sample ID, order ID, patient ID, or patient name. The adjacent filters narrow that lane by status, included test, priority, and sample type. Every card shows its required test codes.

The Results card has separate Result entry and Approval & release progress. Submit for Approval sends completed results to review but keeps the physical sample in Results. When every required result is approved and released, the sample becomes Results Released and Move to Storage appears. Choose the final saving location then; Kashef calculates EOL from the longest configured test retention period. A rejected result shows Results Rejected and unlocks only correction to Processing or recollection for the rejected tests.

The Stored Samples tab contains released or operational-exception samples. Filter it by EOL. Disposal is available for a single sample or bulk selection only after EOL. Disposed samples leave Samples Operations and remain visible only in the order's Sample Log for history.

Priority is separate from status. A critical sample can still be pending, collected, or processed. Use priority to show urgency; use status to show movement.

Sample detail slide-over

Clicking a card in Samples Operations opens the same detail slide-over in place; it does not send the technician to the order sample list. The shared slide-over also opens when a row is selected in the order's Sample Log, so identity, custody, and material information use one consistent layout in both workspaces.

The slide-over is organized as a Sample Passport with three focused sections:

• Overview shows the workflow rail, identity, patient and order, current location, collector, volume, priority, assigned tests, and notes.
• Sample Journey combines custody changes, physical placement, transfers, reroute requests, actors, times, and correction reasons into one operational history.
• Material Map combines the volume ledger and lineage. It visualizes the current sample between its sources and derived children, records every material transaction, and provides the split, aliquot, and pool action when permitted.

Use the tabs to limit visual noise while keeping all evidence in the same slide-over. On desktop, the left and right arrow keys move between tabs when the tab area has focus.

The Collection Guidance section shows the required collection amount, temperature and stability, preparation, fasting, and bilingual patient and collector instructions captured when the sample was planned. Follow this snapshot for the current sample even if the test catalog is changed later; a catalog change applies to newly planned samples.

The patient name and order ID link to their full records. Use the barcode actions to print the correct label or copy the sample ID; Copied confirms the clipboard action. The Actions button beside the sample ID shows only operations valid for the current lifecycle state. It includes movement, result entry, transfer, setup, material derivation, exception handling, storage, recollection, and disposal as applicable. Transfer is the single routing request; the duplicate reroute command is no longer shown. Remove Tests stays beside the assigned-test list because it acts on selected tests rather than the whole sample.

Read the detail view before changing the status. Many sample mistakes happen when staff act from the list without checking the tests attached to the sample.

In Kashef Cloud, every grouped activity row is selectable and opens its event and field-change details. Open activity log for this sample opens the full audit log with the sample filter already applied. Local Kashef records and synchronizes sample activity but does not render the audit feed; use View Sample Activities in Kashef Cloud from the placeholder to review it.

The Sample Journey is available in the shared slide-over in both Cloud and Local. It lists every physical placement, phase correction, device handoff, storage event, and disposal with the responsible user, exact time, locations, and reason. Review it before correcting a phase or investigating a missing sample.

Common sample actions

Reject / Delete records a reason. Rejection can also require new collection. Use rejection for a clinical or operational problem such as wrong container, insufficient volume, hemolysis, missing identity, delayed transport, leakage, or contamination. Deleting should be rare and should still include a reason.

Change Priority updates the sample priority. Use this when the sample must move faster than normal because of clinical urgency or manager instruction.

Edit Sample Details changes the sample type, planned volume, or manual turnaround override. Once collection is confirmed, the actual volume, collector, and collection time are custody evidence and cannot be edited from this form. A manual TAT override changes the order SLA calculation for that sample; leave it blank to use the catalog turnaround time.

In a row, Change Status lists every configured sample status except that sample's current status, so an authorized user can make a forward change or correct an earlier status directly. When several rows are selected, the table toolbar's Change Status applies one configured target status to all selected samples. Choose the status that accurately reflects the physical samples. Skipping the normal next status requires a reason, and Kashef records it in the custody history. Collection, saving-location, processing-device, storage, rejection, and disposal details remain required when they apply.

Creating or adding a missing sample is a planning action. It records the expected volume and reserves material for the assigned tests, but it does not claim that a physical sample has been collected. When moving a sample to Collected, enter the actual volume and the true collection date and time. Kashef then records the signed-in staff member as collector, starts the stability window, and adds the physical collection event to the volume history.

A sample with no assigned tests cannot move into collection, receipt, processing, or Results. Use the Missing Tests Samples table or correct the order-to-sample assignment first. The Results state remains unavailable until every assigned test has a saved result or an explicit rejected disposition; reject the sample with a reason if it cannot be processed safely.

Add Results allows sample-level result entry for an active sample in Processing or Results when it has assigned tests and is held by the current branch. For full result review and release, use the order results page.

Each row follows the reference type configured in the test catalog. Numeric ranges and range bands accept a numeric value. Expected-value and narrative rows accept text; narrative rows do not show a unit, reference list, or flag. When references exist, the modal lists every configured demographic range and marks the one applicable to the current patient. If none applies, review the patient age and sex and the catalog setup; Kashef saves the entry without assigning an automatic flag.

Remove Tests opens one accountable modal containing every test currently assigned to the sample. Select only the tests that cannot continue, enter one clear reason, and enable Create new sample(s) for the removed tests when recollection is required. Kashef removes the selected assignments together, preserves rejected dispositions and the audit decision, then plans the minimum replacement samples for removed tests that are not covered elsewhere.

Use Add Note in the Notes section to append an operational observation without replacing earlier notes. Kashef records the signed-in user and time in the sample activity history. Use it for handling or condition context; clinical results belong in the localized result workflow.

Request Transfer supports branch, partner, or destination changes when a sample must be processed somewhere else.

Stability, lineage, and volume

The sample summary can include stability state and deadline. Use this when samples are time-sensitive. A sample close to its stability deadline should be prioritized or escalated before it becomes unusable.

Lineage helps track aliquots or derived samples. If a child aliquot exists, do not treat it as an unrelated sample. It is connected to the parent sample and may inherit clinical context.

Use Create Derived Sample only after the source has been physically collected and its available volume is known. Choose Aliquot for a separated portion, Split for another child container from one source, or Pool Multiple Sources to combine compatible samples from the same order. Record the exact volume moved from every source, select the tests assigned to the child, add the storage or handoff location, and write a custody note. Kashef creates a unique child barcode and records each source's before/after balance.

Pooling requires a manager and an explicit irreversible confirmation. Verify every source label, patient/order, sample type, container, and contribution before confirming: pooled material cannot be separated back into its original sources. Never pool samples from different orders or patients, and never bypass an insufficient-volume stop.

Volume history helps explain whether there is enough material for remaining work. If volume is missing or too low, document the issue and follow the lab policy for recollection or cancellation.

Rejections and recollection

When a sample is rejected, write a reason that another staff member can understand without asking you. Good rejection notes include the observed issue, the affected sample, and whether recollection is needed. If a new sample is required, mark that option so the checklist and operations team know why the order is not moving.

Samples marked Require New Sample Collection appear in three connected places: Operations Workbench → Waiting for Recollection, the warning at the top of the order, and Missing Tests Samples below the order's Sample Log. Each place shows the original barcode and rejection reason. Open the item, verify what must be corrected, and create its replacement from the queue row or a deliberate bulk selection. Do not remove the original rejected record; it preserves why recollection was required.

If only one test on a sample is unusable, reject that individual test from the sample details list instead of rejecting the whole sample. Enter a reason and optionally enable auto-create replacement sample so Kashef can place the rejected test on a new or reusable missing sample.

Never reject a sample because the result is abnormal. Abnormal results belong in result review. Reject samples for sample problems.

Missing and overdue collection follow-up

Every pending sample receives a collection deadline and appears in Operations → Sample SLA Queue. The queue puts the earliest deadline first and shows the patient, order, barcode, assigned owner, acknowledgment, and escalation level. Level 1 begins when the deadline is missed; unresolved work escalates again after the configured follow-up intervals.

Managers and operations staff should assign an accountable branch owner with a handoff reason. The assigned owner uses Acknowledge to accept responsibility. Record attempted contact or a safety concern before escalating. Collection closes the follow-up automatically. If the sample cannot be obtained, choose Reject and Request Recollection with a verified reason; use Close as Not Required only after confirming the order decision. Every assignment, breach, escalation, acknowledgment, and outcome remains in the timeline and synchronizes with branch nodes and backups.

Barcode handling

The barcode is the link between the physical sample and the digital record. Print labels from the correct order and confirm the patient before collection. If a label is damaged or swapped, correct the sample record before results are entered.

Scan operational barcodes from the current lane in Samples Operations, rather than from the order Sample Log. A recognized barcode selects the exact branch sample for movement. An unknown barcode, a barcode already belonging to another order in the same lab company, or a damaged/unreadable label must be handled through Barcode Identity Stop instead of advancing the sample.

At the identity stop, compare the patient, order, sample type, requested tests, and physical containers. Choose one accountable outcome:

• Quarantine and stop work records the incident without changing any sample.
• Reject and recollect verified sample rejects the sample selected after the identity check and marks it for recollection.
• Manager override: issue a new barcode is available only to a manager. It replaces the verified sample barcode with a new unique value and preserves the previous and conflicting identities in the audit trail.

If an incident was quarantined, keep the physical sample isolated. After the identity evidence is available, scan the same label again and choose the verified resolution; Kashef updates the original incident instead of creating a disconnected history.

Every outcome requires a reason describing what was wrong, which identifiers were checked, and why the decision is safe. Never relabel an unknown sample merely to make it fit the current order.

For one sample, use Print Barcode in its table row. The barcode print page shows the actual printable label document in the preview frame. Choose the label template first, confirm the patient and barcode in the preview, then select Print Label Now. To print part of the order, select the required table rows and use Print Selected Barcodes. For the complete order, use Print All Barcodes from the Sample Log and verify every label before printing.

Do not reuse a barcode for another patient or another order. If the wrong barcode was used, escalate to a manager and document the correction path.

Sample saving locations and custody

Before routine sample work, a manager creates the branch's physical locations under Operations → Samples → Sample Saving Locations. Use short printed codes and build a hierarchy when helpful, for example Freezer F1 → Shelf 2 → Rack B. Record the approved temperature range and deactivate a place that should no longer receive samples. A location already used in custody history stays available for audit and cannot be deleted.

Every collected, received, or results-phase sample must have an active saving location from its order branch. Processing is the exception: choose Manual when the work does not use an analyzer, or select the active processing device that becomes the current physical location. Kashef records the technician who started the work. Moving a sample forward or backward records the old phase, new phase, old location, new location or device, staff member, time, and correction reason.

This custody check also applies outside the Samples Operations board. Change Status, barcode-based status updates, and Receive Selected require the saving location or processing device before Kashef changes the status. If no valid destination is available, ask a manager to create or activate the correct saving location instead of using a placeholder.

Submitting results for approval never stores the sample. After every required result is approved and released, use Move to Storage and choose the final saving location. A cancelled, rejected, or deleted sample/order is marked in red and permits only storage for EOL. Kashef calculates EOL from the longest retention period among its assigned tests. Samples without a configured retention period show no automatic EOL and must follow the laboratory's documented policy.

Stored samples can be filtered by EOL and disposed singly or in bulk only when EOL is reached. When a sample has no automatic EOL, or laboratory policy requires ending its existing retention early, use Set EOL on the sample card or in Actions. Enter the accountable reason; Kashef sets EOL to the current time for that sample only, replaces any existing date, and records the change in custody history. Disposal remains unavailable until the sample is in storage. Disposal requires a separate reason and records the responsible user and time. Disposed samples leave active and stored queues but remain visible in the order's sample history.

Reporting sample and machine incidents

Open Operations → Incidents → Incident Reporting when an unexpected sample, machine, or general operational event needs accountable follow-up. Choose the affected resource when available, set the observed severity, record when it happened, and describe the immediate containment and operational impact. Do not include a clinical result in an incident message when it belongs in the localized result workflow.

The reporter can follow their own incidents and read public replies. Managers and operations staff have a branch-wide incident inbox, can reply to the reporter, add private internal notes, and move a case through Open, In Progress, Resolved, and Closed. Every status change requires a note and records who made the decision and when.

Use Internal note — managers and operations only only for information that regular lab users must not see, such as an internal investigation or vendor escalation. Put instructions the reporter must follow in a normal reply. Incident records, replies, and status history synchronize between Kashef Cloud and Kashef Local for the same branch.