Instruments

What an instrument record controls

An instrument record represents an analyzer or processing device used by the lab. It stores bilingual identity, location, model, serial number, status, active flag, supported tests, tube compatibility, workload information, working schedule, and connection settings. These fields support QC history, automatic sample routing, operational capacity, and analyzer monitoring.

Create one record for each physical analyzer that matters to routing or QC. If two identical analyzers operate in different branches, create two records so location and status stay accurate.

Where to manage instruments

Company administrators can open Admin → Instruments in the Lab Panel to manage analyzers across the laboratory company. Branch managers can open Devices → Instrument Management in the Branch Panel to manage the same settings without leaving their active branch workspace.

The Branch Panel shows only instruments assigned to the active branch. When a branch user creates or edits an instrument, Kashef locks the location to that branch and rejects any altered location value submitted by the browser. Switch branches first when you need to manage another location. The Device Inbox beside Instrument Management is for reviewing imported analyzer values; it does not replace the instrument configuration page.

Instrument details

The details section includes branch location, English and Arabic names, model, serial number, status, and active flag. Both names are required for new records so each interface can display the analyzer correctly. Location must be an active branch in the current laboratory company. Central labs are labeled in selection lists so staff can distinguish processing sites from patient branches.

Status can be online, busy, maintenance, or offline. Use status actions from the table to quickly mark an instrument online, busy, under maintenance, or offline. Keeping status current helps operations avoid routing work to unavailable equipment.

Use Active for lifecycle control. Disable a retired or temporarily unavailable configuration instead of deleting it. Instrument deletion is intentionally unavailable because QC results, sample routing, and planning records may reference the analyzer.

Tube compatibility and supported tests

Tube compatibility links the instrument to active tube types. Supported tests link it to active tests. Both selectors accept only active records from the current laboratory company. These relationships are used by automatic sample routing.

After saving an instrument, open Test Mappings to manage each analyzer-test relationship. A mapping stores its active state, routing priority, average processing minutes, direct cost in EGP, STAT support, and operational notes. Lower priority numbers are preferred first. Removing a mapping removes only that routing relationship; it does not delete the analyzer or catalog test.

If a sample does not route to an expected analyzer, check whether the instrument supports the test and tube type, whether the instrument is active, and whether the branch location is correct.

Operations fields

Operations fields include current backlog count, capacity per hour, average processing minutes, batch size, minimum batch size, current batch fill, partial-batch support, and STAT bypass support. These values help the system and managers understand analyzer workload and batching behavior. Minimum batch size and current fill cannot exceed the configured batch size.

For high-volume analyzers, keep capacity and average processing time realistic. Understated capacity can make the analyzer look overloaded. Overstated capacity can hide bottlenecks and lead to missed turnaround expectations.

Working schedule and connection

The working schedule records one enabled window per weekday with 24-hour HH:MM start and end times. The end must be later than the start. Disable a row to retain the window without making the analyzer available that day. Leave the schedule empty for a continuously available analyzer.

Connection settings include protocol and connection type. TCP/IP connections can store a valid IPv4 address and port from 1 to 65535. Serial-port connections can store the operating-system device name and manufacturer-specified baud rate. Supported protocols include ASTM, HL7, and serial. These values document interface configuration; coordinate production changes with the integration and network teams.

Table and filters

The table shows the name for the current interface language, model, location, supported test count, serial number, protocol, status, backlog, capacity, active state, and last connected time. Filters include active status, protocol, and instrument status. Record actions allow authorized users to change status or edit configuration. There is no delete action.

Use this table at the start of a shift. If an instrument is in maintenance or offline, update the status before staff enter QC or route patient samples.

Maintenance, calibration, downtime, and corrective actions

Open an instrument and select Maintenance, Calibration & Downtime. Schedule preventive maintenance, calibration, planned or unplanned downtime, or a corrective action with a clear scope, due date, priority, owner, and optional recurrence. Starting an action automatically pauses instrument routing by setting it to Maintenance or Offline.

The hourly due detector sends branch-manager reminders during the seven days before the deadline. Missed work becomes Overdue, escalates with age, and keeps the analyzer unavailable. Close an action only after recording Passed, Failed, or Completed with follow-up, accountable notes, and private PDF/JPG/PNG evidence (up to five files, 5 MB each). Link the post-service QC result when available. A passed recurring action creates its next schedule automatically; a failed action keeps the instrument under maintenance.

QC entry shows blocked instruments with the exact service reason and will not save against overdue or in-progress service work. Do not manually mark the analyzer Online to bypass an open service event; close the evidence workflow first.

Checklist

• Each physical analyzer has one clear record.
• English and Arabic names identify the same physical analyzer.
• Location matches the branch where the instrument operates.
• Status and active flag reflect real availability.
• Supported tests and tube types are mapped.
• Test-mapping priority, timing, EGP cost, and STAT support are reviewed.
• Capacity, backlog, batch, and STAT fields are realistic.
• Working schedule and connection settings are maintained for interface-ready analyzers.
• Maintenance, calibration, downtime, and corrective actions have owners, due dates, evidence, and verified closure.