Create the first order

Introduction

An order is the central record for patient work in Kashef. It connects patient identity, visit type, selected tests, samples, pricing, payments, result entry, review, report release, and delivery.

The first order should be a practice order. Use sample data first, confirm the full workflow, then repeat with a real patient once the team is confident.

Pick your entry layout

Create Order offers two layouts with the same fields. All-in-one keeps every section on one screen for fast, high-volume entry. Step by step walks you through Patient, Tests, Order details, and Review & total, checking each step when you select Next. Switch at any time with the Order entry layout control at the top; Kashef remembers your choice.

Click Patient Name, Mobile Number, or Referring Doctor to see the most recent records before typing, or type to search. By default the patient is also the client. Turn on The patient is a family member of another client only when ordering for a child or relative under someone else's account, then choose the client and the relation. For a new patient, enter either date of birth or age; Kashef fills the other one. Click a test row to add it, and use the top actions to Save Draft or Create Order.

Find or create the patient

Start by searching for the patient. Search by phone, name, national ID, or another identifier your lab uses. Always search before creating a new patient. Duplicate patient records make history, portal access, and reporting harder to trust.

If the patient does not exist, create a new record with reliable identity details. At minimum, capture name, phone, age or birth date, gender if needed for reference ranges, and any required contact notes.

Confirm patient identity verbally before selecting tests. A correct order starts with the correct person.

Choose the visit type

Select how the patient is being served. A branch visit is different from a home visit, portal request, partner lab order, company order, or insurance order.

Visit type can affect sample collection, price, dispatch, branch responsibility, and report delivery. If the patient requested a home visit, make sure address and timing details are complete before confirming.

Add doctor, contract, or insurance context

If the order is linked to a referring doctor, company, insurer, or contract, add that context before selecting prices. These fields can affect commissions, eligibility, invoice ownership, and calculated totals.

Do not guess insurance or company details. If eligibility is unclear, pause and confirm before promising a price to the patient.

Select tests and packages

Add tests and packages from the catalog. Review sample requirements with the patient when needed, especially fasting, timed samples, urine collection, culture samples, or special preparation.

For a selected profile or package, use its edit button to review the included tests. Uncheck any test that should be excluded from this order, add an optional per-test comment, and save. At least one test must remain selected and the configured profile or package price stays unchanged.

If a test is missing, inactive, or priced incorrectly, do not create a manual workaround for a live order. Ask a manager or catalog admin to fix the test definition first.

Review pricing

Before confirming, review the calculated price. Check base prices, package prices, contract prices, discounts, patient share, insurer share, paid amount, and remaining balance.

If the total looks wrong, stop. Common causes include selecting the wrong contract, missing base price, inactive discount rule, incorrect package setup, or wrong branch context.

Collect payment

Record the payment using the correct method. If the patient pays partially, confirm whether partial payment is allowed and whether the report can be released before the balance is paid.

Print or send the receipt if your workflow requires it. Cashiers and accountants should be able to reconcile the transaction later from the finance ledger.

Print barcodes and collect samples

After confirming the order, print sample labels. Check that labels show the right patient, order, sample type, and barcode. Attach labels before samples leave the collection area.

Mark samples as collected and received according to your workflow. If a sample is rejected or needs recollection, record the reason clearly so reception and technicians know what happened.

Move the order forward

Once samples are ready, the order moves into processing and result entry. Technicians enter results, reviewers approve them, and the report is released when sample, QC, review, and payment rules are satisfied.

Managers should review the first few orders of the day to make sure staff are updating statuses correctly. Dashboard and queue numbers only work when statuses are maintained during the workflow.

First order checklist

Before creating a real patient order, confirm:

• Patient identity search works.
• The needed tests are active in the catalog.
• Prices calculate correctly.
• Payment methods are available.
• Barcode labels print clearly.
• Staff know how to mark sample collection and receipt.
• Result entry and report release have already been tested.

If the practice order passes these checks, your lab is ready to begin controlled live order entry.