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.

Use the compact order workspace

Create Order opens one continuous compact workspace. Patient details, tests, requirements, visit information, billing context, history, and totals remain visible on the same page, and the areas stack vertically on a phone or narrow screen.

Use the family-based Client and Patient searches, searchable mobile-number selector, inline doctor search, routine test menu, selected-tests ledger, and dense order fields from top to bottom. Select the primary Client first; the Patient and Mobile Number dropdowns then search the client as Self and every linked family member. Selecting either a matching name or mobile number fills the same patient record. Select the person receiving the tests so date of birth and age come from that Patient. For a new patient, complete either date of birth or age and leave the field; Kashef calculates the other value after you finish typing. Changing age creates an estimated January 1 birth date, while entering an exact birth date calculates the current age. If the family member is missing, enter the Patient details and relation; submitting creates and links the new member automatically. The doctor field works the same way: select a matching doctor, or leave the typed unmatched name to create the doctor on submission. The Available Tests ledger automatically loads more catalog rows as you scroll. Use the top actions to Save Draft, Resume Draft, Discard Draft when a resumed intake should be abandoned, or Create Order after the review is complete.

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.