Learn LabFlow

LabFlow is set up for your laboratory by our team during onboarding. Here's what happens and what you need to do after your account is created.

Initial Setup (done by LabFlow team)

1. 1

   Organization Created

   We create your organization with your lab name, license number, and contact details.

2. 2

   Admin Account

   An admin user is created for you with a temporary password sent via email.

3. 3

   Branches Configured

   Your main branch (and any additional branches) are set up with addresses and phone numbers.

Your First Steps After Login

1. 1

   Change Your Password

   Go to Settings → Profile and update your temporary password.

2. 2

   Upload Lab Logo

   Go to Settings → Organization and upload your logo. This appears on all PDF reports.

3. 3

   Set Up Your Test Catalog

   Navigate to Test Catalog and add your tests with parameters, reference ranges, and pricing. You can also request our team to import your catalog.

4. 4

   Create User Accounts

   Go to User Management and create accounts for your staff (technicians, receptionists, etc.).

5. 5

   Register Your First Patient

   Go to Patients → New Patient and register a patient to test the workflow.

6. 6

   Create a Test Order

   Navigate to Orders → New Order, select the patient, choose tests, and create your first order.

Manage patient records with demographics, medical history, and contact information. Each patient gets an auto-generated unique code (e.g., P-10001).

Registering a New Patient

1. 1

   Navigate to Patients → New Patient

   Click the '+ New Patient' button on the patients page.

2. 2

   Enter Required Information

   Full name (Arabic is required), date of birth, and gender are mandatory fields.

3. 3

   Add Optional Details

   Phone number (needed for WhatsApp delivery), blood type, allergies, medical conditions, and emergency contact.

4. 4

   Save

   The system generates a unique patient code automatically.

Required vs Optional Fields

Finding Patients

Use the search bar on the Patients page to find patients by name, patient code, phone number, or national ID. You can also filter by gender and blood type.

Orders are the core of LabFlow's workflow. An order connects a patient to one or more tests, tracks samples, and flows through the entire process from collection to report delivery.

Creating an Order

1. 1

   Select Patient

   Choose an existing patient or register a new one directly from the order form.

2. 2

   Choose Tests

   Search and select individual tests or pre-configured panels. Pricing is calculated automatically.

3. 3

   Set Priority

   Normal (default), Urgent, or STAT. Urgent and STAT orders are highlighted throughout the system.

4. 4

   Add Clinical Information

   Optionally add referring doctor, diagnosis, clinical notes, and fasting status.

5. 5

   Apply Discounts

   Add per-test or order-level discounts if applicable.

6. 6

   Confirm Order

   The order is created with a unique number (e.g., ORD-2026-00018) and an invoice is auto-generated.

Order Status Workflow

Sample Collection

After creating an order, collect the required samples. LabFlow tracks each sample with:

• •Sample type: Blood, Serum, Plasma, Urine, Stool, Sputum, CSF, Swab, Tissue
• •Container type: EDTA tube, Serum separator, Plain tube, Citrate tube, Heparin tube, etc.
• •Sample condition: Good, Hemolyzed, Lipemic, Icteric, Clotted, Insufficient
• •Barcode label printing for sample identification

Sample Rejection

If a sample is unsuitable for testing, it can be rejected with a reason:

• •Hemolyzed sample — red blood cells destroyed
• •Insufficient volume — not enough sample
• •Wrong container — incorrect tube type used
• •Clotted sample — unwanted clotting in anticoagulant tube
• •Contaminated — bacterial or chemical contamination
• •Improper labeling — missing or incorrect label
• •Patient ID mismatch — sample doesn't match patient
• •Expired collection — too much time since collection

Result entry is where lab technicians input test values, and the system automatically flags abnormal and critical results based on configured reference ranges.

Entering Results

1. 1

   Open the Order

   Navigate to Results Entry and select the order to work on.

2. 2

   Select Unit System

   Toggle between SI and Conventional units using the SI/Conv button at the top. Your preference is remembered.

3. 3

   Enter Values

   Type the result value for each parameter. The reference range is shown next to each field.

4. 4

   Review Flags

   The system auto-flags results: H (High), L (Low), C-H (Critical High), C-L (Critical Low).

5. 5

   Add Comments

   Optionally add interpretive comments for any parameter.

6. 6

   Mark as Completed

   Click 'Completed' when all parameters are entered.

Auto-Flagging System

Result Types

Validation Workflow

LabFlow supports a two-level validation workflow:

• •Technical Validation — Lab technician verifies data entry accuracy, checks for QC issues, and confirms sample quality.
• •Medical Validation — Supervising doctor or pathologist reviews results for clinical significance, identifies patterns, and approves for release.
• •Both levels record the validator's name and timestamp for audit purposes.

The test catalog is where you define all the tests your laboratory offers, including their parameters, reference ranges, pricing, and sample requirements.

Adding a New Test

1. 1

   Navigate to Test Catalog → Add Test

   Click the '+ Add Test' button.

2. 2

   Enter Test Details

   Code (e.g., CBC), name, category, sample type, turnaround time, and price.

3. 3

   Add Parameters

   Define each measurable parameter (e.g., WBC, RBC, Hemoglobin) with units and decimal places.

4. 4

   Set Reference Ranges

   Configure normal and critical ranges for each parameter, broken down by age and gender.

5. 5

   Activate the Test

   Toggle the test to Active so it appears in order creation.

Test Categories

Tests are organized into categories for easy browsing:

• •Chemistry / Biochemistry
• •Hematology
• •Coagulation
• •Hormones
• •Serology (Immunology)
• •Special Tests
• •Blood Gases
• •Urine Analysis
• •Blood Bank
• •Stool
• •Microbiology
• •Body Fluids

Reference Ranges

Reference ranges can be configured per parameter with the following dimensions:

• •Gender: Male, Female, or All (applies to both)
• •Age range: Specified in days (e.g., 0–365 for infants, 366–6570 for children, 6571+ for adults)
• •Normal range: Min and max values for both SI and Conventional units
• •Critical values: Thresholds that trigger critical flags
• •Conversion factor: Multiplier between SI and Conventional units

Test Panels

Panels group multiple tests together for convenience and pricing. For example, a "Lipid Panel" might include Total Cholesterol, HDL, LDL, and Triglycerides.

• •Panels have their own code and name
• •Panel price can be set lower than the sum of individual tests
• •A discount percentage can be applied to the panel
• •Tests within a panel can be ordered individually or as the full panel

LabFlow generates professional PDF reports with your laboratory's branding, color-coded reference ranges, and QR verification codes.

Report Contents

• •Lab header with logo, name, address, license number, and contact info
• •Patient information: name, ID, age, gender, order date, report date
• •Test results grouped by category (Hematology, Biochemistry, etc.)
• •Reference ranges displayed next to each result
• •Color-coded range bars showing where the result falls (green = normal, yellow = high/low, red = critical)
• •Abnormal results highlighted with H/L/C-H/C-L flags
• •Validating doctor's digital signature
• •QR code linking to the verified report
• •Report number and generation timestamp

Report Customization

Customize reports in Settings → Organization:

• •Upload your laboratory logo
• •Set lab name, address, phone, and license number
• •Configure report header layout (centered or left-aligned)
• •Choose single-column or two-column result layout
• •Add custom footer text

Report Specifications

Send verified lab reports directly to patients via WhatsApp with a single click. Reports are sent as PDF attachments with a personalized greeting message.

How It Works

1. 1

   Patient has phone number on file

   Ensure the patient's phone number is registered (with country code, e.g., +972).

2. 2

   Results are validated

   All test results must be validated before a report can be sent.

3. 3

   Generate report

   Generate the PDF report from the order page.

4. 4

   Click 'Send via WhatsApp'

   The report is sent as a PDF attachment with a greeting: 'Dear [Patient Name], your lab results are ready.'

5. 5

   Track delivery

   View delivery status: Sent → Delivered → Read.

WhatsApp Setup

WhatsApp integration is configured in Settings → WhatsApp. Our team assists with the WhatsApp Business API setup during onboarding. You'll need:

• •A dedicated phone number for your laboratory
• •WhatsApp Business API access (we help set this up)
• •Message templates approved by WhatsApp

If your laboratory has multiple locations, LabFlow lets you manage them all from a single dashboard while keeping data and reporting separate per branch.

Branch Features

• •Each branch has its own address, phone, and report header
• •Users can be assigned to specific branches
• •Orders and samples are tracked per branch
• •Reports show the branch-specific header and contact info
• •Dashboard can be filtered by branch or show all branches
• •Consolidated analytics across all branches for managers

Setting Up a New Branch

1. 1

   Go to Settings → Branches

   Click '+ Add Branch'.

2. 2

   Enter branch details

   Name, address, phone, and email for the branch.

3. 3

   Assign users

   Go to User Management and assign staff to the new branch.

4. 4

   Configure report header

   Upload a branch-specific logo if different from the main lab.

LabFlow's QC module helps you monitor analytical accuracy using Levey-Jennings charts and Westgard rules, essential for laboratory accreditation.

Levey-Jennings Charts

Visualize QC results over time with interactive charts that show mean, ±1SD, ±2SD, and ±3SD lines. Zoom into specific date ranges and identify trends.

Westgard Rules

The system automatically evaluates QC data against Westgard multi-rules:

QC Lot Management

• •Track QC materials by lot number, manufacturer, and expiry date
• •Set target values and acceptable ranges per material
• •Receive alerts when QC lots are approaching expiry
• •Full history of all QC runs per lot for audit

Track reagents, consumables, and supplies with real-time stock levels and automatic low-stock alerts.

Key Features

• •Add items with name, category, unit, and reorder level
• •Record stock additions (purchases) and usage (consumption)
• •Automatic low-stock alerts when quantity drops below reorder level
• •Track expiry dates for reagents and materials
• •Full transaction history for audit trail
• •Filter inventory by category, stock status, or expiry

Stock Transactions

LabFlow automatically generates invoices when orders are created and tracks payments through completion.

Invoice Workflow

1. 1

   Order Created → Invoice Auto-Generated

   Test prices from the catalog are applied, including panel discounts.

2. 2

   Record Payment

   Accept payment by Cash, Card, Bank Transfer, or Insurance.

3. 3

   Track Status

   Invoices are marked as Pending → Partial → Paid. Overdue invoices are flagged.

Payment Methods

The analytics dashboard provides real-time insights into your laboratory's operations.

Available Metrics

Charts & Visualizations

• •Orders Overview: Daily/weekly bar chart showing order volume trends
• •Tests by Category: Distribution of ordered tests across categories
• •Revenue by Day: Financial performance over time
• •Status Distribution: Breakdown of order statuses
• •Abnormal Tests by Gender: Abnormality rates compared between male and female patients
• •Abnormal Tests by Age Group: Heatmap showing which age groups have higher abnormal rates

LabFlow uses role-based access control to ensure each team member sees only what they need.

LabFlow uses a flexible unit system. Data is always stored in SI units internally, but displayed in whichever unit system you prefer.

How It Works

• •Default: SI units (standard for most analyzers in Palestine)
• •Toggle: Switch to Conventional units with the SI/Conv button during result entry
• •Storage: All values stored in SI — conversion happens at display time
• •Reports: Show results in the unit system active when the report was generated
• •Reference ranges: Automatically adjust to match the displayed unit

Common Conversions