Set Up Lab Providers, Tests & Fees

Set Up Lab Providers, Tests & Fees

Estimated reading time: 5 min

Set Up Lab Providers, Tests & Fees

RxWorks Lab Manager can enhance your laboratory workflow by enabling 2-way communication between RxWorks and integrated in-house/external reference labs. Non-integrated devices can still benefit from the Lab Manager workflow by helping to create accurate Lab Order Task Lists.
Some setup is needed to correctly link suppliers to test codes, and test codes to chargeable lab items. Key areas of setup are listed below. Use the article index to skip to a section of interest for more information.

Lab Service Providers

At least one Lab Service provider is required in order to use any of the lab manager functionality. This section will show you how to add & manage lab service providers in RxWorks.

Lab Test Codes

Lab test codes identify the correct test to be performed by in-house devices or through an external reference laboratory. Test codes are mandatory for enabling bi-directional laboratory communication. Test codes may also be used for one-way communication where a printed lab order request form is produced. Use this section to learn how to configure test codes and link them to provider details.

Species Mapping

Most lab service providers require patient species information to correctly process lab tests. Use the species mapping tool to help link your practice species list to the supplier species list.

Breeds Mapping

This feature is included in the event that lab service providers require breed information in future. There are no known requirements for breed information just yet, but the function is ready just in case. We’ll keep you posted on any future developments in this area.

Attach Test Codes to Lab Charges

Relevant patient, visit, and test information can be sent directly to integrated devices & reference labs. Attaching lab test codes to your lab test charges (fee items) enables a Lab Order Request to be sent automatically when the test is charged in a visit. Use this section to help you attach lab test codes to your lab charges.

Check the device configuration articles for specific configuration settings applicable to your in-house device/Reference Lab.

Managing Lab Service Providers

All laboratory work within RxWorks is linked to a Lab Service Provider. Lab Service Providers may be linked to in-house diagnostics machines, or to external reference laboratories. If your Lab Service Provider is not integrated with RxWorks, you can still add the provider details to help generate a Lab Order Task List.

Manage Lab Service Provider Details

Provider details can be added and updated from the ‘Configure Lab Service Providers’ screen. Select ‘Service Providers & Tests’ from the Lab Manager Main Menu to open the screen and begin making changes.

Task Panel > Lab Manager > Service Providers & Tests

Add a New Lab Provider

To add new provider details, click the ‘ADD’ button and complete the provider details for each field.

RxWorks 4.6 & below only: If your provider has an integrated interface in RxWorks, select the correct interface from the drop-down list (can be left blank if not applicable). Click ‘SAVE’ to complete the addition.

Update Lab Provider Details

To change the provider details, click the provider name from the list to open the details for editing. Complete changes by clicking ‘SAVE’. Providers may be deleted only if no lab tests or results are linked to them.

It is usually only necessary to have one entry per provider. It is not necessary to have multiple provider entries for device instances i.e. only one IDEXX IVLS entry is required even if there is a device in each of my 3 practice branches.

Configure Lab Test Codes

Lab tests are represented by an abbreviated code or acronym. These codes are transmitted to your lab device or the lab order task list when a lab order request is created. Codes are assigned to each provider based on the test capability of the device or reference lab.

An example of lab test codes for a provider is shown above. RxWorks will have some codes pre-configured depending on the device or reference lab used. The list of support test codes can be obtained from the lab service provider or device documentation. Read on to see how to add additional test codes to laboratory providers.

Adding New Test Codes

Navigate to the ‘Configure Lab Tests’ window via Task Panel > Lab Manager > Service Providers & Tests. Click the ‘Configure Tests’ button to open the list of test codes for that supplier.

Select the supplier from the drop-down list to make changes to the codes list.

Click the ‘ADD’ button & fill in the test code and description, then click ‘SAVE’ to finish.

Edit Or Delete Existing Test Codes

To make corrections to test codes and descriptions, click the edit or delete icon to the left of the code list entry.

  • Codes that have been used in lab tests cannot be deleted.
  • Test descriptions may be edited even if the code has been used in a test.
  • Lab Provider Species Mapping

    Lab devices and reference labs usually require patient species information to correctly process laboratory tests. Species mapping helps link the species listed in RxWorks to the supplier species list.
    Navigate to the ‘Configure Lab Tests’ window via Task Panel > Lab Manager > Service Providers & Tests. Click the ‘Species Mapping’ button to access the mapping configuration window.

    Select the Lab provider from the drop-down list.

    For each RxWorks species listed on the left, choose the closest matching value for the service provider from the corresponding drop-down list. All changes will be saved automatically.

    The Auto Match button may also be used to automatically map common species names to the species names used by integrated providers. Some manual mapping will still be required after using the ‘Auto Match’ feature.

    Lab Provider Breeds Mapping

    Lab devices and reference labs may require patient breed information to correctly process laboratory tests. Breed mapping helps link the species listed in RxWorks to the supplier breed list.
    Navigate to the ‘Configure Lab Tests’ window via Task Panel > Lab Manager > Service Providers & Tests. Click the ‘Breeds Mapping’ button to access the mapping configuration window.

    Select the Lab provider and species from the drop-down lists.

    For each RxWorks breed listed on the left, choose the closest matching value for the service provider from the corresponding drop-down list. All changes will be saved automatically. The Auto Match button may also be used to automatically map common breed names to the names used by integrated providers. Some manual mapping will still be required after using the Auto Match feature.

    This feature is included in the event that lab service providers require breed information in future. There are no known requirements for breed information just yet, but it the function is ready should this requirement change.

    Attach Test Codes to Lab Charges

    Once your service providers, test codes and species mapping is complete, you will be able to attach lab test codes to billable items in RxWorks. Charging for laboratory services will trigger sending a lab order request directly to supported in-house lab machines, or create an entry on the lab order task list. There are a number of benefits to linking lab tests to fee items including:

  • Reduced missed charges – you are billing up-front for laboratory work.
  • Fewer Steps – request is sent directly to supported devices and reference labs.
  • Improved Accuracy – Requests carry the patient and visit information which leads to less manual data entry error.
  • Linking A Lab Test To A Fee

    Attaching a lab test to a fee item is very similar to attaching a reminder or certificate. If the fee item for the test does not exist, you will need to add the new fee item before proceeding.

    1. Open the Products & Service/Fees work area from the Task Panel, Ribbon Bar, or RxWorks Orb.
    2. Use the Find button to search for a laboratory charge.
    3. Click the Lab Tests button from the ribbon bar.
    4. Click Add from the Lab Tests window, then select the provider from the drop-down list.
    5. A drop-down list of codes linked to the selected supplier is displayed. Select the Test Code that you want to attach from the list.
    6. Click Save to complete the changes. Close the lab tests window when you have finished adding all tests.

    Lab tests added to the fee item will be listed in the Lab Tests window, and the Lab Tests ribbon bar button will be highlighted in orange.

    You can add multiple additional tests to the same fee item as required. Tests can be removed from the fee item by clicking the red X icon.

    Was this article helpful?
    Dislike
    Views: 2