Development of a Web-based System For Managing Requests For LIS Data Searches in a Distributed

Laboratory Environment

Pathology Informatics 2010

Kavous Roumina, Ph.D.

Walter H. Henricks, M.D.

Cleveland Clinic

Walter H. Henricks, M.D.

Background

• Diverse user groups require data obtained from queries of laboratory information systems (LISs) for purposes including research, operations management, and QA.

• Managing data searches is challenging when:

– search requests originate from diverse locations in a health system

– laboratories at multiple locations are supported by a single LIS

– personnel that perform searches are at sites remote from the laboratory

Walter H. Henricks, M.D.

Objectives of Project

• Develop a Web-based system to improve the request and delivery of LIS data searches across multiple hospital laboratory locations in a health care system running a centralized LIS

• Build an effective communication process around data search requests, beyond just creation of an online request form

Walter H. Henricks, M.D.

Technology - Laboratory Data Search Request (DSR) system

• Web-based application (ASP.NET, Microsoft Corp.), handles Web forms for submission, assignment, and tracking requests

• Database management system (SQL Server, Microsoft Corp.) manages all information provided by the requestors and assigned analysts

Walter H. Henricks, M.D.

Walter H. Henricks, M.D.

• Data Search Request (DSR) system access page

Walter H. Henricks, M.D.

• Web-based form for TPO (Treatment, Payment, Operations) request

• Users enter contact information and search criteria

Walter H. Henricks, M.D.

• Web form for non-TPO request (research) form

• Users enter contact information, search criteria, HIPAA/IRB compliance

Walter H. Henricks, M.D.

• Upon submission, each request is assigned a unique number in the database and routed to an analyst for the appropriate information system (CP, AP).

Walter H. Henricks, M.D.

• Web form for lead analysts/managers to assign search requests to performing analysts

Walter H. Henricks, M.D.

• Assigned performing analyst gets a notification e-mail

Walter H. Henricks, M.D.

• The requestor receives a confirmatory e-mail including contact information for the assigned analyst.

Walter H. Henricks, M.D.

Final Step in Fulfilling Search Requests with DSR

• Upon completion of the search, the analyst marks the request as complete in the database, and the requestor receives an email with the search output data file.

Walter H. Henricks, M.D.

Data Search Request System (DSR): Results and Impact

• Complete, successful replacement of previous paper-based search request and fulfillment process.

• 400 requests processed since go-live (6 months).

• Confirmation to requestors that their request is in process - NEW

• Elimination of delays due to incomplete request information (required fields on form) – NEW

• Improved management and process metrics for available from database – e.g. request volumes, search types, requestor volumes, turnaround time - NEW

Walter H. Henricks, M.D.

Conclusions

• Development of an on-line Laboratory Data Search Request system facilitates fulfillment of LIS data search requests in a geographically and operationally distributed environment.

• Linkage to a back-end database improves management of the search fulfillment process.