Lab Orders

You can work with lab orders from two places in axiUm:

  • Lab Tracking module: This module allows you to create lab orders in axiUm, and then print off the order to send to the lab. It creates laboratory location and contact information, supplementary information definitions, units of measurement, and materials. These are used to track lab work for procedures that require it. Details from the writing of the prescription, through to sending the order out/in and associating costs / charges to the order are stored. The lab charges can be generated from a pre-set procedure code list or can be determined when the lab work is completed. These are internal lab orders attached to a patient record.
  • DDX eLab integration: This integration allows you to create and send lab orders electronically. axiUm works with Digital Dental Exchange (DDX) to allow you to create lab orders and send them electronically to the lab. You can view and edit eLab orders as well as track and manage orders.

Important: The eLab integration can work in conjunction with the Lab Tracking module if your institution uses internal labs or labs that do not support electronic lab orders/DDX.

For more information on the DDX eLab integration, refer to the DDX eLab Integration User Guide.

You can access lab orders from three places within axiUm:

  • EHR module > Labs tab
  • Personal Planner module > Lists tab > Lab Orders sub-tab
  • Patient Care module > Activity tab

To manage lab orders:

  1. Select a patient and open the EHR module.
  2. Click the Labs tab.

    3. All lab orders for the selected patient display.

    Note: For institutions that use both electronic and paper labs (the Lab Tracking module), both display in the EHR and Personal Planner modules. An eLab is distinguished by a blue () icon beside the lab Order#.

    1. Select a listed lab order and review the following information:
      2. Column Description
      Order#

      Displays a unique (axiUm) number that identifies the lab order.
      Case#

      If using the eLab integration:

      • Displays the case number as created by DDX.
      • Displays Draft if the lab order has not yet been approved/submitted.

      If using the Lab Tracking module:

      • Displays the case number created by axiUm.

      Important: While it is possible for an eLab and a paper lab to have the same Case#, the Order# is always unique.
      Date

      Displays the date that the lab order was created.
      Lab Procedure

      If using the eLab integration:

      • Displays the procedure specified in DDX.

      If using the Lab Tracking module:

      • Displays the lab procedure from axiUm.
      Site(s)

      If applicable, displays the tooth site(s) involved in this lab order.
      Discipline

      Displays the discipline associated with paper labs.

      Note: This field is not used for eLab orders.
      Lab

      Displays the laboratory that this order was/will be sent to.
      Completed

      Displays the date the lab order was completed.
      Sts

      Displays one of the following lab procedure statues:

      • P (Planned)
      • I (In Process)
      • C (Completed)
      • X (Deleted)
      State

      Displays the current lab order state:

      • In: The lab order has been returned by the lab.
      • Out: The lab order has been sent to the lab and has not yet been returned.
      • Ready: The lab order has been created but not yet sent to the lab.
      • Completed: The lab order has been received, and the patient has returned and had the procedure completed.
      • <blank>: The lab order has not yet been created (and is still a draft).
      User

      Displays the user that created the lab order.

    2. To view more information about a lab order, complete any of the following: 

      • Paper labs: Select an order and click the Edit Record () icon to display the Lab Order Details window.

        • Tip: You can also double-click an entry to display the Lab Order Detailswindow.

      • eLabs: Select an order and click the Edit Record () icon to display the eLab order in DDX.

        • Tip: You can also double-click an entry to display the eLab order in DDX.

    3. Review the details as necessary.

    Before you create a lab order, ensure that the treatment code and the corresponding lab code have an I status and that both codes have been approved.

    Important: If your case has multiple steps (e.g., a denture or bridgework), the case will go back and forth to the lab at each step. You must only add a lab item to the existing case until the treatment is completed. Do not create a new lab case each time.

    1. Select a patient and open the EHR module.
    2. Click the Labs tab and click the Create a new Record () icon to display the Add Lab Order window.

    3. Complete the following fields and click OK.
      4. Field Description
      Discipline

      Select a discipline from the drop-down list.
      Treatment

      Click the ellipsis to display the Select Treatments (to Lab Order) window and select the treatment.
      Lab Proc

      Click the ellipsis to display the Select Lab Treatment window and select the lab procedure.

      Note: Lab procedures can be linked to treatment procedures in your system.

    4. From the Lab Order Details window, complete the following: 
      1. In the Details field, enter the instructions for the lab order.

        2. Tip: You can also enter instructions for the lab order on a form by selecting the EPR Forms () icon. Complete all questions on the form as required, and close the window.

      2. From the Expected drop-down arrow, select the anticipated return date for the lab order.
      3. Click the Add a new Record () icon.

        4. The lab item and the lab form instructions are added to the list view.

        Note that the EPR form icon has a blue background to indicate that the EPR form needs approval.

      4. Add supplements.
        1. Click the Supplements ellipsis to display the Select Supplement Codes window.
        2. Select the lab item you are physically sending to the lab and click the right arrow icon to move the item to the Selected Supplements pane.
        3. Click Close.

    The lab order is now ready to be approved by faculty. Ensure that both the lab order item and the lab form are approved.

    Important: Your physical lab case cannot be processed by the lab staff until a lab order request for each treatment that needs a lab has been entered in axiUm.

    For treatment procedures that require processing multiple times by a lab such as complete or partial dentures, you can use one lab order involving multiple steps.

    To continue a multi-step order:

    1. Select a patient and open the EHR module.
    2. Click the Labs tab.
    3. Select the listed lab order that you want to add to and click the Edit Record () icon to display the Lab Order Details window.
    4. Complete the following:
      1. Click the Clear Data () icon.
      2. In the Details field, enter the instructions for the next step of the lab order.

        3. Tip: You can also enter instructions for the lab order on a form by selecting the EPR Forms () icon. Complete all questions on the form as required, and close the window.

      3. From the Expected drop-down arrow, select the anticipated return date for the lab order.
      4. Click the Add a new Record () icon.

        5. The lab item and the lab form instructions are added to the list view.

        Note that the EPR form icon has a blue background to indicate that the EPR form needs approval.

      5. Add supplements.
        1. Click the Supplements ellipsis to display the Select Supplement Codes window.
        2. Select the lab item you are physically sending to the lab and click the right arrow icon to move the item to the Selected Supplements pane.
        3. Click Close.

    The item number displays in the list view below.

    Note: The item is marked with an asterisk (*) to indicate that it is the current item being processed.

    Sometimes individual items from a lab order may need to be resent to the lab so they may be redone.

    1. Select a patient and open the EHR module.
    2. Click the Labs tab.
    3. Select listed order that requires a redone item and click the Edit Record () icon to display the Lab Order Details window.
    4. Click the Redo Lab Item () icon to mark the lab order as a REDO, and clear the fields.
    5. (Optional) In the Internal Note field, enter a note. This area is used for discussions between the provider and the lab staff, and is not printed on the order.
    1. Complete the following:
      1. In the Details field, enter the instructions for the next step that needs to be redone.

        2. Tip: You can also enter instructions for the lab order on a form by selecting the EPR Forms () icon. Complete all questions on the form as required, and close the window.

      2. From the Expected drop-down arrow, select the anticipated return date for the lab order.
      3. Click the Add a new Record () icon.

        4. The lab item and the lab form instructions are added to the list view.

        Note that the EPR form icon has a blue background to indicate that the EPR form needs approval.

      4. Add supplements.
        1. Click the Supplements ellipsis to display the Select Supplement Codes window.
        2. Select the lab item you are physically sending to the lab and click the right arrow icon to move the item to the Selected Supplements pane.
        3. Click Close.

    In the list view, a new Redo column displays and the case should now be taken to the lab for processing.