Lab Connection Workflow for Current Clients

The WRS lab connection interface allows data sharing to other external systems. WRS offers two types of service interface:

• Uni-directional (allows the lab to report the result directly to the EHR). In the case of unidirectional interfaces, the clinician must still order the lab investigation using a paper requisition. This is also known as result-only interface.
• Bi-directional (allows the clinician to send a lab order and receive the result electronically in the EHR). With a bi-directional interface, the entire process is electronic from the moment that the lab investigation is ordered to the time that the result appears in the patient’s electronic record.

Goal: Send lab orders and receive lab results electronically and seamlessly so that the clinician can work out of the encounter note.

Role of Lab Connection Specialist overseeing Electronic Lab Connections:

• Coordinate with the client, lab sales rep, and Finance
• Ensure that the approved purchase order is initiated on JIRA
• Document the lab point of contact (sales and technical)
• Maintain communication between WRS Dev and lab
• Endorse client to Training
• Validate bugs or system errors reported by the client or Account Management and escalate to Development if necessary

Workflow for Current Clients:

If a WRS Client wants to set up a connection, they are advised to contact their lab(s) and/or imaging center representative immediately and request this connection. The lab will then contact WRS (via labs@wrshealth.com) and we will complete the connection process. The practice will be notified when the connection is ready to go live.

Upon receipt of a request for lab connection from Account Management/Implementation/Finance/Support, the Lab Connection Specialist will:

1. Reach out to the client or lab to obtain the lab sales rep contact information (name, phone number and email address).

2. Contact the lab sales rep to determine if they will fund the connection and what their technical requirements are. Unidirectional or bidirectional connections are completed at no cost to the practice. Lab and/or imaging centers cover the expense of connecting to the WRS practice. If the lab or imaging center denies payment for a requested connection, the practice is free to assume this development cost.

• If funding is not approved, inform the client, and determine if there is another lab they can use or if they agree to shoulder the cost of the interface. If they will shoulder the cost, inform Agnes Bor so that Finance will send them the invoice directly.
• If funding is approved, provide estimated project completion time and quotation to the lab sales rep.

3. Forward the technical requirements to WRS Development and determine if we can comply.

• If yes, proceed to #4.
• If not, ask Development to provide an estimate on how much work is required. Lab Connection Specialist will escalate to the Software Compliance Manager. The Software Compliance Manager will determine if we will proceed with the project.

4. If quotation is approved, request for a Lab Project Order (PO) from lab. Upon receipt, forward the PO to setup@wrshealth.com (cc clinicalsupport@wrshealth.com and implementation@wrshealth.com) to initiate the creation of the Uni-Directional or Bi-Directional Electronic Lab Connection.

5. Create V-Tiger ticket

• Assigned To: LCS (currently Josephine Vergara)
• Priority: 1 (Highest)
• Severity: High
• Category: Connection Request
• Ticket Type: Customer Support
• Provider status: Requested by client
• Organization name: Practice name
• Product Name: Lab Connection
• Status: To Do
• Go to “Description” and type in all the info you received in your purchase order:
  • Client name
  • Client contact
  • Lab name and contact
• Title: Lab Name and connection type (Uni-directional or Bi-directional)

6. Create JIRA (Development Ticket). Complete all fields below:

• Project: Support
• Create Ticket
• Issue Type: Task
• Assignee: Gyani/Varinder
• Reporter: Josephine Vergara
• Title/Summary: V-Tiger Ticket #- Practice Name - Lab Name – connection type (Uni-directional or Bi-directional)
• Notes:
  • Lab Name
  • Lab contacts (sales and technical)
  • Client name
  • Client contact
  • ETA
• Create web link on JIRA: copy URL from v-Tiger (support ticket) and place in JIRA
• Assign JIRA to Development (Gyani/Varinder) and tag Brad Hall and Clarisse Masa

7. Initiate and monitor email communication between Development and lab to see if any assistance is required during the development phase.

8. Meet with Development twice a week to review issues and blockers, and maintain transparency and alignment.

In summary, below are the steps are taken by the Developers for processing a Lab Interface Connection:

1. Access SFTP or VPN Folder setup.
2. Prepare the required SQL Patches
3. Update the newOrders.php file if necessary
4. Configurations
   1. Configure LAB in WRS Admin
   2. Configure the Lab to Practice (WRS Admin)
5. Perform Testing
   1. Create Orders
   2. Reference Test Results

9. Once the connection is completed in the live site, send an endorsement email for client training to implementation@wrshealth. Add a comment in JIRA: Endorsed to Implementation for lab connection workflow training.

10. After Training confirms that the client has been trained, add a comment in JIRA: Lab connection workflow training completed.

11. Close the JIRA story.

Lab Connection Development Time (how long it takes for the interface to go live)

• Existing lab
  • Uni-directional: 4-6 weeks
  • Bi-directional: 4-8 weeks

• New lab
  • Uni-directional: 6-8 weeks
  • Bi-directional: 6-10 weeks