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Add & Manage Lab Cases

Aishwarya Nair
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Let's explore how to manage your lab cases according to your preferences. If the necessary lab is not available in the drop-down list for selection, it indicates that you need to add it to the system.

Click here to learn 'How to Set Up a Lab'.

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Add a Lab Case for a Patient

Watch this video for a step-by-step explanation.

Here is a quick way to add a new Lab Case from the Appointment slide-out.

  • Navigate to the Diary.
  • Left-click on the Appointment tile.

  • Click + Add against Lab Cases on the left-hand side.

On the Add Lab Case pop-up, enter the following information:

  • Lab: Select the Lab to which this case will be sent.
  • Appointment: Select the patient's appointment to which this lab case is related. In this case it is auto-filled.

Note: When a lab case is added via the +Lab quick link on the Appointment slide-out, Patient Overview, or System Menu > Lab Cases > + Add Lab Case, the appointment field will not be auto-filled. However, you can manually select the patient's appointment, which will auto-fill and gray out the subsequent location field. 

  • Location: Select the location of the lab case. Here, it is auto-filled with the appointment location.

Note: Selecting the patient's appointment will auto-fill the location field, overriding any previously selected location. 

  • Clinician: Select the patient's Treatment Clinician to which this Lab Case pertains.
  • Clinical Case: Choose any relevant clinical cases associated with this lab case.
  • Sent Date: Choose the date the Lab Case is sent. Users can choose a future date for the Sent Date while creating the Lab Case. For example, if you complete a case on Monday but the lab comes on Thursday, you can select the Sent Date as Thursday. 
  • Due Date: Select the date this Lab Case will be due.
  • Received Date: Choose the date this case was received. (Can skip and enter the date later)

Note: To mark a lab case as received, please update the Received Date.

  • Lab Cost: Enter the cost of the Lab Case.
  • Reference Number: Can be entered if desired.
  • Tooth Number: Select the tooth number and its position.
  • Tooth Shade: Colour of the tooth.
  • Notes: Enter any notes you deem necessary. 
  • Click Save.

  • A toast notification will appear on the top-right stating, 'Lab case added successfully'.

  • When a lab case is added to an appointment, the Appointment Label will appear on the appointment tile if it has been configured in Diary Settings.

Note: The following outlines the different lab labels that appear on the appointment tile and what they represent in the system.

To edit the lab case details, such as Sent Date, Received Date, Lab Cost, Tooth Number, Shade, or Notes, 

  • Click the appointment tile to open the slide-out.
  • Select the pencil icon next to the lab case and make the necessary changes.

View All Lab Cases of a Specific Patient

To view all lab cases of a specific patient:

  • Select the patient using the Global Search Bar.
  • Hover over Appts. (Appointments) > select Lab cases.

Here, you can view and add lab cases for the specific patient. To do that,

  • Simply click +Add Lab Case to proceed. 
    • Enter all the information as mentioned above and repeat the process to add a lab case.

Manage Lab Cases of All Patients

Watch this video for a complete understanding.

 To view and manage lab cases for all patients,

  • Navigate to the System Menu > select Lab Cases.

  • There are three tabs on this page.
  • Click All Lab Cases to view all cases, Received Lab Cases for lab cases received, and Pending Lab Cases where the cases are pending for a reason or confirmation.

  • You can utilise the filters to find your intended lab case.

  • Select the required Location from the drop-down menu.
  • You can also sort the lab cases With, Without Appointment or All.

  • To Edit, Print, or Delete click the three-dot menu on the right side of the desired lab case and select the action.

Note: When you attempt to delete a lab case, a warning pop-up will appear asking for confirmation. Click ‘Yes’ to proceed.

Tip: Use the Date Picker for Lab Cases to select both start and end dates within the specified range for Appointment Date, Sent Date, Due Date, or Received Date.

  • To sort Lab Cases using Appointment dates, you can sort them with three clicks.
  • The first click shows results in Ascending order.

  • The second click shows results in the Descending order.

  • The third click reverts it to the original order.

Tip: Only lab cases with past due dates are highlighted in red.

You can also create lab cases here. To create a lab case,

  • Click + Add Lab Case.

  • Enter the following information. 
    • Patient: Select a Patient from the drop-down.
    • Lab: Select the Lab to which this case will be sent.
    • Appointment: Select the patient's appointment to which this Lab Case is related. Click 'X' to remove the selected appointment.
    • Clinician: Select the patient's Treatment Clinician to which this Lab Case pertains.
    • Clinical Case: Choose any relevant clinical cases associated with this lab case.
    • Sent Date: Choose the date the Lab Case is sent. Users can choose a future date for the Sent Date while creating the Lab Case. For example, if you complete a case on Monday but the lab comes on Thursday, you can select the Sent Date as Thursday. 
    • Due Date: Select the date this Lab Case will be due.
    • Received Date: Choose the date this case was received. (Can skip and enter the date later)
    • Lab Cost: Enter the cost of the Lab Case.
    • Reference Number: Can be entered if desired.
    • Tooth Number: Select the tooth number and its position.
    • Tooth Shade: Colour of the tooth.
    • Notes: Enter any notes you deem necessary. 
  • Click Save.

Practices can use this guide for a quick overview on how to add and manage lab cases.

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