Sample Collection (Sampling)

Sample collection is the step where the phlebotomist or collector draws the patient's sample, labels the container with the pre-printed barcode sticker, and records the collection in the system. This article covers collection using both the web interface and the standalone application.

---

Before You Begin

• The lab bill must already be saved and a barcode generated. See Laboratory Billing and Barcode Generation & Sticker Printing.
• You must have the Sample Collection privilege assigned to your user account. Ask your system administrator if this screen is not accessible.

---

Collecting Samples Using the Web Interface

1. Go to Menu > Lab > Sample Collection.
2. Search for the patient's bill by scanning the bill barcode, or by entering the patient name, registration number, or bill number.
3. The system displays the list of investigations on the bill with their current status.
4. Confirm that each investigation has a barcode sticker ready (status: Barcode Generated).
5. Draw the sample from the patient following your institution's clinical collection procedure.
6. Immediately attach the pre-printed sticker to the correct container.
7. Back on screen, select the investigations that have been collected.
8. Click Mark as Collected. The system records the collection time and the collector's identity. Each selected investigation status moves to Sample Collected.

Tip: You can also manage sample collection from the Laboratory Dashboard (Menu > Lab > Laboratory Dashboard, Samples tab) or from Sample Management. These screens offer the same actions with additional filtering options.

---

Collecting Samples Using the Standalone Application

The standalone application is designed for busy phlebotomy bays where speed is essential. It connects to a barcode reader and label printer at the workstation.

1. Open the standalone sample collection application.
2. Scan the bill barcode on the patient's bill receipt.
3. The application shows the patient's name and all tests ordered.
4. Barcode stickers print automatically on the label printer if not already generated.
5. Draw the sample and attach the stickers.
6. The application marks the collection automatically after sticker generation in some configurations, or you tap Collected to confirm.

---

Collecting at a Collecting Centre (Remote Site)

Staff at collecting centres follow the same steps using the web interface. Their login is associated with their centre, so the system automatically attributes the collection to the correct collecting centre location. See Collecting Centre Billing for billing details at remote sites.

For courier-based home collection, see Courier Workflow Overview.

---

What Happens After Collection

• Each investigation's status changes to Sample Collected.
• The system records the collector's name and the exact date and time.
• The sample is physically transported to the lab.
• At the lab, the technician will receive and accept the sample.

---

Multiple Samples for One Patient

A single bill may require different sample types (e.g., blood and urine for the same visit). Each sample type has its own barcode sticker. Collect each sample into the correct container and attach the correct sticker. Marking collection can be done for all samples at once or one at a time.

---

Tips and Best Practices

• Confirm the patient's identity verbally (name and date of birth) before drawing the sample — even if the sticker is already printed.
• Never draw a sample before the sticker is attached to the container.
• If collection fails (missed vein, patient refused), do not mark the sample as collected. The status remains Barcode Generated so the sample can be recollected at the next attempt.
• For paediatric collections, use the smallest volume tube that covers all tests and label it with the correct sticker.

---

Back to LIMS