How to add in new cases to the Anatomic Patholgy (AP) or Cytology (Cyto) modules.
Once you login, you will be directed to the My Cases page. This is your home page, and will be your base of operations for accessing or completing any cases. To start with the Quick Accession process, hover the cursor over the AP Cases tab and select Quick Accession from the drop down menu.
On the Quick Accession page you can see that the Date and Time Collected, and Date and Time Received fields have been autofilled with the date and time. This will always be exactly the date and time that you begin the accessioning process.
For patient data, add in the Patient Date of Birth first and foremost. You can use the tab key on your keyboard to move between fields without having to touch your mouse. When you tab over, the Patient Birthdate field changes into the correct format, the Patient Age is automatically calculated, and you are taken down to the Patient Name field. The system will display a list with all potential matches if any exist. In this instance we have a case that we’d would like to match, so we’ll select that case from the list. By doing so, the system will autopopulate all existing data for this patient and connect this patient’s prior history to this new case as well.
Next is the assigned pathologist, the referring clinician, and any additional recipients you may want to add. You can scroll through the drop down menu to find the name you need or you can type the name into the text box.
If the case has any specimen or requisition deficiencies, you can add them next. WebPathLab tracks all deficiencies, allowing you to view them in one place and minimize follow up phone calls. If there is something specific that you would like to track for, you can add new deficiencies to the dictionary so they will always be available for you in this menu.
The Case Type selection determines the direction, format, and prefix of the pathology report. Select the case type and the number of samples that will be processed for the case. Notice that the Accession Number is automatically set as the next available number unless told otherwise. If you choose to use a different accession number further down the line, however, know that that number will no longer be available for future cases.
Once you click submit, you will be prompted to enter the Specimen Description. You can do this manually by typing the description in the text box to the right of the window or you can use a pregenerated mnemonic (or code) associated with your lab’s dictionary. In this example we’re using code GI72 in the Spacimen Description, which correlates with an Ascending Colon.
Fill in your Source from the drop down menu then move on to Part Type, which will auto-determine the number of slides, blocks, and levels. If you require a number of slides/blocks/etc, this protocol can be overridden by the user at any time; just use the text boxes to the right to manually enter the needed information.
Once you’re ready, click Submit and Close. This will close the case and add it to the My Cases page. Now all the information we just entered will be put into the system, and you’re ready to start on your next Quick Accession without leaving the page.