Emmanuel Isaac
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building a laboratory result automation system

This report documents the development and implementation of a laboratory result automation system at Duchess International Hospital, detailing the hardware, software, and programming efforts involved. The goal is to highlight how this system improves laboratory operations by automating data transfer and reporting processes for the Lab Scientists at Duchess.

In hospital laboratories, managing and distributing test results efficiently is essential for quick diagnosis and treatment. Manual data entry and report generation are prone to errors and can slow down result delivery. We were charged to design this automation system to overcome these challenges, enhancing accuracy, reducing turnaround time, and making data accessible.

What we wanted to achieve

  • Improve Result Turnaround Time: Automate data transfer and reporting processes.
  • Enhance Accuracy: Reduce errors associated with manual data entry.
  • Secure Data Handling: Protect patient data and ensure compliance with healthcare regulations.
  • Scalability: Enable easy integration with additional machines and other departments as needed.

System Description

This laboratory result automation system we built is actually centered around the eClinic Laboratory Information Management System (LIMS), customized for integration with the Urit BH5100 hematology analyzer. This setup automates sample data capture, processing, and result reporting, directly linking the analyzer output to the hospital’s electronic records.

Main Functionalities

  • Automated Result Management: captures and stores test results directly from the Urit BH5100.
  • Notification System: Alerts notify technicians and medical staff when results are ready for review.
  • User Accessibility: utilizing the eClat’s interface to allow authorized personnel to retrieve and review results.
  • Security and Compliance: Data protection is ensured through access control and encryption measures.

Hardware Components

The Urit BH-5100 Hematology Analyzer

  • Purpose: The Urit BH5100 performs blood tests and generates detailed reports. It is integrated with eClinic to enable automated data transfer.
  • Specifications:
    • Throughput rate: 60 samples/hour
    • Test parameters: Complete Blood Count (CBC)
    • Sample compatibility: Whole blood, pre-diluted blood
  • Integration: Configured to communicate with eClinic for seamless data transfer, eliminating manual entry and reducing error rates.

Computers and Workstations

  • Purpose: Used by lab scientists for all data entry, analysis, and report generation.
  • Spec: Each workstation is equipped with sufficient processing power and memory to handle data-intensive tasks and maintain eClinic connectivity.

Servers

  • Purpose: At the IT unit of the hospital, dedicated servers for data storage and management has already been setup, ensuring data redundancy and security.
  • Setup: Includes data backups and redundancy configurations for high availability and disaster recovery.

Network Equipment

  • Purpose: With the existing routers, and switches, we setup custom network security configurations to ensure secure, reliable communication between devices.
  • Security Configuration: Firewalls and VPNs maintain secure access in compliance with healthcare data regulations.

Software Components

eClinic Laboratory Information Management System (LIMS)

  • Overview: eClinic is the existing LIMS the hospital has been using, so we were required to build on it its robust management of laboratory workflows, from sample tracking to report retrieval.
  • Customization: Configured to interface with the Urit BH5100, using custom scripts to automate data retrieval, parsing, and entry into eClinic.
  • Data Handling: eClinic securely stores all data and allows authorized staff to access, review, and finalize test results.

Middleware and Integration Scripts

  • Purpose: Middleware scripts bridge data between the Urit BH5100 and eClinic, ensuring compatibility.
  • Protocols Used: Communication protocols like HL7 were implemented to standardize data transfer and ensure interoperability.
  • Custom Code: Custom scripts in C++ were developed to parse raw data from Urit BH5100 and format it for seamless entry into eClinic.

Database Management System

  • Database Type: SQL-based for reliable, secure storage and easy querying.
  • Security Measures: Encryption and regular backups ensure data integrity and security compliance.

Security Software

  • Overview: Firewalls, anti-virus programs, and encryption tools protect sensitive patient data.
  • Access Control: Multi-level authentication secures the system from unauthorized access.

The Whole Process Flow

  1. Sample Collection and Entry:

    • Samples are tagged with uIDs and loaded into the Urit BH5100.
    • The barcode is scanned, and the data is automatically entered into eClinic.

  2. Sample Analysis and Data Capture:

    • The Urit BH5100 performs analysis and transfers data via middleware scripts to eClinic.
    • Custom C++ scripts parse the data and handle any necessary format adjustments.

  3. Result Verification and Review:

    • Lab technicians review the results in eClinic. Critical values are flagged for further review, ensuring accuracy and patient safety.

  4. Report Generation and Distribution:

    • Our script generates standardized, patient-friendly reports, which is transmitted to the eClat LIMS for ease of use by the medical professionals.
    • Notification alerts signal that results are ready, allowing prompt access for doctors and relevant medical staff.

  5. Data Storage and Retrieval:

    • Results are stored in the database with efficient retrieval options for authorized personnel.
    • Backup protocols ensure data is securely archived and readily accessible.

Programming and Integration

Custom Scripts for Data Parsing and Transfer

  • C++ Scripting: Developed scripts in C++ for parsing raw data from Urit BH5100 and automating its upload to eClinic.
  • Parsing Logic: Code was written to clean and validate data, ensuring that results from Urit BH5100 were correctly formatted for eClinic’s database.
  • Scheduling: Cron jobs were configured to run these scripts periodically, allowing seamless data capture at regular intervals.

Middleware Development

  • Data Interfacing: The middleware was configured to accept data in CSV format from Urit BH5100, translating it into JSON format compatible with eClinic.
  • API Integration: An API was developed to ensure that parsed data from the Urit BH5100 could be sent directly to eClinic’s database with minimal latency.
  • Error Handling: Custom exception handling mechanisms were included to manage connectivity issues and ensure data consistency.

Testing and Implementation

Testing Procedures

  • Unit Testing: Scripts and middleware components were individually tested to ensure data accuracy.
  • Integration Testing: End-to-end testing confirmed the successful flow of data from Urit BH5100 to eClinic.
  • User Acceptance Testing (UAT): A Lab Scientist and an IT staff was involved in UAT to ensure the system met operational requirements.

Pilot Testing and Training

  • Pilot Phase: The system was piloted in a controlled environment before full deployment.
  • Training: We did two training sessions for the lab scientists and IT staff, covering how to use eClinic and handle the Urit BH5100.

Deployment

  • The system was deployed in phases to ensure a smooth transition and minimal disruption to hospital operations.

The laboratory result automation system we built for Duchess International Hospital (in partnership with eClinic) has successfully improved operational efficiency, accuracy, and patient satisfaction. With continued maintenance and potential enhancements, the system is expected to provide lasting value to the hospital. It’s transmitted over 4,000 lab tests in two months of use.