InteLIS administration job aids

Job aid 1 of 5

What the administrator owns

Everything under ADMIN, and which parts need approval first.

The ADMIN menu

Section	Holds
Users & Roles	Users and Roles
Facilities	Health facilities and testing labs, and the Interface Tool connections
Settings	General Configuration, Instruments, Lab Storage
Reference Lists	Geographical Divisions, Implementation Partners, Funding Sources
Test Settings	The dropdown lists on each module's request form. One tab per test the installation runs
Monitoring	Activity log, audit trail, page usage, API history, sync status, log files
Reports	Lab Performance Indicators, Instrument Activity, Sample Referral Network

Two levels of administrator

Level	Does
Lab administrator	Users, instruments, Interface Tool connections, audit trail lookups
National administrator	All of the above, plus roles, facilities, request form lists, General Configuration and Geographical Divisions

Get approval before changing these Sample ID format or prefix. Locking and expiry days. Same user can Review and Approve. VL, EID, COVID-19 and TB Auto Approve API Results, and Auto Approve Interface Results (set by support). Role privileges. Renaming or removing a province or district. Each one applies across the whole installation at once, and setting it back does not undo its effect on the records already created.

Rules that hold everywhere

Never share a login. The activity log and the tester, reviewer, and approver names record whoever was signed in.
Set entries inactive. Never delete them.
Change one setting at a time, then check the effect.
Give each role the permissions its work needs and no more.

Job aid 2 of 5

Add a user, and set what they can reach

InteLIS has no self-registration. Every login is created here.

Add the user

ADMIN › Users & Roles › Users › Add User

Enter the Full Name as it should appear on reports and in the activity log.
Enter the email and phone number.
Choose the Role. Permissions come from the role, never from the user.
On a central server (STS), for a Testing Lab role, set the Testing Lab. It limits the user to that lab's work.
Upload a Signature for anyone who approves results. 100 by 100 pixels.
Set the Login ID and a starting password.
Select Submit, then hand the Login ID and password to the user directly.

One login per person A shared login makes the activity log and the tester, reviewer, and approver names on every report worthless. To remove a departing user, edit the account and set it inactive. Never reuse the login for someone else. The old records stay attached to the old name.

Add or change a role

ADMIN › Users & Roles › Roles

Field	What to set
Role Name	A name staff recognise, such as Lab Technician
Role Code	A short unique code
Landing Page	The page this role opens on. Data entry staff open straight onto the request form
Access Type	Testing Lab for lab staff. Collection Site for facility staff
Privileges	Tick each page the role can reach. Use the search box, do not scroll the list

To find which roles hold a given permission, use the Permission filter on the Roles page.

Never let one role both enter and approve Approval is the only check on result quality. A role holding both removes it.

Job aid 3 of 5

Add a facility, and connect an analyzer

Every sample is attached to a health facility and a testing lab.

Add a facility

ADMIN › Facilities › Add Facility

Field	What to enter
Facility Name	The name staff will search for
Facility Code	The national unique code
Facility Type	Health Facility, Testing Lab or Collection Site
Province/State, District/County	The location. Both must be set
Test Type	Every test type the facility takes part in
Testing Point(s)	The service points, such as VCT or PMTCT
Email(s), Report Email(s)	Addresses for emailed results and report distribution

Test Type is what makes a facility appear A facility not ticked for a test type is missing from that test type's request form. A facility ticked for one test type stays missing from every other test type's form. This is the usual reason a facility is "missing".

For a testing lab, upload the signatories. They appear on the result PDFs that lab issues. To load many facilities at once, use Bulk Upload.

Add an analyzer

ADMIN › Settings › Instruments › Add Instrument

Enter the name, the test types it runs, and the configuration file that tells InteLIS how to read its result files. Without that file, results exported from the analyzer cannot be imported.

Connect the Interface Tool

On a central server or standalone installation. ADMIN › Facilities › open the testing lab › Interface Tool Connections

Select Generate Connection Code.
Enter the three groups of the code, and the InteLIS URL shown above them, into the Interface Tool on the lab computer.
Check the installation appears under Connected Installations with a recent Last Seen.

Code expired	Generate another. Only one code can be outstanding at a time
Computer rebuilt	Use Reconnect / Reinstall
Computer retired or lost	Use Revoke. Other installations are unaffected

Job aid 4 of 5

Keep the request form lists correct

Each module keeps its own lists. They do not share.

One Test Settings tab per test

ADMIN › Test Settings, then the test's tab, then the list.

Tab	Lists it holds
HIV Viral Load	Sample Types, Test Reasons, Results, Rejection Reasons, Test Failure Reasons, Recommended Corrective Actions, ART Regimen
EID	Sample Types, Test Reasons, Results, Rejection Reasons, Recommended Corrective Actions
COVID-19	Sample Types, Test Reasons, Results, Rejection Reasons, Recommended Corrective Actions, Comorbidities, Symptoms, QC Test Kits
Hepatitis	Sample Types, Test Reasons, Results, Rejection Reasons, Comorbidities, Risk Factors
TB	Sample Types, Test Reasons, Results, Rejection Reasons, Recommended Corrective Actions
CD4	Sample Types, Test Reasons, Rejection Reasons
Custom Tests	Test Type Configuration, Sample Types, Test Reasons, Rejection Reasons, Test Failure Reasons, Symptoms, Test Result Units, Test Methods, Test Categories

Only the tests the installation runs have a tab.

Adding to one module does not add to the others A sample type added on one test's tab does not appear on another module's request form. Add it on the tab of every test that needs it.

What each list controls

Sample Types	The specimen types on the request form
Rejection Reasons	The reasons offered when rejecting a sample
Test Reasons	The indications for testing
Results	The result values for qualitative reporting
Test Failure Reasons	The reasons offered when a test fails
Symptoms, Comorbidities, Risk Factors	The clinical checklists on the request form
ART Regimen	The regimen choices on the viral load request form
Recommended Corrective Actions	The actions suggested on high viral load results

Retire, never delete Entries cannot be deleted. To retire one, edit it and set the status to inactive. It disappears from the form but stays readable on existing records. After adding an entry, open the request form and confirm it appears in its dropdown.

Geographical Divisions, Implementation Partners and Funding Sources are not module lists. They sit under ADMIN › Reference Lists and serve every module. Lab Storage sits under ADMIN › Settings.

Job aid 5 of 5

Something is missing or wrong

The complaints an administrator actually receives, and what causes them.

Start here

Complaint	Cause
A facility is missing from the request form	The facility is not ticked for that test type. Open it under Facilities and set Test Type
A district is missing from the request form	It was added without a parent province. Open Geographical Divisions and set the parent
An option is missing from a dropdown	It is inactive, or it was added on a different test's tab under Test Settings
A user sees the wrong menu	The role's privileges, not the user. Check under Users & Roles › Roles
A user sees another lab's samples	On an STS: the role is not a Testing Lab role, or the user is mapped to other facilities. Check the role's Access Type and the user's facilities
Results stopped arriving from the analyzer	Check Last Seen under Connected Installations, then ADMIN › Reports › Instrument Activity
A result was questioned	Monitoring › Audit Trail. It shows which field changed, from what to what, by whom
A facility behaves oddly in report filters	Set Show Orphaned Facilities on the Facilities page. Its province or district is missing or wrongly linked

Where to look

Page	Answers
User Activity Log	Which pages a user opened, and when
Audit Trail	Which field changed, from what to what, by whom
API History	Whether this installation reached the national server, and how many records went
Instrument Activity	Whether each connected analyzer is still sending, and tests run on each instrument and assay
Lab Performance Indicators	Turnaround time, volumes by entry mode, failure and rejection rates
Log File Viewer	System messages, for support requests

Instrument Activity and Lab Performance Indicators sit under ADMIN › Reports. The other four sit under ADMIN › Monitoring. Lab Sync Status and API Dashboard appear on the national server only.

Confirm a change worked

New user	The user signs in and sees the expected menu
Role change	Sign in as a user with that role, or check the Permission filter on the Roles page
New facility	The facility appears on the request form of each test type it was ticked for
New analyzer	It appears in Testing Platform when creating a batch
Interface Tool connection	The installation shows a recent Last Seen
List entry	The entry appears in its dropdown on the request form