How to review and approve results¶

A result reaches the requesting facility only after it is approved. Approval confirms that the result in InteLIS is the one the analyzer produced, for the right sample.

Results entered by hand always pass through this page. Results imported from a file can also be accepted on the Imported Results screen during the import. Results sent in through the Interface Tool may be approved automatically, if the lab is configured that way.

Before starting¶

Results captured in InteLIS. See How to capture viral load results
Permission to manage result status
The analyzer printout or worklist for the run

Change a sample's status¶

Choose the action, then follow its steps from top to bottom.

AcceptRejectMark lostCancel

Use this to approve results that match the analyzer printout.

Go to HIV VIRAL LOAD → Test Result Management → Manage Results Status.
Set Show Samples that are to Not Approved/Rejected. This lists samples that have a result and are waiting for approval.

Set Batch Code to the analyzer run. One run on screen can be checked against one printout.

Other filters

Filter	Use
Sample Test Date	Everything tested on one date
Facility Name	Samples from one health facility
Sample Collection Date	A collection date range
Sample Type	One specimen type
Manifest Code	Samples from one incoming package

Select Search.
For each row, check against the printout that the Sample ID matches, the Result matches, and the patient is the one expected for that Sample ID.

If the Sample ID and the patient do not match

The sample was registered against the wrong patient, or loaded into the wrong analyzer position. Do not tick the row. It stays under Not Approved/Rejected and is not released. Correct the registration or the result, then come back to step 1.

Custom Tests: check the test cards first

For Custom Tests, go to OTHER LAB TESTS → Test Result Management → Manage Results Status. The steps are the same. The list shows only the sample's final interpretation, not the test cards behind it. Open the sample's result screen and check every test card before ticking the row.
Tick the rows that match.
In Bulk Actions, set Status to Accepted.
Set Approver. Set Tester and Reviewer if the lab records them. If Approver is left empty and the sample has no approver yet, InteLIS records the signed-in user as approver and reviewer.

Names already recorded on the sample

A name already on the sample is kept. To overwrite it, tick Replace existing under that field.

If the same person is chosen for two roles

InteLIS asks for confirmation. Select OK only if the lab allows one person to hold both roles.
Select Apply.
Select OK to confirm. InteLIS shows Updated successfully.

If the message lists samples not accepted

Not accepted because no result is recorded names samples that have no result. They keep their status. Enter the result first. See How to capture viral load results.

If an accepted sample shows Failed/Invalid

A result that reads as a failure or an invalid run cannot be accepted. InteLIS sets the status to Failed/Invalid instead. See How to handle failed and held samples.
Set Show Samples that are to Already Approved/Rejected, then select Search. The accepted samples are listed.

Next: release the results to the requesting facility.

Use this when the sample was not fit to test, such as a haemolysed or insufficient specimen.

Go to HIV VIRAL LOAD → Test Result Management → Manage Results Status.
Set Show Samples that are to Not Approved/Rejected.

If the sample has no result yet

Not Approved/Rejected lists only samples with a result. Set Show Samples that are to Available for Cancellation instead. It lists every sample that is not already Expired or Cancelled.
Filter to the sample, for example by Batch Code or Facility Name.
Select Search.
Tick the samples to reject.
In Bulk Actions, set Status to Rejected.
Choose a Rejection Reason (required). Choose the reason that tells the facility what to change next time. It appears on the report sent to the facility and in the sample rejection report.

Rejecting removes the result

A result already recorded is cleared from the sample. InteLIS keeps the cleared result in the sample's test history.
Select Apply.
Select OK to confirm. InteLIS shows Updated successfully.
Go to HIV VIRAL LOAD → Request Management → View Test Requests and search for the sample. The Status column shows Rejected.

Next: release the rejection to the requesting facility, so the facility can collect a new sample.

Use this when the sample cannot be found and will not be tested.

Go to HIV VIRAL LOAD → Test Result Management → Manage Results Status.
Set Show Samples that are to Available for Cancellation. It lists every sample that is not already Expired or Cancelled, with or without a result.
Filter to the sample, for example by Facility Name or Sample Collection Date.
Select Search.
Tick the samples.
In Bulk Actions, set Status to Lost.
Select Apply.
Select OK to confirm. InteLIS shows Updated successfully.
Go to HIV VIRAL LOAD → Request Management → View Test Requests and search for the sample. The Status column shows Lost.

Use this only when testing will not happen at all, such as a request entered twice or withdrawn by the clinician.

Do not cancel a sample that failed

A cancelled sample counts as never tested. It drops out of testing counts and turnaround time. A failed sample stays in the failure rate. For a failed sample, see How to handle failed and held samples.

Go to HIV VIRAL LOAD → Test Result Management → Manage Results Status.
Set Show Samples that are to Available for Cancellation.
Filter to the sample, for example by Facility Name or Sample Collection Date.
Select Search.
Tick the samples.
In Bulk Actions, set Status to Cancelled.
Select Apply. The Confirm Cancellation box opens.
Type CANCEL in the box.
Select Confirm Cancellation. InteLIS shows Updated successfully.
Go to HIV VIRAL LOAD → Request Management → View Test Requests and search for the sample. The Status column shows Cancelled.

Correct an approved result¶

The Manage Results Status page changes the status and the staff names only. It never changes the result value. To correct a wrong value:

Go to HIV VIRAL LOAD → Test Result Management → Enter Result Manually.
Set the list filter to Results Recorded.
Find the sample and select Enter Result.

If the row shows Locked

Accepted and rejected samples lock once they have not been modified for the number of days set in Sample Lock Days under ADMIN → Settings → General Configuration. Only a user with the Edit Locked VL Samples permission can correct a locked sample.
Enter the correct result.
Fill in the reason for changing the result.
Save the form. The sample returns to Awaiting Approval.
Approve it again with the Accept steps above.

If the wrong result had already been printed or emailed, release the corrected result again. The corrected result reappears on the Results not yet Printed tab. To email it again, set Mail Sent Status to Already Mailed Samples. See How to release results.