How to batch samples for testing

Group registered samples into a batch for one analyzer run, and print the batch PDF that carries their Sample IDs to the analyzer.

Before starting

• Samples registered in InteLIS, either registered directly or activated from a manifest
• The analyzer the run goes on
• Permission to manage batches

Create the batch

1. Go to HIV VIRAL LOAD → Request Management → Manage Batch.
2. Select Create New Batch.
3. Choose the analyzer in Testing Platform. The list of samples waiting for a batch appears, with the maximum number of samples the analyzer takes.
4. Select Show Advanced Search Options.
5. Choose the Positions numbering, Numeric or Alpha Numeric, to match how positions are labelled on the analyzer.
6. Choose Sort By and Sort Type to set the order of the samples. The position screen after saving starts in this order.

7. Set any filters needed to narrow the list.

   Filter	Narrows the list to
   Facility	Samples from the chosen health facilities
   Samples Entered or Modified By	Samples handled by one user
   Sample Collection Date	A collection date range
   Date Sample Receieved at Lab	A lab reception date range
   Last Modified	A last-change date range
   Sample Type	One specimen type
   Funding Source	Samples under one funder

8. Select Filter Samples.

   If InteLIS says to choose a testing platform to proceed

   No analyzer is selected. Choose one in Testing Platform, then select Filter Samples again.

   If a sample is missing from the list

   The list shows only samples that have a Sample ID, are at Sample Registered at Testing Lab or Sample Reordered, have no result, are not rejected, and are not in another batch.

9. Check the Batch Code. InteLIS fills it and it cannot be changed.

10. Select the samples for the run. Either:

    • Select Automatically select samples for Batch. It moves samples from the top of the list into the batch, up to the analyzer's maximum.
    • Select samples in the left list, then select the single right arrow to move them into the batch on the right.

11. Select Save and Next. The Add Batch Controls Position screen opens.

    If InteLIS says more than the allowed number of samples are selected

    The batch holds more samples than the analyzer takes. Move samples back to the left list with the single left arrow, then select Save and Next again.

    If InteLIS asks to select at least one sample

    The batch on the right is empty. Move samples into it, then select Save and Next again.

12. Drag the samples and controls into the order they go on the analyzer.

13. Select Save. The batch appears in the Manage Batch list.

Print the batch PDF

14. On the batch's row in Manage Batch, select Batch PDF or Compact Batch PDF.

    Option	Layout
    Batch PDF	One area per sample, with a barcode for each Sample ID
    Compact Batch PDF	The same list on fewer pages

    If Batch PDF is missing from the row

    The lab is configured for the compact layout only. Use Compact Batch PDF.

15. Print the PDF.

Load the samples on the analyzer with the Sample IDs from the printed PDF. Then capture the results.

Change or remove a batch

Each row in Manage Batch offers these actions.

Action	Effect
Edit	Change the batch and its samples
Edit Position	Change the position of each sample
Batch PDF, Compact Batch PDF	Reprint the batch PDF
Delete	Remove the batch and return its samples to the list waiting for a batch. Shown only while no sample in the batch has a result or a rejection

To retest samples in a batch that already has results, see How to handle failed and held samples.

Confirm it worked

The batch appears in Manage Batch with the right count in No. of Samples. Once results are captured, No. of Samples Tested rises to match.