How to batch samples for testing¶
A batch is the set of samples that run together on one analyzer. Building the batch in InteLIS first, then printing the batch PDF, is what keeps the Sample IDs on the analyzer identical to the Sample IDs in InteLIS.
Skipping this step is the most common cause of results that come back and match no sample.
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¶
- Go to HIV VIRAL LOAD → Request Management → Manage Batch.
- Select Create New Batch.
- Choose the analyzer in Testing Platform.
- Enter a Batch Code.
- Choose the Positions numbering, either Numeric or Alpha Numeric, to match how positions are labelled on the analyzer.
Choose the analyzer first. InteLIS caps the number of samples a batch can hold based on the analyzer chosen, and it refuses to go further without one.
Batch codes are unique. If the code is already used, InteLIS says so and the batch cannot be saved until the code is changed. Use the lab's own naming convention so the batch can be traced back later.
Find the samples¶
The sample list below the form shows samples waiting to be tested. To narrow it, select Show Advanced Search Options and filter on any of these.
| Filter | Use |
|---|---|
| Facility | Samples from one health facility |
| Samples Entered or Modified By | Samples handled by one user |
| Sample Collection Date | A collection date range |
| Date Sample Received at Lab | A received date range |
| Sample Type | One specimen type |
| Funding Source | Samples under one funder |
Set Sort By and Sort Type to control the order samples appear in. That order becomes the order on the batch PDF, so set it to match how the run is loaded.
Select Filter Samples to apply. Select Reset Filters to clear.
Select the samples¶
Tick the samples for the run.
To fill the batch to the analyzer's capacity in one action, use Automatically select samples for Batch. It selects from the filtered list in the sort order chosen.
InteLIS blocks a save in three cases.
| Message | Meaning |
|---|---|
| Choose a testing platform to proceed | No analyzer selected |
| Select at least one sample | No samples ticked |
| More than the allowed number of samples for this platform | Too many samples ticked for that analyzer |
Save¶
Select Save and Next. The batch is created and appears in the batch list.
Print the batch PDF¶
- Go to HIV VIRAL LOAD → Request Management → Manage Batch.
- Find the batch.
- Select Batch PDF or Compact Batch PDF on the row.
| Option | What it gives |
|---|---|
| Batch PDF | One page per sample area, with a barcode for each Sample ID |
| Compact Batch PDF | The same list packed into fewer pages |
Some labs are configured to offer the compact layout only. Where that is the case, Batch PDF does not appear on the row.
Print the PDF and take it to the analyzer.
Register the samples on the analyzer¶
Use the printed batch PDF at the analyzer. Scan or enter the Sample ID from the PDF for each position.
The Sample IDs on the analyzer must match the Sample IDs in InteLIS exactly. A result carrying an ID that InteLIS does not recognise does not attach to any sample, and the sample stays in the untested queue.
Do not enter IDs from the paper request form, from a worklist kept outside InteLIS, or from memory.
Run the test¶
Run the batch on the analyzer as normal. Then capture the results. See How to capture viral load results.
Change or remove a batch¶
The batch list offers these actions per row.
| Action | What it does | When it is available |
|---|---|---|
| Edit | Change the batch details and its samples | Always |
| Edit Position | Change which position each sample sits in | Always |
| Batch PDF | Reprint the full barcode sheet | Unless the lab uses the compact layout only |
| Compact Batch PDF | Reprint the packed sheet | Always |
| Delete | Remove the batch and release its samples | Only while no sample in the batch has been tested |
Deleting a batch does not delete its samples. The samples return to the untested queue and can be added to another batch.
Once any sample in a batch has a result, Delete disappears from the row. To retest those samples, use the retest action instead. See How to handle failed and held samples.
Confirm it worked¶
The batch appears in Manage Batch with the correct sample count in No. of Samples. After the run and after results are captured, No. of Samples Tested rises to match.