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How to capture viral load results

Get the results of a finished analyzer run into InteLIS.

Before starting

  • A batch that has finished running on the analyzer
  • Permission to record results

Choose how the results reach InteLIS, then follow its steps from top to bottom.

Use this when the analyzer is connected to the Interface Tool. The Interface Tool carries HIV viral load, EID and hepatitis results. It does not carry TB or Custom Tests results.

  1. On the analyzer, release the run. Skip this step if the analyzer releases results on its own.
  2. On the lab computer, open the Interface Tool.

  3. Check the analyzer shows as Connected.

    If the analyzer is not showing Connected between runs

    Some analyzers open the connection only when they have results to send. Check again while the analyzer is releasing the run.

  4. In InteLIS, go to HIV VIRAL LOAD → Request Management → View Test Requests.

  5. Search on the batch code. Every sample that has arrived carries a result.

    If results do not arrive

    Work through these in order.

    1. Check the analyzer has released the run.
    2. Check the Interface Tool is running and shows the analyzer as Connected.
    3. Check the Sample IDs on the analyzer match the Sample IDs in InteLIS. A result with an unknown Sample ID attaches to no sample.
    4. Ask the administrator to open ADMIN → Facilities, edit the testing lab, and check the Interface Tool Connections panel at the foot of the page. Each connected installation shows a Status and a Last Seen time. The panel appears only on installations where the lab's support contact has turned on Interface Tool connections. Without the panel, ask the support contact to check the connection.

    If results still do not arrive, capture the run with File import.

  6. Check the status of the results. Interface results arrive approved, with the status Accepted, ready to print.

    If the results show Awaiting Approval

    The lab's support contact has turned off automatic approval of interface results for this installation. Approve them. See How to review and approve results.

Use this when the analyzer cannot reach the Interface Tool but can export a result file.

  1. On the analyzer, export the results of the run as an xls, xlsx, csv or txt file. The file carries the Sample IDs from the batch PDF.
  2. In InteLIS, go to HIV VIRAL LOAD → Test Result Management → Import Results From File.

  3. Choose the analyzer that ran the batch in Instrument/Platform Name.

    If the import comes out garbled or empty

    InteLIS reads the file in the layout of the analyzer chosen here. Start again and choose the analyzer that produced the file.

  4. Choose the Specific Machine Name/Code.

  5. Check Date Format. If the analyzer has a pre-configured format, it is already filled. If not, paste a date copied from the file. InteLIS works out the format from it.
  6. Choose the Testing Lab Name. Results reach only this lab's samples and samples no lab has taken yet.
  7. Select the file under Upload HIV Viral Load File.
  8. Select Submit. InteLIS lists every row it read. The colour of each Sample ID box matches a Sample source entry in the legend above the list. A coloured mark on the test date matches a Date gap entry.

  9. Check each row against the legend.

    Legend entry Meaning Action
    Result for Sample ID from VLSM The Sample ID matches a registered sample Accept it
    Sample ID not from VLSM The Sample ID matches no sample of this lab, belongs to another lab, or matches more than one sample. Point to the box to see which Do not accept. Find why the Sample ID differs. A result for another lab's sample, or for a Sample ID shared by several samples, is not saved
    Result already exists for this sample The sample already has a result Overwrite only if the new result is the correct one
    Test date ~1+ month from collection The test date is a month or more after collection Check the date
    Test date ~1+ year from collection The test date is a year or more after collection Check the date. A gap of a year is usually a typing error

  10. Set Status on each row: Accepted, Hold, Rejected or Failed. For a row set to Rejected, choose the Rejection Reason.

    To accept every row at once

    Select Accept All Samples. Rows whose result reads as a failure are set to Failed. Other rows with no status yet are set to Accepted only if the file gave them a result. Rows set to Hold or Rejected keep their status unless the result reads as a failure. InteLIS names any row it did not accept because no result was read. Set those rows by hand.

  11. Choose Tested By, Reviewed By and Approved By.

    If InteLIS says the same person is reviewing and approving

    The lab's configuration decides the outcome. Either InteLIS asks for confirmation, or it refuses. If it refuses, choose a different person for Approved By.

  12. Select Save.

    If InteLIS says one or more samples do not have a test date

    Enter the missing test date on each row that has none, then select Save again.

Use this only when the analyzer can neither connect nor export a file.

  1. Go to HIV VIRAL LOAD → Test Result Management → Enter Result Manually.
  2. In the drop-down above the list, choose Results Not Recorded. The list shows only samples still waiting for a result.
  3. Select Enter Result on the sample's row.

  4. Fill the Laboratory Information section.

    Field Entry
    Date Sample Received at Testing Lab The date the sample reached the lab
    Sample Testing Date The date the analyzer ran the sample
    VL Testing Platform The analyzer that ran the sample
    Viral Load Result (copies/mL) The result as printed by the analyzer
    Reviewed By, Tested By, Approved By The staff responsible
    Lab Tech. Comments Any comment the report must carry

    Country forms differ in places. For example, some forms label the analyzer field Testing Platform.

    If the sample was rejected

    Record the rejection in place of a result.

    1. Set Is Sample Rejected? to Yes.
    2. Choose the Rejection Reason.
    3. Set the Rejection Date.

    The reason appears on the result report and in the sample rejection report.

    If the analyzer returned a failure
    1. Enter Failed as the Viral Load Result (copies/mL).
    2. Choose the Reason for Failure.

    The sample moves to Failed/Hold Samples for a retest. See How to handle failed and held samples.

  5. Read the result on the screen against the analyzer printout.

  6. Select Save. The result waits at Awaiting Approval. See How to review and approve results.

Custom Tests have no Interface Tool or file import. Their results are always entered by hand, one test card per test.

  1. Go to OTHER LAB TESTS → Test Result Management → Enter Result Manually.
  2. Select Enter Result on the sample's row.
  3. Select Add Test for a test performed on the sample.
  4. Record that test's result on its card. A card records a test done at this lab or a test referred to another lab.
  5. Repeat steps 3 and 4 for every test performed on the sample.

  6. Set Enter the Final Interpretation? to Yes.

    Record every test card first

    Entering the final interpretation locks further tests and referrals on the sample.

  7. Enter the Final Interpretation.

    If the sample stays at Sample Registered at Testing Lab

    The final interpretation is missing. Without it, the sample stays at Sample Registered at Testing Lab however many test cards are saved, and it never reaches the approval queue. Open the sample again and complete steps 6 and 7.

  8. Select Save.

Confirm it worked

  1. Go to View Test Requests under Request Management for the test type.
  2. Search on the batch code.

Every sample in the run carries a result, a rejection or a failure. A sample with none of these did not reach InteLIS. Check its Sample ID against the analyzer.

Next

Review and approve the results.