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Sample statuses

Every sample in InteLIS carries one status. This page lists all of them, what sets each one, and how each one counts in reports.

The statuses

Status Meaning
Sample Currently Registered at Health Center Registered at a health facility. The testing lab has not received it
Sample Registered at Testing Lab Received by the testing lab and waiting to be tested
Sample Referred to another Lab Sent on to a different lab for testing
Awaiting Approval A result is recorded and waiting for approval
Accepted The result is approved and ready for release
Rejected The sample was not fit to test. A rejection reason is recorded, and the rejection is released to the requesting facility so the sample can be collected again
Failed/Invalid The test ran and did not produce a usable result
Hold Paused pending a decision
Sample Reordered Legacy status, kept so older records still read correctly
Lost The sample cannot be found and will not be tested
Expired The sample waited without a result for longer than the installation allows
No Result The test ran and reported no result
Cancelled Testing will not be performed. The request stands but no test is done

What sets each status

Status Set by
Sample Currently Registered at Health Center Registering a request at a health facility
Sample Registered at Testing Lab Registering a request at a lab, activating a manifest, or sending a sample for retest
Sample Referred to another Lab No viral load screen sets it. It is used by TB and Custom Tests referrals
Awaiting Approval Recording a result, or correcting one on the result form
Accepted Approving a result in Manage Results Status or on the Imported Results screen, automatic approval of results sent in by the Interface Tool where the lab is configured for it, automatic approval of results received through the API where that option is on, or recovering a result on the Failed/Hold Samples page
Rejected Recording a rejection on the result form, applying Rejected in Manage Results Status, or choosing Rejected on the Imported Results screen
Failed/Invalid Recording a result that reads as a failure, choosing Failed on the Imported Results screen, or applying Accepted to a result that reads as a failure
Hold No viral load screen sets it. Choosing Hold on the Imported Results screen sets that row's result aside and leaves the sample's status unchanged
Sample Reordered No current workflow. Retesting returns a sample to Sample Registered at Testing Lab. The Sample Reordered checkbox on the request form records a separate flag, not this status
Lost Applying Lost in Manage Results Status
Expired The nightly status update. A sample still in Hold, Sample Reordered, Sample Currently Registered at Health Center or Sample Registered at Testing Lab expires once it is older than Sample Expiry Days under ADMIN → Settings → General Configuration. The age counts from the collection date, or from the request date when no collection date is recorded. The default is 365 days
No Result Entering no result as the result
Cancelled Applying Cancelled in Manage Results Status and typing CANCEL to confirm

Statuses that record a reason

Status Reason recorded
Rejected A rejection reason from the list under ADMIN → Test Settings, HIV Viral Load tab, Rejection Reasons
Failed/Invalid A failure reason from the list under ADMIN → Test Settings, HIV Viral Load tab, Test Failure Reasons, on result forms that include a failure reason field

How statuses count in reports

Status Effect
Accepted Can be printed and emailed to the requesting facility
Rejected Can be printed for the requesting facility. Rejected samples carry no result, and email sends only samples with a result. Appears in the sample rejection report with its reason
Failed/Invalid Stays in the failure rate. Sending a failed sample for retest keeps the failed attempt on record, so both the failure and the retest are counted
Cancelled Counted as never tested. Excluded from testing counts and from turnaround time