Lab Sample Register with Report Status (Excel)

Preview

Real view of the file with its sample data (yellow cells are where you type).

What's inside

• Tests sheet: test name, sample type, turnaround time in hours, outside lab (if sent out) and charge, with 20 common tests as samples
• Register sheet with 1,500 ready rows: sample ID, date and time collected, patient, patient ID, age and sex, referred by, test, sample type, charge, paid, status, report due, report ready and delivered dates
• Status drop-down: Collected, Sent to lab, Processing, Report ready, Delivered, Recollect needed
• Report due time calculated from the collection time plus the turnaround; overdue reports turn red, reports due within 4 hours turn amber
• Summary sheet: samples at each status, overdue count, today's samples and collection, and tests done this month by test

How to use it

1. On the Tests sheet list the tests you collect for, with sample type, turnaround in hours and your charge.
2. For each sample, add a row on the Register sheet: sample ID (as written on the tube label), date and time of collection, patient details and the test.
3. Type the amount paid. The charge and the due time fill in by themselves.
4. Change the Status as the sample moves: Sent to lab, Processing, Report ready, then Delivered when the patient or doctor receives the report.
5. Open the Summary sheet at the start of every shift to see what is pending and what is overdue.

Tips

• Use one row per test, not per patient, so each report can be tracked separately. Give the rows of one patient the same patient ID.
• Write the sample ID on the tube label and in the register at the same time, before the patient leaves the chair.
• Sort by "Report due" (Data › Sort) to see the next reports due at the top.
• Patient details are private. Keep this file on your own computer or a drive only your clinic can open, put a password on it (File › Info › Protect Workbook › Encrypt with Password) and never post it in group chats. Follow the health-data rules that apply where you work.
• This is an admin and record-keeping template. It holds no medical advice and does not replace your clinic's medical records or software. It does not store or interpret test results.

Questions and answers