How to Log a New Accession Number

Lab Notes allows you to generate a unique Accession Number for each biological sample brought into the lab.  

Accession Number Log

The Accession number log is viewed in the Specimen Log.  You can view the Accession log by All Samples, Selected patient’s samples and Selected donor’s  samples.  

1. Accession Number

2. Sample For

3. Sample 

4. Sample Source

5. Staff Member

6. Notes

7. Timestamp

How to Create a New Accession Number In the Specimen Log

Search for the patient in the patient search field that the accession number will be identified with. Next, click the Create a New Accession Number button.

The next screen that will pop up will have fields that will need to be filled out.

Sample Type: Select one of the items from the dropdown- Semen, Cryopreserved Ova, Cryopreserved Embryos, Cryopreserved Semen, Follicular Fluid or Other.

If Other is selected, a screen with a free text field will pop up where you can type in the type of sample that the accession number is being created for.  Click OK.

Sample Source: Select the sample source from the drop down menu- Patient, Partner or Donor.

Staff Member: Select the staff member creating the accession number from the dropdown menu.

Notes: Add any notes associated with the sample in the designated free text field.

Click Commit to save the information.

To Search for Accession By Patient 

To search if a patient has an accession number, search for the patient name (last name first) in the patient search field. Next, select the radio button to filter your search request by "Selected patient’s Sample(s)" and the patient's accession numbers will then be displayed.  Perform the same search to search for accession numbers by Donors.

How to Create an New Accession Number to Log In a Sample In A Cycle

 

All tabs that allow you to bring biological material into the lab - Egg Retrieval, Oocyte Thaw, Embryo Thaw, Andrology - have an Add Accession # button.  Click the button to open a dialogue box.

Use the pull down menus to enter the Sample Type, Sample Source, Staff Member and any Notes.  Click Commit.

Any specimens that have an accession number created from the cycle will show in the Specimen Log under Accession Number.

 

**All manuals are compliant with HIPAA regulations.  No patient information has been released.  All screenshots above were taken from a test clinic with fake patient information.