Manage a Held Order via the Hold List

1 In the menu bar, click Requisitions > Hold List, or click Home in the information bar and then click the Requisitions on Hold link in the Quick View area.

Notes:

• Contracted phlebotomists cannot access the hold list. For information about managing held orders, see Manage a Held Order via Order Entry.

• The Requisitions menu appears only if you can place orders with your current lab. For information about changing your lab, see Changing the Lab.

• The Quick View area appears on the Home page only if you are accessing an IOP facility.

2 Do one or more of the following:

• Click Name and type the patient’s name and date of birth (including the forward slashes, such as 9/21/1958). For the name, you can use any of the following formats: LastName (such as Doe), LastName, FirstName (such as Doe, John), or FirstName LastName (such as John Doe).

If you type fewer than three characters of the patient’s last name, only exact matches will be retrieved. You can type as few as one character of the first name. If the patient’s first name contains a space, you must specify the last name first. For example, to find Mary Ann Doe, you would have to type Doe, Mary Ann. If you type Mary Ann Doe, the application will assume that the last name begins with Ann.

Note: A date of birth is required only if you do not also specify a client.

• Click SSN and type the patient’s Social Security Number (with or without the hyphens).

• Click PID and type at least one character of the patient ID. If you type fewer than three characters, only exact matches will be retrieved.

• Click Client, Number, or Phone and begin typing the client’s name, number, or telephone number (area code first).

A list appears with the first ten matching items. As you continue typing, this list displays more similar matches. When you see the appropriate client in the list, click that one.

• In either of the Date boxes, type the appropriate start date or end date, or click a date on the calendar.

If you omit a date from the first box, the search results will include all orders that were put on hold up to the date specified in the second box. If you omit a date from the second box, the search results will include all orders that were put on hold after the date specified in the first box.

Notes:

• You must specify either a patient or a client. If you specify a client, you do not have to specify a patient.

• If you omit any client information, the search will encompass all of the clients at your current lab.

• To retrieve a held order for a deleted patient, do not include the patient’s name.

• You can also use any of the following shortcuts to specify the date:

• Type t for today’s date.

• Type y for yesterday’s date.

• Type t-# (where # is the number of days prior to today). For example, type t‑5 to specify the date five days prior to today’s date.

• To clear all of the displayed search criteria, click Reset.

3 To limit the search to only those hold orders that contain a mobile phlebotomy (home draw) order code, select the Limit to Home-Draw check box.

4 Click Search.

The bottom of the page displays up to 250 held orders that match the specified criteria.

Notes:

• If more than 250 matching orders are retrieved, modify the search criteria and click Search again.

• The navigation area displays the total number of patients retrieved and the number of the patients that you are currently viewing. The Page area displays the number of pages that were retrieved and the number of the page that you are currently viewing.

To go to a particular page, type the page number in the box and press Enter. You can also click the arrow buttons to go to the next or previous page, or to the beginning or end of the list (if applicable).

• To specify the number of patients to display on each page, click 5, 10, 50, 100, or All in the list in the navigation area.

5 Do one or more of the following:

• Sort the hold list. Click the appropriate column heading to sort the hold list by client number, requisition number, physician name, the date and time that the order was placed, or the patient’s last name.

An arrow appears next to the column heading to indicate how the data are being sorted. You can click the column heading again to reverse the sort order.

• Find specific text. Press Ctrl+f. This activates your browser’s built-in search mechanism. Use the appropriate procedure for your browser to locate the desired text.

Note: If you retrieved multiple pages of patients, and you search for text that appears on a page that is not currently displayed, that text will not be found.

• View the errors in the order. If the requisition number appears in red, the order contains at least one error. To view the errors, position the pointer over the requisition number. The list of errors appears in a pop-up window.

• View the list of ordered tests. Position the pointer over .

The list of associated order codes and test names appears in a pop-up window. (If any of the order codes are invalid or require clarification, an appropriate message appears instead of the test name.)

• View the consumer information. Position the pointer over the consumer symbol. If the patient paid for the test in advance, the symbol is green (); if the patient did not pay in advance, the symbol is yellow ().

A pop-up window displays the name of the consumer through which the test was requested, and the payment status (Prepaid if the order was prepaid or TBC if the payment is to be collected).

For more information about consumer orders, see Consumer Orders.

• File or edit a held order:

a In the Actions column, click the Edit link next to the appropriate order.

Notes:

• If the order is currently being accessed by someone else, a message indicates who accessed the order. (This message can also appear if someone accessed the order and then closed the browser without logging out.) You can file or edit the order, but only the last changes made to the order are implemented.

• If this order was manually split from another order, the Report Comments box displays the date that the original order was split and the requisition number(s) associated with the original order.

• If this order was transferred from the requisition log, the Internal Comments box displays the requisition number associated with the original filed order. (If the filed order included its own internal comments, as much of this information as possible is appended to it.)

• If the order includes an alternate order code, that code is automatically replaced with the primary order code.

• If you chose a third-party order that included a non-conforming test for a Medicare patient, a message indicates that the order code was removed.

• If an external system added or removed any tests, a message indicates which order codes were added or removed.

• If an external system sent more than the maximum allowed number of order codes, a message indicates which codes were ignored. You can manually create a separate order for the ignored codes.

b If an order entry message appears, review the message and then click Close.

Tip: If you need to see this message again later, click in the bar with the buttons.

c Make any appropriate changes to the order.

You can typically change any aspect of the order except the lab, client, or patient’s SSN or patient ID. For some clients, you cannot change an existing lab reference ID. You also cannot remove the patient or search for a different one.

For more information, see Placing an Order.

Notes:

• If any AOE, template, ABN, or ICR prompts were completed before the order was put on hold, those responses are retained, but empty boxes still appear in the Profiles/Tests area to encourage you to verify the previous responses. (You are also encouraged to review the Pap responses, although the Pap box is filled.)

• If the order includes only ICD‑9 codes, and there is a one-to-one correspondence between an ICD-9 code and an ICD‑10 code, the corresponding ICD-10 code automatically replaces the ICD-9 code. Any ICD-9 codes that do not have a single corresponding ICD-10 code are retained in the order and identified as written diagnoses on the requisition when you file the order.

• If the lab supports adding attachments, you can add new images (up to a total of ten images or the equivalent of 4MBs), but you cannot delete any images that were added when the order was put on hold. For more information, see Add Attachments.

• Consumer orders (including Blueprint for Wellness orders) cannot be manually split.

• For Blueprint for Wellness orders, you can use accessioning only if the lab originally specified in the order and the lab that performs the tests are the same, and only if both your current lab and facility support accessioning. If these criteria are not met, the Request Accession Number check box does not appear.

• For third-party orders that have a future specimen collection date, the date that appears under the Date/Time column on the hold list does not appear on the Order Entry page. Unless you are putting the order back on hold, you must provide the appropriate collected or scheduled date.

d If one or more order codes are invalid, the affected codes appear in bold red text in the Profiles/Tests area, preceded by . In the adjacent list, click the option that indicates how you handled each code. If none of the listed options is appropriate, click Other, type an appropriate response on the Reconcile dialog box, and then click OK.

When an invalid order code is reconciled, appears next to the code. You cannot file the order until you have reconciled all of the invalid codes.

e If a held order was placed without a draw fee and a draw fee is required at your facility, you are required to add one or to select the Draw Fee Not Required check box before you can file the order.

f Do one of the following:

• To print the requisition and labels, remove the order from the hold list, and send the order to the lab electronically (if appropriate), click File.

• To save your changes and keep the order on the hold list, click Hold.

• To discard your changes and keep the order on the hold list, click Cancel. This does not delete the order; for information about deleting a held order, see the next section

Notes:

• If you split the order manually before clicking File, the specified tests are put in a separate held order, and a requisition is generated for the rest of the tests. (If you split the order and then click Hold, all of the tests are kept in the same held order; no splitting occurs.)

• If you retrieved a Blueprint for Wellness order, the requisition includes the name of the lab that will perform the tests. If that lab differs from the lab originally specified in the order, a message appears about sending the order to the appropriate lab. Send the specimen and requisition to the lab that you normally use, and that lab will send this material to the appropriate lab.

In addition, for certain Blueprint for Wellness orders, an additional information page might be printed with the requisition, which you must give to the participant. If a Terms of Service page is also printed, have the participant sign the page and return it to you to include with the requisition.

• If you did not reconcile all of the invalid order codes, a message appears on the Verify Order page when you click File or Hold. You must either reconcile all of the invalid order codes, or click Previous on the Verify Order page and then click Cancel on the Order Entry page to return to the hold list.

• Delete a held order. In the Actions column, click the Delete link next to the order that you want to delete.

If a confirmation message appears, click OK. (To prevent this message from appearing again, select the Do not ask me next time check box before you click OK. You can re-enable these messages via your user profile.)

Note: If the held order cannot be deleted (for example, if it was filed by someone else after you accessed the hold list), a message advises you of this. That order will not appear the next time that you access the hold list.

• Print the hold list. Click Print, and when the Print dialog box appears, make any appropriate changes and then click Print.

• Create a spreadsheet of the hold list. Click Export to Excel.

Notes:

• To view this information, you must have Excel installed; Excel Viewer is not supported.

• This feature is not available on Citrix systems.

When you are prompted to open or save the file, take the appropriate action to display the spreadsheet or save it to a specified location, which you can later open manually.

If you open the file, the hold list appears in a separate window, including the diagnosis information and tests associated with each order.