What does Ol_Monitor do?

The OL_Monitor is a tool you can use to improve turn-around-time by making real-time information about outstanding tests available to your techs.

The OL_Monitor is a hybrid program combining 2 modules: An advanced Visual Basic macro that runs on Esker™ (formerly Persoft) Smarterm version 11.0 and above, running the Sunquest™ lab information system in standard VT "roll-and-scroll" mode collects data.  The main module processes the data and presents a flexible user interface for viewing and configuring the program.

The standard process for checking outstanding tests is to print off a pending log and then an outstanding log. You tear it off the printer and then study it.

Unfortunately the outstanding log and pending log information is often duplicated across several departments depending on how you have your lab set up. By the time you finish figuring out the printout, the information is also old.

Techs have to stop working and wander about the lab list in hand. Often the tests they are looking for have just been released.

It's a time-consuming process that many techs avoid. Instead they adhere to their system of keeping track of tests. But no process is perfect. Inevitably something gets missed. If it's important they'll soon be getting a phone call from an irate nurse or physician.

The OL_Monitor solves this by taking the task of checking the outstanding list off the backs of the techs or their supervisor. Now techs can simply look at the outstanding list on the screen. Since the list is refreshed every 30 seconds, they're always looking at time relevant information and not chasing down a stat that was released 5 minutes ago.

The OL_Monitor does not simply collect the outstanding log and put it up on a computer screen. It adds vital information and organization that a printed report simply cannot provide:

Process Time: The outstanding log doesn't tell you whether a test has been in the lab for 5 minutes or 3 hours. You can glance at the received time and then do a quick mental calculation for each test, but you shouldn't have to. The OL_Monitor uses the collection time for uncollected specimens, or the received time for collected specimens, to calculate a process time. The time is displayed right along with the test. This gives techs immediate power to decide which tests have priority, and collectors which patients need to be drawn first.

Sorting: The outstanding log doesn't sort tests by priority, collection status, or patient, but most of the time certain patients need priority. The OL_Monitor sorts this out for you. This organization of the list may not seem important at first, but when you see how much time it saves you you'll be convinced.

Colors: Turn-around-times can be assigned to specific tests.  If a test if overdue it changes to the color you choose.  Have your stat aptt's turn red after 17 minutes, your stat abg's turn red after 5, and the rest of your routine tests change after 60.  It's completely flexible and easy to setup.

Audible alerts: This is a fun but useful feature. You can set up turn-around-times for various tests. If a test is overdue, an audible wav file which you select will play through the speakers to alert the techs. It can be humorous, thunderous, or extremely polite. Either way, techs know right away something's about to hit the fan.

In addition, a sound can be played for the collectors indicating when a stat is ordered. In the past we were having the ER call us when they needed lab drawn, no more. We know orders are in as soon as they cross the interface.

Also you can set up turn-around times for certain departments' collections. For example we have a sound play if any collections from ER, Day Surgery, or Outpatient Surgery are 7 minutes overdue. Techs and collectors are instantly aware and can decide on a course of action.

Not all the sounds imply a state of panic, to counterbalance there are positive sounds. In our lab a sound plays for each test that is released, a satisfying clunk-clunk like tests falling off a cliff. Also if your techs manage to complete all tests and clear the outstanding log, a positive sound can be associated with that as well.

Filtering: The overdue log often contains stuff you don't care about, whether its a satellite clinic of low priority, or blood cultures that just sit there for 5 days. Now you can filter out anything you don't need to be concerned with by using Filters. You can filter by test, location, collection status, priority, even patient name, or any field displayed. You can also set up exceptions, for example if you want to filter out all satellite clinics except those ordered stat. Your filter could simply be to include all stats, or nothing but the stats. The filtering options are extremely flexible.

As you can see the OL_Monitor is a massive improvement on the outstanding log. As a supervisor you may see it's potential to keep techs on track, but it is important to note that this tool was designed by a bench tech for bench techs.
For more detailed information on the program see the Online Manual.