Working with orders

An order can reach the lab in three ways: from the requesting clinic via Cliniccards, by creating it manually in the top panel, or from the patient’s card.

Method 1. Order from a Cliniccards clinic

When a facility creates an order for your lab, several things happen simultaneously:

1. The order appears in your Orders (LAB) module with the status New.
2. The clinic automatically shares the patient’s profile with the lab. The profile appears in your patient list. The patient’s treatment stage related to the order also becomes visible.
3. In the patient’s card, under the Orders section, the order form itself appears with all the fields filled out by the doctor.
4. A notification about a new order appears on the envelope icon in the lab’s top panel.

You can open an order in three ways:

• through the New orders section – the fastest way if there are many new orders;
• through the All orders section – a complete list with search and filters;
• via the relevant patient’s card in the Orders section.

Method 2. Creating an order manually using the Lab+ button

If the requesting clinic does not use Cliniccards or, for some reason, submitted the order outside the system, the lab can create the order itself using the special Lab+ button in the top panel.

How it works:

1. In the lab’s top panel, click Lab+.
2. The New order form will open.
3. Fill in the fields:
• Patient (required) – select a patient from the list or create a new one using the button next to it.
• Counterparty (required) – select the requesting clinic from the Customers list.
• Specialist (optional) – select the clinic specialist responsible for performing the test, or create a new one using the button next to it.
• Order form (required) – select the required order form from the list of previously created forms.
4. Click Save.

After saving, the order appears in the general workflow of the Orders (LAB) module, and further work with it is no different from orders received from Cliniccards clinics.

Method 3. Creating an order from a patient card

In addition to the Lab+ button in the top panel, you can create an order directly in the Orders section of a patient’s record using the blue LAB button, located next to the button used to create a new stage.

How it works:

1. Open or create the record for the desired patient.
2. Go to the Orders tab.
3. Сlick the blue LAB button in the bottom panel.
4. The same New order form will open, but without the Patient field.
5. Fill in the remaining fields and save.

How the lab handles the order

When a referring clinic creates an order for your lab, several things happen at once:

1. The order appears in your Orders by patients and Orders by partners sections.
2. The clinic automatically shares the patient’s treatment stage associated with the order with the lab. A record appears in your patient list.
3. In the patient’s record, under Orders, the order form itself appears with all the fields filled out by the doctor.

You can open a request in two ways:

• via Orders (LAB) → Order by patients or Orders by partners – select the desired request from the list;
• via the patient’s card – open the patient’s profile and go to Orders or click the LAB orders button at the top of the record, next to the text search field.

Actions on the order

At the bottom of each order, the following buttons are available, corresponding to these actions:

1. Accept the order (yellow button) – changes the order’s status to Accepted for processing. After this:

• the clinic receives a notification of acceptance;
• the clinic loses the ability to edit the order (only printing remains);
• the lab gains editing access on its end.

Accepting the order is an intermediate action. It merely records that the order has been accepted but does not yet specify who will fulfill it. Further work proceeds through the creation of a task.

1. Add task (red button) – the main action. It assigns the order to a specific board in the Tasks module and to a specific technician. This is where the actual work begins.
2. Edit (green button) – edit the fields on the order form.
3. Print (gray button) – print the order form.

Below these buttons is the Write your comment field, which allows you to attach a voice message or a photo. Comments are visible to both you and the clinic.

Creating a task from an order

By clicking Add task, you open the Create task window:

1. Board (required) – select a board from the Tasks module.

By default, each laboratory has one board named Orders with the following statuses: New → In progress → Completed → Awaiting payment → Closed. If needed, you can create new boards and statuses. You can learn more about this in the Manual section under Tasks.

1. Task name – defaults to “Order from [clinic name]”.
2. Priority (required) – from 1 (lowest) to 10 (highest).
3. Due date – defaults to “No Due Date”.
4. Assignee – select the technician responsible for the order.
5. Task description—a text editor with formatting, checklists, and @mentions.
6. Click Save.

The task appears on the selected board. You can move it between statuses, comment on it, and attach files. To learn more about working with Tasks, see the Manual section Tasks.

Changing a task’s status

Above the task is a colored status bar. This bar displays all assigned statuses from all categories – both system and user-defined.

To change or add a status:

1. Click on the status above the order.
2. A status selection window will open, where statuses are grouped by category: System, followed by user-defined categories (for example, Material, Urgency, etc.).
3. Select the desired status from the appropriate category. The current status is marked with a checkmark.
4. Your selection is saved immediately.

All assigned statuses are visible to the requesting clinic in the patient’s record within the corresponding order. This means the laboratory can accurately notify the clinic simultaneously about the processing stage, type of work, and priority – without additional messages.

Custom status settings are available in the Settings → Other → Order statuses section.

Task status toggle

Once a task is added to an order, a separate status toggle appears above the order – a colored bar showing the stages of completion. The current status is highlighted, while the others are dimmed and hidden.

The statuses correspond to the statuses of the board on which the task is placed. If you have statuses configured on your board (for example, New → Modeling → Casting → Glazing → Done), those are the statuses displayed above the order. The specific set of statuses depends entirely on how the particular board is configured in the Tasks module. You can learn more about this in the Manual section Tasks.

The status toggle shows the order’s progress in real time. Both your team and the client clinic can see this. This means the clinic can go to their patient’s record, open this order, and see what stage you’re at – without any additional phone calls.

In addition to the status toggle, just above the order, the clinic also sees the task completion percentage – how far along the work is within the current stage. This provides an extra level of transparency: the clinic sees not only which stage you’re in but also how close you are to completing that stage.