Keys to Keeping Your LIS System Implementation on Track

Congratulations.

Lab leadership has chosen you to guide the largest project your clinical lab or pathology group has ever undertaken: implementing a new laboratory information system (LIS). 

It's a big responsibility, and it's normal to feel both excited and overwhelmed. After a moment to regroup, you do what you always do. You get focused and get to work.

The project is significant. It will take detailed planning, clear goals, smart resource management, and strong team support. 

But you're not the first to take this on. Others have led successful medical LIS software implementations and emerged as trusted leaders on the other side.

You're ready for this, and we're here to help. 

The checklist below offers a high-level roadmap to keep your lab information system implementation organized and on track.

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Let's Get Started 

So you've been picked to lead the project. Now what? What are the initial steps to take?

Whether your organization is installing its first lab information system, converting to a new medical LIS, or upgrading from a legacy LIS software, the first step should be to form a committee.

Discover More: How to Set Up a Committee to Select a Laboratory Information System

Next, and just as important, is conducting a needs assessment. This entails evaluating current laboratory processes to identify strengths, weaknesses, and areas that need improvement. After completing this internal assessment, you and the team will understand the specific requirements the new laboratory information system must support.

The next order of business is selecting the best LIS system for your organization's current needs and future goals. This will require thorough market research to identify a shortlist of leading laboratory information system companies and engage with them for more information and LIS software demonstrations.

A Request for Proposal (RFP) is a widely accepted way to engage potential laboratory information system vendors, introduce them to your lab, and solicit proposals based on your lab's specific requirements. The submitted RFPs will help you and your colleagues uniformly compare various laboratory information systems (click here to see an example RFP template).

Attending trade shows, reading journals, and gathering input from other laboratories are additional recommended steps while conducting market research.

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Understand that successful medical laboratory information system software implementations begin with the analysis and selection stages, so don't rush either process. Take the time to clearly outline the goals, the scope, and the expected outcomes. 

Also, discuss responsibilities, deliverables, and schedules with the LIS company you ultimately choose to partner with while establishing (early on) your lab's configuration and customization specifications.

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Planning for Laboratory Information System Success

Establishing your lab information system selection committee is a big first step, and so is recognizing and avoiding the common pitfalls tied to such a large project.

Common Pitfalls to Avoid

• Insufficient or deficient planning.
• Lack of project management.
• Over-reliance on the LIS vendor's skills and resources.
• Ineffective management of staff resources and change processes.
• An overestimation of project resources.
• Scope creep.

There's no such thing as over-planning, so take the time to do it right. You'll be glad you did.

Be mindful of the difference between managing the project and allowing it to manage you. Take a proactive rather than reactive approach, anticipate risks, and set clear goals and milestones based on confirmed resources.

Also, this isn't the LIS vendor's installation; rather, it's your lab's implementation. This subtle change in mindset will go a long way, ensuring that your team and the LIS company are aligned on the project's direction and pace. 

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Laboratory Information System Software Project Plan Template 

Developing a laboratory information system project plan requires a few essential steps to make sure everything is covered, from the initial assessment through go-live and post-implementation support.

Here’s a simple outline to get you started. Use it as a foundational template that you and your team can expand with project-specific details as you move forward.

1. Project Initiation

Objective: Establish the project's goals, scope, and constraints.

Key Activities:

• Define project objectives and scope.
• Identify project stakeholders.
• Formulate the project team.
• Develop project outline and secure approval.

2. Requirements Gathering

Objective: Capture detailed functional and non-functional requirements.

Key Activities:

• Conduct interviews and workshops with stakeholders, including lab technicians, IT staff, and management.
• Document existing lab workflow to understand current processes and pain points.
• Prepare a detailed requirements specification document.
• Validate and get approval for the requirements from all stakeholders.

3. Laboratory Information System Selection

Objective: Choose the best LIS system based on the gathered requirements.

Key Activities:

• Research and evaluate potential LIS software vendors and LIS systems.
• Send out Requests for Proposals (RFPs) and evaluate responses.
• Conduct lab information system demos and review LIS company presentations.
• Select the LIS system and negotiate contract terms.

4. Project Planning

Objective: Plan the detailed execution of the lab information system implementation.

Key Activities:

• Develop a comprehensive project plan with timelines, resources, a budget, and risk management plans.
• Establish communication plans.
• Define project milestones and critical paths.
• Set up project management tools and dashboards for tracking progress.

5. LIS System Design and Customization

Objective: Customize the laboratory information system implementation to fit your lab's specific requirements.

Key Activities:

• Work with the LIS company to design lab information system configurations that meet the lab's requirements.
• Map and re-engineer lab workflow to optimize processes.
• Customize LIS system interfaces and reporting templates.
• Ensure compliance with relevant regulations and standards.

6. Interface Development and Integration

Objective: Develop and integrate all necessary interfaces between the lab information system and other laboratory software systems.

Key Activities:

• Work with lab vendors to develop an electronic health record (EHR) interface with the medical LIS to exchange orders, results, and patient demographics. Use HL7 or other relevant protocols for data exchange.
• If the plan is to use separate systems for LIS and laboratory revenue cycle management (RCM) workflow, develop an interface to transmit laboratory billing data, including CPT codes, patient information, and charges, between the two systems.
• Interface each laboratory instrument with the LIS system to automate test orders and results capture. Use ASTM, HL7, or other relevant protocols for data exchange.
• Conduct end-to-end testing of each interface to ensure proper communication and data integrity.
• Define all interface requirements and verify that the LIS software vendor can fully support them. 

7. Data Migration Planning and Execution

Objective: Ensure a seamless transition from legacy systems to the new laboratory information system software.

Key Activities:

• Conduct a thorough analysis of existing data that the team must migrate to the new LIS lab system (e.g., patient records, test results, historical data).
• Create a data mapping document that aligns the old system's data fields with the new laboratory information system.
• Clean and validate the existing data to remove duplicates and ensure data accuracy.
• Extract, transform, and load (ETL) data from the legacy system(s) into the new LIS system.
• Validate data migration by performing checks to ensure data integrity, completeness, and accuracy.

8. LIS System Implementation

Objective: Install and configure the LIS system software in the laboratory environment.

Key Activities:

• Set up hardware and network infrastructure.
• Install the LIS system and conduct initial configurations.
• Integrate the medical LIS with existing laboratory software systems (e.g., EHRs, laboratory billing software).
• Migrate data from old systems to the new LIS medical solution.

9. Testing and Validation

Objective: Ensure the laboratory information system meets all specifications and requirements.

Key Activities:

• Conduct unit, integration, and LIS system testing.
• Perform user acceptance testing (UAT) with real user scenarios.
• Validate the laboratory information system for regulatory compliance.
• Resolve any issues and retest as needed.

10. Training and Change Management

Objective: Prepare end users to transition to the new laboratory information system.

Key Activities:

• Develop and deliver training programs tailored to various user groups.
• Provide documentation and support materials.
• Implement change management strategies to ease the transition.
• Set up a support structure with the LIS company for post-go-live issues.

11. Go-Live

Objective: Successfully deploy the laboratory information system software for operational use.

Key Activities:

• Plan and execute the go-live strategy.
• Provide intensive support during the initial days of go-live.
• Monitor lab information system performance and user feedback.
• Make immediate adjustments as necessary.

12. Post-Implementation Review and Support

Objective: Ensure ongoing success and optimization of the newly implemented medical LIS.

Key Activities:

• Conduct post-implementation reviews to capture lessons learned.
• Provide ongoing support and troubleshooting.
• Plan for periodic updates and maintenance.
• Continuously evaluate LIS system performance and user satisfaction.

A Structured Starting Point for Your LIS Project

This project plan offers a clear framework for organizing and launching a laboratory information system initiative. Your LIS lab vendor may also provide its own project plan for reference. For example, LigoLab offers a detailed project plan template you can review (see LigoLab’s project plan template here).

Large, complex projects rarely follow the original plan perfectly; however, templates like these help you build early momentum, stay organized, and keep the project moving forward even when unexpected challenges arise.

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What is a Successful LIS System Implementation? 

So how does one judge success? Consider whether the team met objectives, achieved satisfaction, and whether success is sustainable over time.

Has the Implementation Satisfied Customers?

• Does the LIS system maintain or improve quality?
• Has it improved laboratory responsiveness?

Has the Implementation Satisfied Users?

• Has the medical LIS made their tasks easier?
• Are their jobs more gratifying?

Has the Implementation Satisfied Lab Management?

• Has the LIS system reduced risk?
• Has it raised efficiency and reduced unit costs?
• Is it augmenting decision-making?

Can the Lab Information System Support Sustained Success?

• Can the LIS system adapt to changing customer demands?
• Adapt to changing user needs?
• Adapt to a changing environment?
• Maintain risk avoidance?
• Maintain cost savings?

Successfully implementing a laboratory information system is a great challenge, and its importance cannot be understated. It requires leadership, buy-in from ownership/management and all other stakeholders, real resources, realistic expectations, and an all-hands-on-deck attitude.

Despite the difficulties, your team can do it, and those who make it happen are the true winners.

Ready to Lead a Successful Laboratory Information System Implementation?

A clear project plan and the right vendor partnership can make all the difference in keeping your LIS system implementation on track. Connect with a LigoLab product specialist and take the next step with confidence.

Act Now: Speak with a LigoLab Product Specialist!

Frequently Asked Questions About Laboratory Information System Implementations

What is the first step in an LIS system implementation project?

The first step is to organize a selection committee, followed by a needs assessment to evaluate current laboratory processes and identify the specific requirements the new system must support.

What are the most common pitfalls in LIS system implementation projects?

Common pitfalls include insufficient planning, lack of project management, over-reliance on the vendor's skills and resources, ineffective management of staff and change processes, overestimating project resources, and scope creep.

What are the main phases of a lab information system project plan?

An LIS implementation project plan includes project initiation, requirements gathering, LIS system selection, project planning, system design and customization, interface development, data migration, implementation, testing and validation, training and change management, go-live, and post-implementation review.

How is an RFP used in the LIS selection process?

A Request for Proposal (RFP) is used to engage potential LIS vendors, introduce them to your lab's needs, and solicit proposals that can be uniformly compared across systems.

What protocols are commonly used for LIS interface development?

HL7 and ASTM are commonly used protocols for exchanging data between the LIS system and EHRs, laboratory instruments, and other laboratory software systems.

How do you measure whether an LIS implementation was successful?

Success can be measured by whether the implementation satisfied customers, users, and lab management, and whether the laboratory information system can sustain that success by adapting to changing demands, user needs, and the broader operating environment over time.

Whose responsibility is the LIS implementation - the lab's or the vendor's?

While the LIS vendor plays a critical support role, the implementation should be viewed as the lab's project, not the vendor's installation. This mindset ensures the lab's team and the LIS company jointly lead the project's direction and pace.