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 taken: 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 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 truly understand the specific requirements the new laboratory information system needs to support. 

The next order of business is selecting the best LIS system for your lab’s current needs and future goals. This will require thorough market research to identify a shortlist of 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 with potential laboratory information system vendors, introduce them to your lab, and solicit their proposals based on your lab’s specific requirements. The submitted RFPs will help you and your colleagues uniformly compare various LIS systems (click 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 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 LIS System Success

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

The pitfalls to avoid include:

• Insufficient or deficient planning
• Lack of project management
• Over-reliance on the LIS lab 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 lab vendor’s installation; rather, it’s your lab’s implementation. This subtle change in mindset will go a long way in ensuring that your team and the LIS company are together leading the project’s direction and pace. 

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Basic Laboratory Information System Software Project Plan Template 

Developing a basic LIS 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 is 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 LIS 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 LIS system 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 lab revenue cycle management (lab 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.
  • Document interface specifications and make sure they align with the LIS software vendor's capabilities.

7. Data Migration Planning and Execution

• Objective: Ensure a seamless transition from legacy systems to the new laboratory information system.
• Key Activities:
  
  • Conduct a thorough analysis of existing data that must be migrated 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., EHR, laboratory billing software).
  • Data migration from old systems to the new medical LIS.

9. Testing and Validation

• Objective: Ensure the lab 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.
  • Evaluate LIS system performance and user satisfaction continuously.

A Structured Starting Point for Your LIS Project

This basic 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 or not objectives were met, satisfaction was achieved, and whether success is sustainable over time. 

Has the laboratory information system implementation satisfied customers? 

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

Has the LIS system implementation satisfied users? 

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

Has the LIS system 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, it can be done, and those who make it happen are the true winners. 

Ready to lead a successful LIS implementation? 

Connect with a LigoLab product specialist and take the next step with confidence.

Act Now: Speak with a LigoLab Product Specialist!