Take the Guesswork Out of Laboratory Send-Out Tracking

Modern laboratories rely on reference laboratories more than ever. Yet without a modern laboratory information system (LIS), send-out workflows often depend on spreadsheets, paper requisitions, disconnected tracking tools, and time-consuming follow-up. These manual processes delay turnaround times, increase the risk of errors, and make it difficult to maintain complete chain-of-custody documentation. 

LigoLab's Send-Out module addresses these challenges by unifying every aspect of external specimen management within a single laboratory information system. Included in LigoLab's Advanced Tier, the module provides complete visibility and control from send-out request through specimen shipment, result receipt, and integration into the patient record. 

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Why Send-Out Workflow Management Matters

Even the most advanced medical laboratories occasionally rely on outside facilities. Managing these workflows manually creates numerous operational challenges:

• Lost or delayed specimens
• Incomplete documentation
• Manual requisition preparation
• Limited shipment visibility
• Difficult result reconciliation
• Longer turnaround times
• Increased compliance risks

A modern laboratory information system should make these workflows virtually effortless by automating every step while maintaining complete specimen traceability.

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Flexible Send-Out Workflows for Every Laboratory

Every laboratory operates differently, and LigoLab's Send-Out module is designed with that flexibility in mind.

The module supports virtually every send-out scenario, including:

• Reference laboratory testing
• Specialized procedures
• Pass-through send-outs
• Immunohistochemistry (IHC) or special stains that aren’t performed in-house
• Continuity of care requests
• External pathology consultations

Just as importantly, send-out requests can originate at multiple points within the laboratory workflow.

Requests may be entered:

• During accessioning
• By the pathologist during sign-out
• As add-on requests
• Reflexed from internal results via LigoLab’s rules engine
• By authorized laboratory personnel with appropriate permissions

This flexibility enables laboratories to adapt the workflow to their operational needs rather than forcing users into rigid processes.

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Centralized Send-Out Management

Every new send-out begins in LigoLab's dedicated Send-Out Queue.

Rather than relying on email chains or handwritten notes, laboratory staff have access to a centralized work queue where pending send-outs can be reviewed, prioritized, managed, and approved before specimens depart from the laboratory.

This structured workflow improves accountability while reducing the risk of overlooked requests.

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Specimen-Level Tracking Throughout the Entire Process

One of the most valuable capabilities within LigoLab's Send-Out module is specimen-level tracking.

Each send-out request includes its own specimen table, providing complete visibility into:

• Which specimens are included
• Which specimens are expected back
• Current specimen status
• Outstanding returns

Instead of tracking shipments at the case level, laboratories gain precise visibility into every individual specimen throughout the entire send-out lifecycle.

This level of detail significantly improves laboratory workflow management while supporting regulatory compliance and chain-of-custody documentation.

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Automated Shipping and Manifest Generation

Preparing specimens for shipment is often one of the most time-consuming portions of the send-out process.

LigoLab simplifies shipment preparation through automated documentation.

When specimens are ready to leave the laboratory, the LIS system generates a comprehensive Send-Out Manifest that includes every item in the shipment.

Laboratories can also require staff to scan each specimen directly into the manifest before shipment, ensuring nothing leaves the laboratory without verification.

Carrier tracking numbers can be associated with the manifest, providing end-to-end visibility throughout specimen transit.

The printable manifest itself is fully configurable, enabling each laboratory to customize the format according to its operational preferences.

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Facility-Specific Interlab Requisitions

Different reference laboratories often require different paperwork.

Rather than forcing staff to complete forms manually for each destination, LigoLab automatically generates destination-specific Interlab Requisitions.

Each reference laboratory receives documentation formatted exactly as expected, eliminating duplicate work while reducing administrative burden.

Because the information already exists inside the laboratory information system, requisitions are populated automatically, improving both speed and accuracy.

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Complete Chain-of-Custody Visibility

Once a shipment leaves the laboratory, LigoLab automatically updates specimen locations within the lab information system.

Anyone searching for the specimen immediately knows it has been sent offsite.

This provides laboratory staff, pathologists, and customer service personnel with immediate access to accurate specimen status, eliminating the need to search through external records or documentation. 

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Efficient Receiving and Result Management

Managing incoming reference laboratory results is just as important as managing outgoing shipments.

LigoLab addresses this through its dedicated Send-Out Receive Queue.

As specimens arrive, staff can mark each as received individually while tracking any outstanding returns.

Queue filters quickly identify specimens still awaiting return, helping laboratories proactively monitor delayed testing.

The Receive Queue also supports multiple resulting workflows.

Laboratories can:

• Enter discrete results directly
• Scan and attach reference laboratory reports
• Include scanned reports in the final pathology report
• Store reports for internal review
• Prepare report revisions for pathologist review

This flexibility enables laboratories to customize send-out workflows to support their operational and reporting requirements. 

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Automated Follow-Up for Outstanding Specimens

Occasionally, reference laboratories experience delays.

Rather than manually preparing follow-up correspondence, LigoLab can automatically generate professional letters requesting updates on outstanding specimens.

Users simply select one or more pending send-outs, and the LIS system creates facility-specific letters populated with the appropriate specimen information.

This automation improves communication and helps laboratories keep send-out workflows on schedule. 

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Electronic Connectivity Eliminates Manual Entry

For reference laboratories supporting electronic connectivity, LigoLab offers both unidirectional and bidirectional interfaces.

Orders can be transmitted electronically while completed results flow directly back into the laboratory information system.

These integrations eliminate manual result entry, reduce transcription errors, accelerate turnaround times, and improve overall laboratory workflow efficiency.

For laboratories processing large send-out volumes, electronic connectivity can significantly reduce administrative workload while improving data accuracy.

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Powerful Search and Operational Analytics

LigoLab also provides robust search capabilities for send-out management.

Using the Search Send-Outs screen, staff can quickly locate requests using filters such as:

• Patient
• Case number
• Reference laboratory
• Date ranges
• Status
• Additional workflow criteria

Whether investigating delayed specimens or responding to client inquiries, every send-out remains only a few keystrokes away.

Laboratory leadership also benefits from Send-Out Statistics, which provide real-time operational visibility into:

• Send-out volumes
• Reference laboratory utilization
• Turnaround times
• Workflow performance

These insights strengthen vendor relationships, identify bottlenecks, and continuously improve operational efficiency.

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Included with LigoLab's Advanced Tier

Included in LigoLab's Advanced Tier, the Send-Out module supports mid-sized and enterprise laboratories with the advanced workflow management tools needed to handle complex, high-volume operations. 

In addition to comprehensive send-out management, the Advanced Tier includes several powerful modules that extend automation and operational visibility throughout the laboratory.

Multi-Facility Support enables multiple laboratory locations to operate within a single unified platform while maintaining independent workflows and centralized oversight.

Customer Service Management (CSM) streamlines issue tracking and communication through automated service tickets and configurable routing.

Peer Review supports structured post-sign-out case evaluation with reviewer assignment, discrepancy tracking, dedicated review queues, and comprehensive audit trails.

Rule Engine automates laboratory workflows with configurable rules that reduce manual work, standardize processes, and enhance efficiency. 

Dynamic Reports empower users to build custom reports and generate ad hoc operational and clinical analytics using discrete laboratory data.

Dashboards deliver real-time visibility into key performance indicators through customizable charts, graphs, and widgets.

Inventory & Supplies centralizes inventory management, customer orders, internal usage, cost tracking, and supply chain optimization.

Advanced Tier customers also benefit from Priority Support, which provides expedited response times, direct access to senior technical specialists, and a dedicated communication channel for critical issues.

Together, these capabilities transform the laboratory information system into a unified laboratory workflow management platform that streamlines operations, improves visibility, and drives efficiency across the entire organization. 

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A Smarter Approach to Laboratory Workflow Management

Reference laboratory workflows should never be the weakest link in laboratory operations.

By combining specimen-level tracking, automated documentation, configurable workflows, electronic interfaces, operational analytics, and real-time visibility within a single laboratory information system, LigoLab's Send-Out module simplifies external specimen management while providing complete visibility and control throughout the entire process. 

The result is a more efficient laboratory, better visibility across operations, and the flexibility to support continued growth without adding complexity.

See LigoLab's Send-Out Module in Action

Discover how LigoLab's unified laboratory information system helps labs automate send-out tracking, streamline laboratory workflow management, improve turnaround times, and gain complete visibility across every specimen journey.

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Frequently Asked Questions About LigoLab’s Send-Out Module

What is a laboratory information system (LIS) Send-Out module?

A laboratory information system Send-Out module manages specimens sent to external laboratories for specialized testing, pathology consultations, immunohistochemistry (IHC) or special stains, molecular diagnostics, and other reference laboratory workflows. It automates specimen tracking, requisition generation, shipment documentation, result management, and communication with outside facilities.

Why is specimen tracking important for laboratory send-outs?

Specimen tracking provides complete visibility into every specimen throughout the send-out process. Laboratories always know where specimens are located, when they were shipped, which reference laboratory received them, and when results are expected to return.

How does LigoLab automate laboratory send-out workflows?

LigoLab automates the entire send-out process by generating destination-specific requisitions, creating configurable shipment manifests, tracking individual specimens, supporting barcode scanning, managing receiving workflows, and integrating electronically with reference laboratories through uni and bidirectional interfaces.

Can LigoLab integrate electronically with reference laboratories?

Yes. LigoLab's Send-Out module integrates with external laboratories through both unidirectional and bidirectional interfaces, automating order transmission and result delivery to reduce manual effort, improve accuracy, and speed turnaround times. 

What reporting capabilities are available for send-out management?

The Send-Out module combines searchable work queues, specimen-level tracking, configurable filters, operational dashboards, and performance analytics to give laboratory leaders real-time visibility into send-out activity, turnaround times, and reference laboratory performance. 

Is the Send-Out module included with LigoLab's laboratory information system?

Yes. The Send-Out module is bundled with LigoLab's Advanced Tier, which also includes Multi-Facility Support, Customer Service Management (CSM), Peer Review, Rule Engine, Dynamic Reports, Dashboards, Inventory & Supplies, and Priority Support.