Why Document Management Should Be Built Into Your Laboratory Information System

Laboratory document management software helps labs digitize, organize, access, and distribute requisitions, reference laboratory reports, consultations, additional studies, and other documents associated with patient testing.

When document management is built directly into a laboratory information system (LIS) software platform, those documents become part of the laboratory workflow rather than files stored in a separate system. They can follow the case from order entry and accessioning through grossing, testing, pathologist review, reporting, and final distribution.

That’s the approach behind the Document Management module within the all-in-one LigoLab LIS & RCM Informatics Platform.

Available as part of LigoLab’s Professional Tier, the module gives laboratories a flexible way to replace paper-based processes with digital document workflows while making important supporting information readily accessible to laboratory personnel when and where they need it.

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What Is Document Management in a Laboratory Information System?

Document management within laboratory information system software is the process of capturing, storing, organizing, retrieving, associating, and distributing documents related to orders, cases, and reports.

For medical laboratories, these documents may include:

• Test requisitions and supporting paperwork
• Reference laboratory reports
• Consultation reports
• Additional studies
• Outside laboratory documentation
• Other supplemental information associated with a laboratory order or report

The key distinction is integration.

Rather than simply scanning a document and storing it electronically, an integrated LIS document management solution connects a document with the corresponding laboratory order, case, or report.

This gives authorized users access to relevant information from within the same laboratory management software they already use to perform their work.

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Why Is Integrated Document Management Important for Medical Laboratories?

Despite the continued digitization of healthcare, laboratories still receive significant amounts of supporting documentation with patient specimens and test orders.

When information remains on paper or outside the LIS, laboratory personnel may need to search for documents, switch between applications, or manually transfer paperwork between workstations and departments, adding unnecessary steps and making critical information harder to access. 

LigoLab’s Document Management module addresses this by digitizing documents and making them available within the laboratory information system.

With this approach, a requisition scanned during order entry can immediately become available to personnel working later in the laboratory workflow. Instead of the paperwork physically following the specimen, the information follows the case digitally within the LIS.

For organizations looking to improve laboratory workflow management, this creates a more connected environment.

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How Does LigoLab Digitize Laboratory Requisitions and Supporting Documents?

LigoLab supports multiple document capture workflows because different laboratories and testing environments have different operational requirements.

Documents can be scanned immediately following order entry or processed later through centralized batch scanning.

For laboratories that scan requisitions during accessioning, the LIS can be configured to automatically open the Attachments window after an order is saved and labels are printed. Supporting documents can then be scanned and uploaded using a compatible benchtop document scanner.

The digitized document is then associated with the appropriate laboratory order and made available to users who need it later in the workflow.

This is particularly useful for anatomic pathology LIS workflows because cases can quickly move from accessioning to grossing. Making the requisition available electronically helps ensure grossing personnel can access the accompanying information without depending on physical paperwork.

How Does Document Management Further Support Anatomic Pathology LIS Workflows?

Anatomic pathology requires information to remain accessible across multiple stages of the case lifecycle.

During grossing, users can access scanned requisitions and supporting documents through a dedicated floating window or a fixed tab within the grossing touchscreen, keeping essential case information readily available as specimens are processed. 

Later, during pathologist result entry, attachments can be configured to open automatically when the pathologist accesses the result. They can also be opened as needed through the attachment icon within the result-entry workflow.

Discover More: Essential Anatomic Pathology LIS Software Features to Optimize Laboratory Workflow

How Does Batch Scanning Help High-Volume Clinical Laboratories?

Scanning documents individually during accessioning may work well for some laboratories, but high-volume organizations may prefer a centralized approach.

LigoLab supports batch document scanning that works in combination with the platform’s barcode labeling capabilities.

Each document can be marked with a requisition barcode generated by the LIS system. When documents are scanned and uploaded in a batch, the LIS reads the barcode and determines which laboratory order each document belongs to.

This enables laboratories to efficiently process high volumes of paperwork while automatically matching each digitized document to the correct laboratory order. Once uploaded, documents are readily accessible throughout the workflow, reducing the manual effort needed to organize and attach individual files. 

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Can LigoLab Automatically Attach Documents Received Electronically?

Yes.

Not every document needs to begin as paper.

LigoLab can automatically associate documents with incoming laboratory orders when receiving electronic documentation from an external source.

This is an important component of a modern laboratory information management strategy because laboratories often operate in hybrid environments. Some orders and documents arrive electronically, while others continue to arrive on paper.

A flexible LIS software platform should accommodate both.

By supporting scanned documents and electronically received attachments in the same environment, LigoLab helps laboratories create a more consistent document management workflow regardless of how the information enters the organization.

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How Does LigoLab Manage Reference Laboratory and Outside Reports?

Laboratory document management extends beyond requisitions.

LigoLab also enables laboratories to associate outside documentation with laboratory reports, including reference laboratory results, consultations, and additional studies.

Laboratory users can manually attach external reports or have them automatically imported through an electronic interface.

Attachments can then be incorporated into the final laboratory report with a LigoLab header or distributed as standalone documents, depending on the laboratory’s configuration and reporting requirements.

This keeps supplemental information connected to the laboratory report rather than requiring clients or laboratory staff to manage separate document streams.

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How Are Laboratory Report Attachments Distributed to Clients and Physicians?

Document management should not end when testing is complete.

Once a laboratory report is released, LigoLab can distribute associated attachments along with the report through the laboratory’s configured delivery method.

Depending on the laboratory’s workflow, distribution may include:

• Electronic interfaces
• Fax
• Hard-copy delivery
• Web portal access
• Remote printing

This means a clinic or physician can receive supplemental reports alongside information generated directly within LigoLab.

For laboratories focused on improving client service and laboratory outreach, integrated document distribution can simplify how complete diagnostic information reaches ordering providers.

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How Does LigoLab’s Document Management Approach Compare With Other LIS Systems?

Document management capabilities can vary considerably among laboratory information systems.

Some LIS systems primarily provide basic file-attachment functionality, allowing users to upload documents to a patient record or case. Other laboratory environments may depend on standalone document management applications, shared network folders, manually indexed scanned files, or separate systems that require users to leave their normal LIS lab workflow.

These approaches can provide electronic document storage, but storage alone is not the same as workflow-integrated document management.

With LigoLab, the document doesn’t simply exist somewhere in electronic storage. It remains associated with the laboratory order or report and can become available at the appropriate point in the workflow.

When comparing LIS systems, laboratories should therefore ask more than, “Can the system scan and store documents?”

A better question is:

“How does the LIS incorporate those documents throughout the laboratory workflow?”

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How Does Document Management Fit Into LigoLab’s Professional Tier?

LigoLab’s Professional Tier is designed for laboratories that need to move beyond foundational lab information system functionality and support increasingly sophisticated LIS lab management requirements.

The tier builds on LigoLab’s core laboratory information system software with additional capabilities that help laboratories digitize operations, improve connectivity, and manage workflows more efficiently.

Document Management is an important part of that progression.

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What Are the Benefits of Integrated Laboratory Document Management?

When documents are incorporated directly into the LIS workflow, laboratories can:

• Reduce dependence on physical paperwork
• Make requisitions accessible to authorized users throughout the workflow
• Connect documents directly with laboratory orders and reports
• Support both immediate and high-volume batch scanning
• Use barcodes to automate document-to-order matching
• Give grossing personnel and pathologists easier access to supporting information
• Incorporate reference laboratory reports and outside studies into reporting workflows
• Receive attachments through electronic interfaces
• Distribute supplemental documents with completed laboratory reports
• Create a more centralized laboratory data and workflow environment

These capabilities help transform document management from an administrative function into an integrated component of modern laboratory operations management.

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Frequently Asked Questions About Laboratory Document Management Software and LigoLab’s Approach

What is laboratory document management software?

Laboratory document management software digitizes, organizes, stores, retrieves, and distributes documents associated with laboratory operations. When integrated with an LIS, documents such as requisitions and outside reports are connected directly to laboratory orders, cases, and reports.

Can a laboratory information system scan requisitions?

Yes. LigoLab enables laboratories to scan requisitions and other supporting documents and associate them directly with laboratory orders. Scanning can occur immediately after order entry or through a centralized batch-scanning workflow.

Does LigoLab support batch document scanning?

Yes. LigoLab supports barcode-driven batch scanning. Requisition barcodes generated by the LIS can be placed on documents so the system can identify the corresponding laboratory order when batches of documents are uploaded.

Can pathologists view scanned documents within the LIS?

Yes. Attachments can be accessed during pathologist result entry and can be configured to open automatically when a result is opened or viewed on demand.

Can grossing personnel access scanned requisitions?

Yes. For anatomic pathology LIS workflows, digitized requisitions and other attachments can be viewed through a floating window or fixed tab within LigoLab’s grossing touchscreen.

Can outside laboratory reports be attached to LigoLab reports?

Yes. Laboratory reports, consultations, additional studies, and other external documents can be manually attached or electronically imported and associated with the corresponding LigoLab report. 

Can document attachments be sent with final laboratory reports?

Yes. Attachments can be distributed with released laboratory reports using configured delivery methods, including electronic interfaces, fax, hard copy, web portals, and remote printing.

Is Document Management included in LigoLab’s Professional Tier?

Yes. LigoLab’s Document Management module is available with the Professional Tier that provides growing laboratories with integrated tools for digitizing and managing documents as part of their broader LIS workflows.

What is the difference between LIS document storage and integrated document management?

Basic document storage gives users a place to save electronic files. Integrated document management connects those files to specific laboratory orders, cases, reports, and workflow stages so relevant documentation can be accessed as work progresses through the laboratory.

Why is document management important when choosing laboratory information system software?

Documents such as requisitions, outside reports, consultations, and additional studies contain information laboratory personnel may need throughout the testing process. An LIS with integrated document management helps keep this information connected to the laboratory workflow rather than isolated in paper files or separate software systems.

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