Phone: 217-244-7630 (This number is answered by receiving.  If needed they can transfer to the business office for assistance.)

YUse the SANDI Labs Module to request and receive labs form the VDL and VTH internal lab equipment. 

Selection Buttons

• Create VDL Order (New as of 10/31/24) - For requesting lab tests from our onsite Veterinary Diagnostic Lab (VDL)
• Create IDEXX Order - Used to submit orders to onsite IDEXX machines located in the SAC ER and 
• View Unmapped Labs - Worklist for unmapped NOVA results
• VDL VADDS Archive - Houses all onsite NOVA results and past/archived VDL VADDS results.
• Charge Entry - Shortcut to the Charge Entry screen for the current patient.

Lab Sources 

• VDL: New resulting from COFL
• VTH/VADDS: Nova and the old VDL results from VADDS
• IDEXX: Internal IDEXX resulting from IDEXX machines in the ER or VMSC

Visit - List the visit associated with the each lab request

Lab 

• IDEXX test names will be listed and be prefaced with "IDEXX"
• NOVA tests will display as "NOVA pofile"
• OLD VDL VADDS will display wit the test name. 
• VDL COFL test requests can have multiple specimesn and tests so there is no one to one mapping. Therefor you will see specimen and test counts here. 

Results - This will be the timestamp of the last Status completed on the test

Status - This the current action or in process on the test

Staff - This will be the performing doctor from the Visit unless overridden when submitting the test.

Order Ref. # - this is the VDL reference number and EXTREMELY important when contacting the VDL about your tests.  

Status and Results Overview

Both VDL COFL and IDEXX results will be available via PDF.  (Only IDEXX individual discrete data will display in the tables and graphs.  A future enhancement, TBD, will allow COFL discrete data.)

Lab Created

• IDEXX - The status confirms the order is created in SANDI and sent to the IDEXX instrument. etc. 
• VDL - The order has been created but has NOT been submitted to the VDL yet. 

Note: IDEXX tests can only be edited while in the Created status. 

Lab Submitted

• IDEXX - This status means the test is pending selection on the IDEXX instrument.
  • It may take 2-3 minutes to appear the instrument.
• VDL - This status means the test has been sent to the VDL system.

Note: VDL tests cannot be edited after submission.  Any changes must be coordinated directly with the VDL.

Lab Complete

• IDEXX and VDL - The test has completed running on the IDEXX instrument or the VDL has submitted results that are now viewable in SANDI.

Note: The VDL will NOT post the PDF of results until all tests are finalized. 

Lab Canceled 

• IDEXX - Test canceled only applies to unsubmitted tests. NO other status can be Canceled and they drop off the list after seven (7) days.
• VDL - The VDL has cancel the test and an email  goes out to the Dr(s) listed on the visit within SANDI where it is indicated that they "Want Updates".

Note: If you have any questions or concerns, contact the VDL directly and provide the Order reference number from the Lab test.

SANDI Actions

Print Specimen Label - VDL ONLY   

Edit: Shows detailed results listing, including past results and graphs (s). (You can edit before a test is submitted.)

View: Allows viewing of the provided report via your browser.

Delete: Removes the test Results. You can only delete a test before submission.

Report: the provided report is in PDF format and allows for printing if desired.

Charges NOT entered: SANDI: checks to ensure that charges are entered for the tests run. It will flag the uncharged test(s) with a red exclamation mark. Enter charges, then return, select the Edit icon, and add the correct visit.

Unmatched Results - This happens if the IDEXX instrument does not have a way to associate the test with the visit automatically.  When this happens the tests must be matched manually within the lab module.  

Placing an Order in Labs

1. From the Patient Dashboard, select the Labs Module arrow.

2. Select Create VDL Order

Note the Sources for testing below:

• VDL: New resulting from COFL
• VTH/VADDS: Nova and the old VDL results from VADDS
• IDEXX: Internal IDEXX resulting from IDEXX machines in the ER or VMSC

3. The VDL CoreOne for Labs (COFL) order screen will appear. (ALL information from this point forward is information directly from COFL.)

Select the Question mark to open up the KB to view documentation, training, and VDL Contact Information.

1. Current Patient information will auto-populate. The info with a yellow background is data directly from SANDI. The dropdown data is from COFL. Review the data for accuracy, and change if inaccurately mapped.

2. Patient Mapping will be auto-populated in most cases. Sex and Breed info with a yellow background is data directly from SANDI. The dropdown data is from COFL. Review the data for accuracy, and change if inaccurately mapped.

3. Visit and Staff information will auto-populate with the current open visit data. If these are not populated, make the proper selection in the drop-down list.

Note: The staff member list will be the performing doctor and the supervising doctor will be whomever is listed on the associated visit.

4. Patient History should contain all pertinent info to regarding your patient condition, test request, sample, etc. Be thorough!

IMPORTANT Patient History Info: You CANNOT type patient history and attach a PDF, you MUST do one or the other as the VDL system does not allow both. (Free for text allows up to 4K characters.)

5. At this point you can do the following: 

• Save: save and come back to the order later.
• Submit to VDL: Initially, this will take you to the test specimen addition screen.  If you return to a saved test it will submit the test to the VDL system for processing.

6. Next will take you to the test selection screen.

At this point, we will add a specimen and then add a test to that specimen. You can add as many of each of those as needed but the specimens must have a test added. 

7. Select Add Specimen (These are what is available in the COFL system. If you are unable to find an appropriate specimen or have questions please contact the VDL).

1. Type: Select the specimen Type

2. Sub-Type: If there is a Sub-Type associated with the Type, select it now. (Not all types have a sub-type.)

3. Description: This will be helpful to the submitter if there are multiple requests on one specimen and it will appear with the test when you save. You are allotted 255 characters for your text.

4. Select Add Specimen. (Every specimen is required to have a test associated.)

5. Continue to add as many specimens as needed.

1. Once all specimens are created select, Add Test or you can Save and come back later to submit.

Note: You can edit or remove specimens via the highlighted buttons below.

Test and Lab Selection

Important: You can select the VDL lab section and see ONLY the tests available from that section OR you can select the test directly. If multiple lab sections offer the test you are requesting you MUST choose the VDL lab section after adding the test. If you choose the incorrect lab section your rest will be improperly routed and will be delayed or not run at all. Ensure you are sending your test to the right lab section.

NEVER SELECT VSC CLINICAL PATHOLOGY - doing so will improperly route your test.

1. Under Lab Selection, you will choose the proper VDL lab for your test submission. 

2. Under Test To Order - This is where you will select the test you want to order. 

View of VDL Lab Sections and tests

As you can see the list of Clinical Pathology tests available are displayed with the corresponding SANDI procedure code, description, and base price for your reference.  You can search for a test by the SANDI code or description also

Note: The price is a base price. It does not include discounts, markups, etc., and is just or reference and not quoting of any kind. Refer to Pricing in SANDI for this information. 

   5. Once the Lab section and Test is selected, a Schedule box will appear detailing when the test can be performed and the turnaround time for the test.

Note: The Schedule of when tests are run for the VTH will NOT change. The VDL provides external testing to various clients and the Schedule is listed for those purpsoes.

6. Verify that all information is complete and select Submit

Printing Specimen Labels

1. Go to the SANDI Labs Module to print a specimen label.
2. Select the printer icon under Actions.

The system will print one (1) label for each specimen. For example, if you have three specimens on an order it will print one per specimen. 

Charge Addition

Once tests are submitted charges will be automatically added within SANDI Charges. They will show with Operator of HL7 Operator. If charges do not add there will be a red exclamation mark in Actions under the Labs Module. 

IMPORTANT: IDEXX lab orders MUST be created in SANDI BEFORE submitting the test on the lab instrument.  Failure to request in SANDI first will result in unmatched tests which will require manual mapping.

Step 1: In the Labs Information Box, select VTH

Step 2: Select Create IDEXX Order

Step 3: Select the correct IDEXX instrument and Staff.

Note: SANDI automatically pulls the visits coordinating doctor. If needed, Staff can be changed.

Step 4: Select Submit and the IDEXX selection screen appears. The lab order will show as created in SANDI

Note: At this point, SANDI does a seamless handoff and you are in the IDEXX ordering system.

Step 5: Select the test(s) you want to run and they will be listed in the right panel. 

Note: You can find orders by species from the drop-down and save favorites by selecting the Star next to the test.

Step 6: Changing the Veterinarian here does change SANDI Lab data. It is simply an indicator within the IDEXX Screens. 

Step 7: Select Order and the order will be sent to the IDEXX instrument.

Step 8: You can now go to the IDEXX instrument select your patient/test(s) insert your sample and run it.

Select Test to run on IDEXX instrument

Step 1: Go to the IDEXX instrument and find the test you just requested in SANDI under the Pending column.

Step 2: Select your test and then select Run (lower left).

Step 3: Review and Confirm Life Stage selections. Select the instrument (bottom of the screen) that will run the test.  

Step 4: Follow the instructions to insert the sample and start the test. Results will automatically upload to SANDI.

SANDI Lab Status and Results Overview

Both VDL COFL and IDEXX results will be available via PDF.  (Only IDEXX individual discrete data will display in the tables and graphs.  A future enhancement, TBD, will allow COFL discrete data.)

Lab Created

• IDEXX - The status confirms the order is created in SANDI and sent to the IDEXX instrument. etc. 
• VDL - The order has been created but has NOT been submitted to the VDL yet. 

Note: IDEXX tests can only be edited while in the Created status. 

Lab Submitted

• IDEXX - This status means the test is pending selection on the IDEXX instrument.
  • It may take 2-3 minutes to appear the instrument.
• VDL - This status means the test has been sent to the VDL system.
  • Note: VDL tests cannot be edited after submission.  Any changes must be coordinated directly with the VDL.

Lab Complete

• IDEXX and VDL - The test has completed running on the IDEXX instrument or the VDL has submitted results that are now viewable in SANDI.

Note: The VDL will NOT post the PDF of results until all tests are finalized. 

Lab Canceled 

• IDEXX - Test canceled only applies to unsubmitted tests. NO other status can be Canceled and they drop off the list after seven (7) days.
• VDL - The VDL has cancel the test and an email  goes out to the Dr(s) listed on the visit within SANDI where it is indicated that they "Want Updates".

Note: If you have any questions or concerns, contact the VDL directly and provide the Order reference number from the Lab test.

SANDI Actions

Print Specimen Label - VDL ONLY   

Edit: Shows detailed results listing, including past result list and graph(s). (You can edit before a test is submitted.)

View: Allows viewing of the provided report via your browser.

Delete: Removes the test Results. You can only delete a test before submission.

Report: the provided report in PDF format and allows for printing if desired.

Charges NOT entered: SANDI: checks to ensure that charges are entered for the tests run. It will flag the uncharged test(s) with a red exclamation mark. Enter charges, then return, select the Edit icon, and add the correct visit.

Unmatched Results - This happens if the IDEXX instrument does not have a way to associate the test with the visit automatically.  When this happens the tests must be matched manually within the lab module.  

Edit Screen

ONLY IDEXX results will appear at the discrete data level.

Results

Results will display values for all tests that were run.  If a value is empty the test was not run.

Test Reference Ranges

The test reference ranges are set as the baseline for the lower and upper normal results.

• Low - This is the lowest point of a normal result.
• High - This is the highest point of a normal result.
• Alert - This indicates that a result falls outside of the normal result range and should be studied further. 

Past Results

Past Results, if prior tests have been run, will display, newest to oldest, in column format.  If a value is empty the test was not run.

Results Graph

When multiple results are available, the results graph will include red baselines indicating the test's reference ranges (low/high) s shown below.

If tests are unmatched or there is no data in between test points there will be no result line nor red reference range lines.  

Unmatched Results occur when the IDEXX instrument does not automatically associate the test with the patient. When this happens, the tests must be matched manually within the lab module. 

What causes unmatched results:

1. Failing to create the IDEXX order for the test in SANDI before running the same on the IDEXX instrument AND entering the incorrect information on the IDEXX instrument. 

Mapping Unmapped Labs

If results from your test(s) do not appear, they may be unmapped.

1. Select View Unmapped Labs 

2. If these are the correct results click the Select button

3. Select Assign to Patient and the results will appear in the patients list. 

Email notifications will be sent when Lab results are completed or canceled. (The VDL does not provide partial results/updates.)

1. Email notifications will be sent to the Coordinating Doctor on the visit listed in the test request. HOWEVER. you can override the doctor at the test request level.
2. The Subject will include the patient and test names.
3. There will be a direct link to the patient's dashboard in SANDI.

IMPORTANT: This should NOT be done without permission from a Lead Vet Tech or Clinician to ensure this is the proper course of action BEFORE proceeding.

When entering from the IDEXX instrument interface the following fields MUST be filled out properly or results will NOT go to the proper patient account and will be sent to Unmapped Labs. 

It is VITAL that the following two fields contain the information listed:

• Client Last Name: Must be the Client Account Number in the SANDI Client Information Box as shown below.
• Patient ID: This must be the ID in the SANDI Patient Information Box as shown below.
• All other sections should be filled out correctly.

When a brand new test needs to be added to SANDI HIS needs the IDEXX test name and code and the charge(s) you want to be set in SANDI that correspond.  (The description of the charge and our cost is what is needed.)

The IDEXX Test name and code appear in the IDEXX portal on the IDEXX equipment. It along with the SANDI charge code request (name and our cost) will need to be sent to his@vetmed.illinois.edu so HIS can setup the test interface with SANDI and create the associated charge(s).

1. Go to the IDEXX machine.
2. Access the Portal and in the Create IDEXX Order screen write down or screenshot the exact name and code, in parentheses, for the test. 
   1. Example: In the screenshot below IDEXX VetLab CBC (CBC) or IDEXX VetLab Station VetLyte Electrolytes (VLytes) are the test names/codes. 
3. Email the name/code of the tests AND send your proposed SANDI charge name/description, along with our cost for the test to his@vetmed.illinois.edu
4. HIS will then create a lab and associate the name/code with the IDEXX system for ordering via SANDI AND we will create the corresponding charges to ensure billing is completed properly.