Label Setup - rules to apply label formats by test, specimen, and workflow

After you create label formats in the Label Format Designer, use Label Setup to define rules that apply the right format, at the right time, on the right printer-based on test orders and other conditions. Rules can control which label prints, how many copies, and what data fields appear (e.g., collection site, tube color, reference lab). For compliance and safety, all labels should include patient last name, first name, DOB, and a scannable barcode.

What label rules can control

• Which format to print (choose from your saved label formats)
• When to print (on order creation, at collection, on receipt/check-in, at result verification)
• How many labels to print (e.g., 2 for blood culture: Aerobic and Anaerobic bottles)
• What data fields/merge fields to include (patient, specimen, destination, instrument, tube color)
• Conditional logic (different formats for different tests/specimen sources/clients)

Common rule criteria

• Test or panel (e.g., Blood Culture, Urine Culture, Toxicology Panel)
• Specimen type/source (e.g., blood, left arm/right arm)
• Tube type/color and volume (e.g., lavender, gold)
• Reference lab destination (send-out indicator; print ref lab name/address)
• Instrument/bench (route labels by instrument queue)
• Order attributes (profile component vs. single test)

Example: Blood Culture rule (two labels)

• Condition: Test = Blood Culture
• Action:
  • Print 2 labels:
    • Label 1 uses “Blood Culture — Aerobic” format
    • Label 2 uses “Blood Culture — Anaerobic” format
  • Merge fields on each: Patient Last, First, DOB, MRN/Accession; Collection Date/Time; Collection Site (Left/Right arm); Barcode of accession
  • Timing: At specimen collection

Other examples

• Urine culture: Print 1 cup label + 1 requisition/transport label; include source and time collected.
• Send-out test: Print a ref-lab label showing Reference Lab name, address, test name, and shipping notes.
• Chemistry tube labels: Use tube color text/icon.

Required fields and best‑practice content

• Always include:
  • Patient Last Name, First Name, DOB
  • MRN and/or Accession/Order number
  • Barcode (e.g., Code 128) encoding the accession/order (ensure quiet zone)
• Strongly recommended:
  • Collection Date/Time
  • Specimen Source and Collection Site (e.g., Left Arm, Right Arm)
  • Test name or abbreviation
  • Tube color/type, instrument target, or reference lab (when applicable)

Tip: Keep labels concise and legible; use high‑contrast layouts and validate scannability on the bench.

📘 Instructions: Create label rules

1. Open Label Setup (Tools → Label Setup).
2. Click New.
3. Define conditions:
   • Select Code, Name, Test/Panel and any additional criteria (Specimen Source, Client, Tube Color, Instrument, etc.).
4. Assign output:
   • Choose the Label Format to use.
   • Set Quantity (number of labels to print) (e.g., aerobic/anaerobic).
5. Map data fields (merge fields):
   • Ensure Patient Last, First, DOB, MRN/Accession, Barcode are included.
   • Add Collection Date/Time, Site, Tube Color, Reference Lab, Instrument as needed.
6. Test print and save:
   • Use Preview/Test Print with a sample order to verify layout, barcode scanning, and field resolution.
   • Save the rule.

Best practices

• Use dedicated formats per scenario (e.g., “BC-Aerobic,” “BC-Anaerobic,” “RefLab Send-out”) to keep logic simple.
• Keep barcodes clear of surrounding text; respect quiet zones; test with all scanners in use.
• Include collection site on blood culture labels for traceability (Left/Right arm).
• Use concise patient identifiers and DOB to reduce mislabeling risk; avoid clutter.
• Maintain a fallback rule so something useful prints even if a test is new or unmatched.
• Periodically review bench feedback to refine formats and rules.

Troubleshooting

• Wrong label format printed: Check rule order/priority and conditions; confirm the test/specimen mappings.
• Missing fields on label: Edit the format to add the merge fields; verify those fields exist on the order/specimen.
• Too many/few labels: Adjust the Quantity in the rule or split into multiple actions (aerobic vs. anaerobic).
• Barcode won’t scan: Verify symbology (e.g., Code 128), adequate quiet zone, print density, and no scaling; try a fresh ribbon/label stock.
  

For additional help please contact our support team.