Autoscribe Informatics

Matrix Gemini LIMS at work in a Health Screening Laboratory Case Study

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Courtesy of Autoscribe Informatics

Eastern Deanery Aids Relief Program (Nairobi, Kenya) has improved data recording, speeded up sample throughput and allowed a direct link to existing electronic patient records by replacing its paper-based laboratory documentation system with Matrix Gemini LIMS.

Background
Eastern Deanery Aids Relief Program (EDARP) is a non-profit Christian faith-based organization which serves the health sector in Kenya and is registered under the Ministry of Health as a medical service provider. With affiliations to the Roman Catholic Church and funded by the President Emergency Plan for Aids Relief (PEPFAR), EDARP operates a number of clinics for communities living in the eastern side of the city of Nairobi, offering Tuberculosis
Challenges
The laboratory uses both automated and manual testing methods. The automated methods are in immunology, biochemistry, haematology and the TB DNA line probe assay. The rest are performed manually. In addition, the laboratory outsources HIVPCR testing from KEMRI HIV-P3 laboratory to enable early infant HIV diagnosis in EDARP clinics. More than 20,000 immunological, biochemistry, and haematology tests are carried out each year by the laboratories. An automated LIMS was required to replace a paper-based system and reduce the work load. Key problems associated with the paper-based system were:

  • Bulky laboratory records for patient results
  • Time consuming traceability of patient results
  • Data entry errors occurring when laboratory results were being entered into patient electronic medical records by data officers
  • Inefficient management of manpower, especially with respect to sample registration E.g. a patient with 3 laboratory samples required three laboratory technologists to register them on the different laboratory testing systems
  • Laborious preparation of laboratory reports as the data were collected on registers
  • No back up of results

It was also essential that the laboratory patient result data could be linked to the existing patient electronic medical records within EDARP's health information and management system (HMIS). Clinicians at the EDARP clinics had to be able to access patient medical records via the HMIS. The HMIS played a key role in EDARP 'S clinic structure since it:
Offered better service delivery by reducing client waiting time
Facilitatedefficientpatientclinicalassessmentanddata recordingby clinicians
Facilitated easy client referral as client information can be accessed within all EDARP clinics
Provided clients with accurate records, with a documented audit trail of their medical history
In addition, the laboratory adheres to requirements of the Kenya Medical Laboratory Technicians and Technologist Board (KMLLTB) and is undergoing accreditation to meet international standards i.e. ISO15189:2013 standards.

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