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Sample Management

Tracking sample status, rejection, and turnaround.

Sample management in Kanta tracks the journey of each specimen from receipt at the lab through to result release — giving you full traceability and the ability to flag rejections with a reason code.

Sample lifecycle in Kanta​

Received at lab → Checked in → Assigned to section → Processing → Result entered → Released

Each step is timestamped. The time between steps feeds directly into your TAT calculations.

Checking in a sample​

  1. Go to Quality & Samples → Samples
  2. Click Check in sample
  3. Scan the sample barcode or enter the accession number manually
  4. Confirm the patient name and requested tests
  5. Click Check in

The sample appears in the work queue for the relevant section.

Sample rejection​

If a sample does not meet acceptance criteria, reject it at check-in rather than processing it:

  1. At check-in, click Reject sample
  2. Select the rejection reason:
    • Haemolysis (gross / slight)
    • Insufficient volume
    • Wrong container / wrong anticoagulant
    • Clotted (for anticoagulated tubes)
    • Unlabelled or mislabelled
    • Sample damaged in transit
    • Expired tube
  3. Add a note if needed
  4. Click Confirm rejection

The rejection is logged against the patient record. A rejection notification is automatically sent to the requesting clinician (if notifications are configured). The patient must have a new sample collected.

Sample status​

Check any sample's current status from Quality & Samples → Samples → search by accession number or patient name:

StatusMeaning
ReceivedLogged but not yet checked in formally
In progressAssigned to a section, testing under way
Pending authorisationResults entered, awaiting sign-off
ReleasedResults authorised and visible to requesting clinician
RejectedSample rejected at receipt — new sample needed

Bulk sample view​

The Samples dashboard shows all samples received today by default. Use filters:

  • Status — filter by stage in the pipeline
  • Section — filter by lab department
  • Date range — view historical samples

For help, contact your Lab Manager or email [email protected].