Product preview · Fictional patient data
Walkthrough 29 of 29 · Desktop
From duplicate barcodes to cold-chain delivery and the patient's own “received”, every handoff to the clinic's own system has an owner and a confirmation.
Lab & pharmacy core: witnessing, prior auth, delivery and readiness, muted recording of the design prototype. Fictional patient data.
Chapter 1 of 7: One queue across lab and pharmacy
Recorded from an interactive design prototype. Every patient, clinician and clinic is fictional, EMR screens are modeled reconstructions, and nothing shown is a live connection to any clinic or vendor system.
Clinical & operational context
The everyday handoffs between OvaFlow and the lab's and pharmacy's own systems. A duplicate barcode goes to the clinic's two-person witness check, prescriptions stay in the clinic's e-prescribing system, and prior authorization is tracked against the stimulation start date. Medication delivery counts when the patient confirms it arrived.
On the day before stimulation start or retrieval, clinical nursing, embryology/andrology, genetic screening, and specialty pharmacy workflows converge. A single patient's cycle can be held up by an unresolved carrier-screening accession problem at the reference lab, a duplicate barcode flagged during laboratory witnessing, an unverified embryo storage location for Jordan Patel, a specialty pharmacy waiting on prior authorization and clinician clarification before cold-chain courier dispatch, an unsigned episode consent or unbooked embryologist slot, or a lab-to-nursing handoff sitting unaccepted.
This 7-chapter core walkthrough brings those pilot-scope lab and pharmacy coordination threads together: viewing the shared lab-and-pharmacy queue, resolving a carrier-screening accession hold, surfacing a duplicate barcode stop witnessed in the laboratory's own system, inspecting Jordan Patel's embryo storage and lineage record, tracking specialty pharmacy fulfillment from clinician clarification through prior authorization to patient receipt confirmation, checking procedure consent and room/embryologist readiness, and closing with an explicit lab-to-nursing handoff that waits for nursing acceptance.
Lab accession
Holds on carrier-screen issue or duplicate specimen barcode
Specialty pharmacy
Tracks clinician clarification, prior authorization, courier, and receipt
Readiness checklist
Verifies signed episode consent, room, and embryologist slot
Lab and Nora Ruiz, RN
Waits for nursing owner's explicit acceptance
How pilot-scope laboratory, cryo, pharmacy fulfillment, and room readiness checks converge before procedure day.
Guardrail: Duplicate specimen barcodes trigger an immediate stop in the lab's system, and pharmacy delivery isn't closed until the patient confirms physical arrival.
What to watch for
The everyday handoffs between OvaFlow and the lab's and pharmacy's own systems. A duplicate barcode goes to the clinic's two-person witness check, prescriptions stay in the clinic's e-prescribing system, and prior authorization is tracked against the stimulation start date. Medication delivery counts when the patient confirms it arrived.
Follow the exact timestamps, UI status changes, and coordination safeguards as the recording plays.
What to watch for: The shared queue shows open laboratory, cryo, and specialty pharmacy items alongside their clinical owners.
Boundary rule: Clinical and lab staff see cross-team blockers without switching systems.
On-screen narration: The lab and specialty pharmacy queue opens across accession, witnessing, cryo and pharmacy.
What to watch for: A carrier-screening specimen on accession hold stays flagged until sample documentation is completed.
Boundary rule: Pending genetics holds cannot age silently while cycle start approaches.
On-screen narration: An outside carrier-screening accession hold for Elena Rivera opens. The handoff to the reference lab's own requisition is shown. Back to the accession task. The outside lab accepts the corrected documentation. Back to the lab operations queue.
What to watch for: When the laboratory's witnessing system flags a duplicate barcode, OvaFlow surfaces the stop immediately to the care team.
Boundary rule: Physical witnessing stays in the lab's own system; OvaFlow makes the resulting hold visible across the clinic.
On-screen narration: A duplicate barcode on Alex Chen's andrology specimen opens a witness hold. The two-person barcode check is handed to the clinic's witnessing system. Back to the andrology task. Back to the queue for cryo review.
What to watch for: Jordan Patel's embryo record displays verified tank, canister, and cane coordinates alongside consent status.
Boundary rule: Storage coordinates are read-only reflections of verified laboratory custody.
On-screen narration: Jordan Patel's embryo PGT and storage location check opens. The handoff to the PGT lab's source record opens. The amended PGT report link is cross-checked. Back to the lab overview. The cryostorage task reopens to check the tank record. The cane and canister check is handed to the cryostorage system's record.
What to watch for: Specialty pharmacy tracking separates clinician clarification, prior authorization, courier delivery notice, and the patient's confirmation that the box arrived.
Boundary rule: A courier 'delivered' scan does not close medication readiness until the patient confirms she has the refrigerated box in hand.
On-screen narration: A specialty pharmacy clarification opens for stimulation and trigger medications. The prescription stays in the clinic's e-prescribing system. The companion never prescribes. A linked specialty pharmacy change request is shown. Back to the clarification to move the prior authorization forward. The prior authorization deadline is tracked against the stimulation start date. The payer portal's submission reference is confirmed. The cold-chain courier window is tracked before injection night. The specialty pharmacy's delivery confirmation is recorded with its source. The patient confirms the medication physically arrived.
What to watch for: Procedure readiness checks episode-specific signed consent alongside operating room and embryologist bench slots.
Boundary rule: Clinical, legal, and staffing gates are verified together before scheduling lock.
On-screen narration: Procedure consent for this episode, and the room and embryologist slots, are checked. The signed consent document is linked. Back to the readiness checklist. Room and lab bench booking is handed to the clinic's scheduler.
What to watch for: A laboratory-to-nursing handoff stays with the embryologist until the receiving nurse reviews the note and accepts.
Boundary rule: Cross-department handoffs require explicit acceptance just like nursing shift handoffs.
On-screen narration: A lab-to-nursing handoff waits for the owner's explicit acceptance. The handoff note is reviewed before the clinical owner signs off.
OvaFlow never makes the clinical call in these recordings. Physicians sign, the person taking a handoff accepts it, and the lab keeps its own holds. The companion tracks, checks and stops; staff decide.
In this walkthrough
Every patient, family member, clinician and clinic in these stories is fictional. Names, times and screens come from prototype walkthroughs, not from real care.
Elena RiveraPatient
Jordan PatelPatientNamed or shown on screen. An EMR here is a modeled workflow example built for the prototype, not the vendor's own software. OvaFlow is designed to work beside these systems.
Electronic lab witnessing
Clinic workstation OSSystems a clinic running this workflow often uses. They do not appear in this recording.
Electronic witnessing (RI Witness) & PGT genetics
Electronic witnessing & embryology lab technology
Automated cryostorage & monitoring
Outside reference lab
Outside reference & genetic lab
E-prescribing network
Specialty fertility pharmacy
Specialty fertility pharmacy (formerly Alto Pharmacy)
Fertility benefits manager
Patient education & eConsentThird-party names and logos are trademarks of their respective owners, shown to illustrate systems commonly used in IVF clinics. No affiliation, endorsement or live integration is implied. nAbleIVF, eIVF and Artisan appear as modeled workflow examples.
Where this appears
This recording is part of these pages. Each one explains the step in more depth.
Questions & answers
What clinicians, coordinators, practice leaders, and patients ask when reviewing Walkthrough 29.
Refrigerated gonadotropins and trigger syringes are often delivered to apartment lobbies or mailrooms. Confirming that the patient physically opened and refrigerated the package prevents discovering at 8:00 PM on trigger night that the box was left at the wrong door.
Physical dual witnessing and barcode/RFID scanning happen inside the embryology laboratory's own witnessing system. OvaFlow surfaces any resulting hold or readiness status so nursing and physicians stay aligned.
When an embryologist finishes a lab update that requires a nursing call or schedule action, the handoff stays visibly owned by the lab until the assigned nurse reads the note and clicks Accept.
Related
A note isn't done until it's saved, a cycle doesn't start with prior authorization unresolved, dose changes go to eIVF's own e-prescribing, and a PGT label mismatch stops the review.
A patient-reported penicillin rash is surfaced against the chart, a monitoring note is confirmed saved rather than assumed, and a specimen label mismatch stops review.
Accession holds, amended PGT reports, cryo tank signals and pharmacy change requests land in one queue, each with a named owner.
Next step
We'll replay this flow against your roles and handoffs, using fictional records. Please don't send patient data.
