Lab & pharmacy core: witnessing, prior auth, delivery and readiness
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.
Walkthrough 11 of 29 · Desktop
Lab & specialty pharmacy: accession hold, amended PGT, cryo signal
Accession holds, amended PGT reports, cryo tank signals and pharmacy change requests land in one queue, each with a named owner.
- Length
- 0:26
- Chapters
- 6
- Shown on
- Desktop lab and pharmacy workspace
- Later phase
- Prototype walkthrough · Fictional patient data
Lab & specialty pharmacy: accession hold, amended PGT, cryo signal, muted recording of the design prototype. Fictional patient data.
Chapter 1 of 6
Chapter 1 of 6: One queue for 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 situation on screen, why it matters, and where OvaFlow stops.
A single operations queue for the lab and specialty pharmacy. An outside lab accession is corrected and confirmed, an amended PGT report gets a documented physician review, a cryo tank signal is followed up, and a pharmacy change request goes to the prescriber.
What clinical situation this depicts
Behind every retrieval and transfer sits a tight web of embryology, andrology, genética/PGT, cryostorage, and specialty pharmacy signals. In many clinics, a corrected specimen accession hold, an amended PGT report from a reference genetics lab, a liquid-nitrogen cryotank alarm check, and a specialty pharmacy substitution request arrive through separate faxes, portals, and spreadsheets — making it hard for nursing and lab leaders to see whether tomorrow's procedure list is truly ready.
This walkthrough brings those cross-departmental signals into one operational queue: resolving a specimen accession hold with documented verification, flagging an amended PGT report so the superseded version cannot be used for transfer selection, logging a cryotank monitoring signal with an assigned lab owner, routing a specialty pharmacy medication change request back to the prescribing clinician, and checking procedure-day readiness across permissions and outcomes.
Step-by-step workflow
Unified lab, cryo, PGT, and specialty pharmacy signal queue
Step 1Accession queue
Embryology lab
Reconciles specimen accession hold in lab system
Step 2Genetics feed
OvaFlow safeguard
Flags amended PGT report; retires version 1
Step 3Cryo tank monitor
Embryology on-duty
Accepts tank signal check and logs verification
Step 4Pharmacy request
Dr. Mira Lee
Reviews specialty pharmacy change in clinic EMR
How accession holds, amended PGT reports, cryotank signals, and pharmacy clarifications route to the right clinical or laboratory owner.
Guardrail: Amended PGT reports immediately mark prior versions superseded, and pharmacy formulation changes require clinician sign-off in the EMR.
What OvaFlow coordinates in this recording
- Brings specimen accession holds, amended PGT reports, cryotank signals, and pharmacy clarifications into one owned queue.
- Immediately marks prior PGT report versions superseded when an amendment arrives from the genetics lab.
- Routes specialty pharmacy change requests to the prescribing clinician for EMR sign-off.
What stays with clinicians & the clinic's own systems
- Never replaces the laboratory's electronic witnessing hardware or LIS database.
- Never selects embryos for warming or transfer.
- Never approves a pharmacy medication substitution without a clinician's signed EMR order.
Terms in this walkthrough
Full glossary- AccessionIVF termA lab's registration of a sample it received. An accession hold means the lab needs something corrected first.
- PGTIVF termGenetic testing of a few cells from an embryo before transfer.
Show 3 more glossary terms in this walkthrough
- CryopreservationIVF termFreezing eggs, sperm or embryos for long-term storage.
- WitnessingIVF termA lab check, often by two people or a dedicated system, that confirms the right sample goes with the right patient. It stays in the lab's own witnessing process; OvaFlow does not perform or replace it.
- Readiness gateOvaFlow termClinical and financial readiness shown side by side before a cycle starts, without either one standing in for the other.
What to watch for
What could go wrong, and what you'll see instead.
A single operations queue for the lab and specialty pharmacy. An outside lab accession is corrected and confirmed, an amended PGT report gets a documented physician review, a cryo tank signal is followed up, and a pharmacy change request goes to the prescriber.
The problems it is designed around
- Held outside-lab requisitions and amended PGT reports missed before transfer planning.
- Pharmacy change requests or substitutions unacknowledged before trigger night.
- Cryo signal follow-up tracked on separate spreadsheets.
What you'll see in the recording
- An outside lab accession corrected and confirmed
- An amended PGT report with a documented physician review
- A cryo tank signal followed up
- A pharmacy change request routed to the prescriber
Chapter-by-chapter guide
Every chapter in this 0:26 walkthrough (6 chapters)
Follow the exact timestamps, UI status changes, and coordination safeguards as the recording plays.
One queue for lab and pharmacy
What to watch for: Lab, genetics, cryostorage, and specialty pharmacy items affecting active cycles appear in one shared queue.
Boundary rule: OvaFlow coordinates follow-up ownership across teams without replacing the laboratory information system.
On-screen narration: The lab and specialty pharmacy operations hub opens.
Show chapters 2–6 (5 more chapters with timestamps & boundary notes)
An accession hold, corrected
What to watch for: An accession hold on a specimen stays blocked until both identifiers and collection details are reconciled.
Boundary rule: No specimen moves past an accession hold without recorded laboratory verification.
On-screen narration: An outside lab accession hold for Jordan Patel needs correction. The reference lab confirms it received the corrected accession.
An amended PGT report
What to watch for: When an amended PGT report arrives, version 1 is marked superseded and embryology + REI review are reopened.
Boundary rule: Transfer planning cannot proceed on an outdated genetics report version.
On-screen narration: An amended PGT report needs a documented clinician review. The physician's review of the amended report is recorded.
A cryo tank signal
What to watch for: A cryostorage tank telemetry signal creates an immediate, owned check for the on-duty embryologist.
Boundary rule: Cryo alerts require explicit acceptance and documented inspection in the lab's log.
On-screen narration: A cryostorage tank signal needs lab follow-up. The source is resolved and the tank is confirmed stable.
A pharmacy change request
What to watch for: A specialty pharmacy substitution or clarification request routes to the prescribing clinician.
Boundary rule: Coordinators and pharmacies cannot alter a medication order without physician approval in the EMR.
On-screen narration: A specialty pharmacy change request for Elena is routed to the prescriber. The pharmacy acknowledges canceling the superseded prescription.
Permissions, readiness and outcomes
What to watch for: Role-based permissions and procedure readiness gates confirm every department has signed off.
Boundary rule: Each role only approves the gates within its clinical or laboratory scope.
On-screen narration: Related family members keep separate chart permissions. Clinical and financial cycle readiness are checked side by side. A cycle outcome draft is reconciled against the clinical records. The outcome report is confirmed ready for registry submission. Back to the lab operations overview.
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
The people on screen
Every patient, family member, clinician and clinic in these stories is fictional. Names, times and screens come from prototype walkthroughs, not from real care.
- Lab coordinatorWorks the lab queue
- Prescribing REI physicianReviews reports and pharmacy requests
- Pharmacy coordinatorTracks change requests
- Quality leadReviews outcome reporting
Jordan PatelPatient
Elena RiveraPatient
Systems in this recording
Named 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.
Clinic workstation OS
Show 11 systems often found around this workflow
Systems a clinic running this workflow often uses. They do not appear in this recording.
Electronic lab witnessing
Electronic witnessing (RI Witness) & PGT genetics
Electronic witnessing & embryology lab technology
Automated cryostorage & monitoring
PGT & reproductive genetics lab
PGT & embryo genomics lab
Outside reference lab
Outside reference & genetic lab
E-prescribing network
Specialty fertility pharmacy
Specialty fertility pharmacy (formerly Alto Pharmacy)
Third-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.
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Capabilities
Surfaces
Stories
Guided tours
Questions & answers
Common questions about this walkthrough
What clinicians, coordinators, practice leaders, and patients ask when reviewing Walkthrough 11.
Does OvaFlow replace our embryology lab's electronic witnessing system?
No. Physical barcode or RFID witnessing happens inside the laboratory's own system. OvaFlow surfaces open holds, amended reports, and handoffs between the lab and the clinical care team.
What happens if a reference genetics lab issues an amended PGT report after transfer planning has started?
OvaFlow marks the earlier report superseded, reopens the clinical and embryology readiness gates, and alerts the assigned REI and embryologist before warming.
Show 1 more walkthrough questions
Who can clear a specialty pharmacy formulation change request?
Only the prescribing clinician inside the clinic's EMR e-prescribing module; nursing and pharmacy coordinators track the follow-up once signed.
Related
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Next step
Walk through it with your own team.
We'll replay this flow against your roles and handoffs, using fictional records. Please don't send patient data.