Pending Orders

Page Description

Use the Pending Orders page to view and edit orders that have sample collection pending or are waiting for results. You may filter the list by the amount of time the orders have been pending, whether or not the orders have been sent to the lab, the ordering provider, or the ordering location for the order. If desired, you may access a printable version of a list of all of the orders on the list.

Note that the data displayed on this page depends on the column view settings for your facility. Copia uses the column view settings to control what columns appear in the tables on this page and the order in which it sorts the displayed information. You may set column view rules at the location or the system default levels. The rules for the signed in location, if available, supersede the system default column view rules.

For more help, click one of the following links:

Accessing this Page

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Accessing the Pending Order Filter

  1. When viewing the Pending Order page, you may either view or hide the pending order filter.
  2. Click the "Show Filter" link to make the pending order filter visible.
  3. Click the "Hide Filter" link to hide the pending order filter.
  4. When the filter is visible, you may select date, status, ordering provider, or ordering location filters that Copia uses to create the list of orders that have sample collection pending or are waiting for results. See "Setting the Pending Order Filter" below.

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Setting the Pending Order Filter

  1. Mark the Limit to orders that have had results pending for at least __ days checkbox and enter a value to limit the list based on the number of days results have been pending. If an order has been in pending status for less than the specified number of days, then Copia will not include it in the Pending Orders list. The default value is 3 days.
  2. Mark the Do not show orders older than __ days checkbox and enter a value to limit the list based on the number of days the orders have been pending. If an order is older than the specified number of days, then Copia will not include it in the Pending Orders list. The default value is 30 days.
  3. Click the Limit to orders ___ in the range drop-down list and select either "ordered," "collection proposed," "collected - released samples only," or "collected - released and not released samples" and then set a Start and End date to limit the list to include only those orders that were ordered in the specified time range. Select a date from the calendar view by clicking the calendar icon located next to the date fields. Click the Now button next to the time and date fields to update the order date to the current date and time, if desired. Click the Clear button to clear the time and date fields. You may set a default value for this setting on the Application page. See the Application topic. Note that you cannot use this setting if you are using the Do not show orders older than __ days option.
  4. Click the Show orders sent and not sent to lab drop-down list and select either "Only show orders sent to the lab," "Show orders sent and not sent to lab," "Only show orders not sent to the lab," or "Only show expired standing orders" from the menu. Depending on which option you select, Copia will only show orders sent or not sent to the lab or expired standing orders in the Pending Orders section. If "All" is selected as an option, a Standing Order Action pop-up will be displayed if there are standing orders in the list of pending orders. The pop-up will appear for each standing order when selecting "All" on the page.
  5. Select the Limit to turnaround times that expire __ hours in the future based on the date <ordered/collected> option to display only orders that contain order choices that have defined turnaround times. The default is 0, which includes order choices that are already overdue. Select Ordered or Collected to have Copia use either the ordered date or the proposed collection date for the order choices when determining the turnaround times. You may set turnaround times for individual priorities for the hosts for each order choice.
  6. To limit the list of pending orders based on the ordering provider, select an option from the Ordering Provider drop-down field, either a specific provider or "All" to include all providers. If selected, Copia will only include in the list those orders that were ordered by the selected provider. If you cannot find the desired provider, click the Search button to select the provider in the User Search page. See the User Search topic.
  7. To limit the list of pending orders based on the ordering location, select an option from the Ordering Location drop-down field, either a specific location, "All" to include all orders, or "Blank" to include orders with no set ordering location. If selected, Copia will only include in the list those orders that have the selected ordering location. If you cannot find the desired location, click the Search button to select the desired location in the Location Search page. See the Location Search topic. If desired, you may set "All" as the default for this field on the Application page. See the Application topic.
  8. To limit the list of pending orders based on the collection location, select an option from the Collection Location drop-down field, either a specific location, "All" to include all orders, or "Blank" to include orders with no set collection location. If selected, Copia will only include in the list those orders that have the selected collection location. If you cannot find the desired location, click the Search button to select the desired location in the Location Search page. See the Location Search topic.
  9. To limit the list of pending orders based on the testing location, select an option from the Testing Location drop-down field, either a specific location, "All" to include all orders, or "Blank" to include orders with no set testing location. If selected, Copia will only include in the list those orders that have the selected testing location. If you cannot find the desired location, click the Search button to select the desired location in the Location Search page. See the Location Search topic.
  10. To limit the list of pending orders based on the patient, click the Search button next to the Patient drop-down field to select the patient on the Patient Search page. See the Patient Search topic. By default, Copia displays "All" in the search field and searches for pending orders for all patients. If you select a specific patient, it displays that patient's name in the search field, and only searches for pending orders for that patient. Click the Clear button to return to the default value of "All."
  11. Select the Only Deceased Patients option to filter by patients that are deceased. Select the Only Inactive Patients option to filter by patients that are inactive in the system.
  12. Click inside the Order Choices search field, or click the Search button, to search for specific order choices. Click the name of the order choice(s) to have the order choice appear in the table below the Order Choices field. The table displays the name of the order choice as well as the option to select the order choice. Uncheck the checkbox to remove the order choice from the table.
  13. Click inside the Order Choices search field to search for specific order choices. Click the order choice name to add the order choice to the table. The table displays the name of the order and the active status.
  14. Click the Uncollected Order Count button to display the Uncollected Order Count pop-up. This pop-up displays the number of uncollected orders that exist in Copia. Click the Go To Pending Collection button to navigate to the Pending Collection page. See the Pending Collection topic. Click the OK button to return to the Pending Orders page without making any changes.
  15. Remember that each criterion you use further limits the number of possible matching orders. If you use multiple criteria, then Copia will only display those orders that match all of the parameters you have specified.
  16. Once you have the desired settings for the filter, click the Refresh button. Copia updates the list in the Pending Orders section of the page. See "Reviewing the Filtered Pending Orders List" below.

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Reviewing the Filtered Pending Orders List

  1. Once you have set your filter and clicked the Refresh button, Copia updates the list in the Pending Orders section. If the list is longer than one page, use the Page links, located below the list of orders, to navigate through the list. Note that, depending on user and system default administration settings, Copia may display or restrict patients visible to your associates during your patient or order searches.
  2. Copia displays the number of uncollected orders for this location at the top of the Pending Orders list. This number only reflects the number of pending orders for the selected location. Copia only updates this number when you refresh the page. Click the Uncollected orders link to view the order list in the Pending Collection page. See the Pending Collection topic.
  3. Copia lists each order with columns for each of the following:
  4. Click an Order ID link to open a pop-up list of page options. Select the page you wish to open for the selected order. Note that some options may not be available.
  5. Click the column headers that are links to sort the list of orders by the selected column. Each time you click a column header, Copia changes the sort to either ascending or descending order, as indicated by the sort arrow.
  6. Click an order choice under the Not Collected column to open a pop-up list of actions. Select the action you wish to perform or record for the selected order choice. Note that some options are not available.
  7. Click an order choice under the Not Accessioned column to open a pop-up list of actions. Select the action you wish to perform or record for the selected order choice. Note that some options are not available. If the accession information isn't available, Copia displays the name of the order choice with an asterisk (*) next to it, with a footnote at the bottom of the table.
  8. Click an order choice under the No Results column to open a pop-up list of options. Select the option you wish to perform or record for the selected order choice. Note that some options in the list are not available.
  9. Click an order choice under the Sendouts (no intf) column to open a pop-up list of options. Select the option you wish to perform or record for the selected order choice. This column only appears for locations with hosts that have been set up in the Locations administration page to allow you to manually record that you received results for sendout order choices and hosts that are in the default lab list. In addition, the host's interface can only be set up for outbound transmissions. See the Admin: Locations topic.

    By marking one or more order choices as received, you are updating the status of the order. If you have not marked any of the order choices as received, the order's status is "No Results." If you have marked some of the order choices as received, the order's status is "Partial Results." If you have marked all of the order choices as received, the order's status is "Complete."

  10. Note that you may view cancelled order choices using the Order History page. See the Order History topic.
  11. If there is at least one order in the list, you may click the (printable version) link to view or print the pending order list in PDF format on the View PDF page. See the View PDF topic.

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