Paperless Microbiology Laboratory

Further automation is provided by systems from Kiestra Lab Automation, which control weighing and dilution operations, automated plate preparation, and are used to prepare the media used in the plates. These systems are linked to the LIMS to determine which tests are required. Dilution is performed by Kiestra’s gravimetric dilutor, the SynergA, which is connected to a PC via TraceA software that provides full traceability of all dilution operations. In fully automatic mode, the sample barcode includes information about the type of dilution required (sample information including the weight of sample and dilution factor is also recorded giving improved traceability). When the sample barcode is scanned, the system automatically checks to see if the starting weight is within the predefined limits, selects the bottle of media to be used (if several are connected at the same time), makes the dilution, and checks if the accuracy is correct. The TraceA software package ensures all relevant data is stored automatically (date, time, analyst ID, sample ID, weight of sample, media batch number, weight added, and media).

Every sample tested requires a petri dish (apart from pathogen samples that are tested in a separate laboratory). Dishes are automatically labeled with a barcode at a rate of 1,000 per hour using Kiestra’s BarcodA system, which can also code tubes and bottles. Real-time barcoding dramatically reduces the transcription error rates to only 1 in 36 trillion characters, compared to manual coding/reading/writing where there can be at least 1 error in 300 characters. This barcode contains all of the important sample information such as use-by date. With this barcode, every sample is uniquely recorded, resulting in full sample traceability for the laboratory. Sample barcodes are scanned at the pipetting bench and the LIMS then sends the tests associated with the particular sample so that the petri dishes can be labeled with a second barcode specific for each test. The technician instantly receives the right set of test plates per sample. After pipetting, a Kiestra AgarrA module automatically scans the barcode on each dish and pours the plate with the correct molten media for the test—after which mixing, solidifying, and stacking takes place. The laboratory estimates that there has been a 30 percent saving on media costs since this system was installed due to more accurate dispensing of media. Following incubation the plates are counted—by hand. Westward Laboratories opted not to use automated plate counters due to the possible presence of food particles on the plates leading to false positives. Results are entered into the LIMS and are checked before they are made available for reporting. The LIMS also holds information about test costs, etc. so it is used to produce invoices for the customers. The entire system has been developed around a Matrix LIMS backbone with other tools being used at appropriate stages in the lab workflow to provide added speed and functionality to the system. Figure 1 shows this interaction in the workflow.

Reports and invoices can be accessed online or sent electronically to customers to minimize the use of paper.

Paperless Reporting

Matrix LIMS enables authorized users in the lab to modify existing reports or to create new ones. This is used extensively to ensure customers receive whatever reports/data analysis and interpretation they require such as daily, weekly, and monthly retailer reports. Whilst the LIMS system allows paper in the laboratory itself to be kept to a minimum, Westward Laboratories also recognized the opportunity to develop a paperless reporting system for its customers, so its in-house IT developed LabSTAR (Lab Service for Trend Analysis and Results). It’s a web-based reporting module which replaced an earlier system based on Excel. It queries the LIMS database but is separate from the LIMS itself. This approach was chosen because the customers did not require access to the LIMS itself, only to the reporting module which does the database querying. LabSTAR is used for results, trends, and exception reporting. It features a simple website with user name and password login and allows access to sample registration and results on a read only basis.