Kipu Lab Setup

The Lab Settings article provides instructions for configuring the lab options that control how lab orders, test profiles, and related workflows function in the system. These settings help you establish facility defaults, customize order behavior, and maintain consistent documentation.

1. To get to the Settings, start by clicking on your initials in the upper right-hand corner.
   
2. Then select Settings.
   

Instance

From Settings > Instance, scroll down to (or search for) Autocomplete Services and set the Facesheet Insurance Selection feature to Only allow Insurances from autocomplete or Only allow insurances from custom payors list. Make sure to scroll down and click Update to save.

Choosing these options allow for cleaner documentation without duplicate insurance entries and for information to prepopulate on the facesheet when the payer is selected from the drop-down.

For more information about these settings, check out this article.

Payers

1. Start by clicking on your initials in the upper right-hand corner.
   
2. Then select Settings.
   

3. From the Settings menu, select Payers to configure your payer information. 

   

4. Create a list of your most common payers and configure the Payer's Type, Phone, and Address fields. You can find detailed instructions here.

Orders

To set up orders, you must first configure your Statement of Medical Necessity, Lab Frequencies, and Durations. Facilities can customize the rationale for toxicology and/or clinical lab orders. Standard statements can be created in the Orders Settings tab and can be further customized at the time the order is created.

1. To get to the Settings, start by clicking on your initials in the upper right-hand corner.
   
2. Then select Settings.
   

3. Select orders, then choose Orders > Lab orders.

   

Orders and Medical Necessity Statements

Facilities can customize the rationale for toxicology and/or clinical lab orders. Standard statements can be created in the Orders Settings tab and can be further customized at the time the order is created. You can create as many statements as needed to reflect your policies and procedures. You can also designate a default statement. To add or update a Statement of Medical Necessity, use the following steps:

1. Select your initials in the upper right-hand corner.

   

2. Select Settings.

   

3. Select Orders and then choose Lab Orders or select Medication/Action Order Frequencies.

   

4. In the Statement of Medical Necessity section, you will see all available statements:
   • Default: Will Forces the statement to appear on every order. Selecting multiple default statements will apply in the order they are listed.
   • Enabled: Forces the statement to become available for selection when the order is placed. Uncheck the box to remove the statement from being used.
   • Delete: Click the x button to remove a statement entirely.
5. Click the Add item button to create a new template.
   • Name the statement. This is the name that the physician will select to add the statement when creating the lab order.
   • Add the Content of the statement.
   • Add it to the defaults if needed.
   • Enable and click Update to save your changes.
6. Use the [drag] icon to reposition the order of the statements. You may need to refresh the page to use this feature on newly added items.

Lab Order Frequencies

Facilities can customize the frequencies for ordering lab tests based on their policies and procedures.

Main frequency types:

• Intervals: Fixed number of days between tests (e.g., every 3 days).
• Occurrence: Testing on specific days of the week (e.g., every Monday, Wednesday, Friday).
• As needed: Orders are always available for collection, with no fixed schedule. The requisition will appear on the Due Today tab every day until it is collected. Once collected, it will reappear the next day and remain available throughout the order's duration.
• Random: Testing occurs a specific number of times per week or month, but days are selected at random based on your configuration (e.g., 3 times a month on randomized days).

To add or update an Order Frequency, use the following steps:

1. Scroll to the Lab Order Frequencies section.

   

   • Default: Check this box to indicate a default frequency that will appear for your custom and standard profiles. Note: Individual orders are always defaulted to Once frequency.
   • Enabled: Check this box to make the frequency available for selection when the order is placed. Alternatively, uncheck the box to remove the frequency from being used.
   • Delete: Click the x button to remove the frequency from the system. Not recommended! Please disable frequencies that have already been used for lab orders.
2. To create a new order frequency, click Add Item.

3. Name your frequency. This appears in the Frequency drop-down when creating the order.

   

   • Select Interval from the Type drop-down and Day from the Unit drop-down.
   • Set the interval to the number of days the patient will be due for testing. If the patient needs to be tested every 4 days, input 4.
4. To create an Occurrence order:
   • Select Occurrence from the Type drop-down and Day of week from the Unit drop-down.
   • Select each day the patient will be due for testing. If the patient needs to be tested Tuesday and Friday select those checkboxes.
5. To create an As needed order:
   • Select As needed from the Type drop-down.
6. To create a Random order:
   • Select Random from the Type drop-down.
   • Select Monthly, Weekly, or Weekly Prog from the Unit drop-down.
   • Input the number of Times the patient should be tested during the randomized interval (e.g., 3 times per month or week).
   • Select each day the patient could be due for testing. This means if your facility isn't open on Sundays, deselect Sunday to ensure no testing orders are randomly created for that day.
7. Click Update to save your changes.

• Random Frequency FAQ

  The random frequency option allows lab requisitions to be scheduled on randomized days based on the rules you configure in your system.

  Frequency Intervals

  You can create Random Frequencies using one of the following interval types.

  • Monthly: Set the number of times a patient should be tested per month and choose the days of the week eligible for testing. At the start of each month, the system will randomly assign test days based on your selections.
  • Weekly: Set the number of times a patient should be tested each week and select the days of the week allowed for testing. Every Sunday morning, the system will assign randomized test days for the upcoming week.
  • Weekly Prog (Progressive): Set the number of times a patient should be tested each week and select the days of the week allowed for testing. Every Sunday morning, the system will assign randomized test days for the upcoming week. The system will use a weighted percentage system, meaning the chance of being selected for testing increases as the week progresses.
    Example: 3 times per week on random days, increasing likelihood toward Friday or Saturday if earlier tests haven’t occurred.

  How Randomized Frequencies Work

  Random Frequencies are randomized internally by the system based on the frequency configuration rules. Randomization is automatic and not visible or editable by users. The system ensures days are distributed across the allowed days you’ve chosen (e.g., Sundays excluded). No repeating patterns occur, keeping testing unpredictable.

  1. When a Random Frequency is selected (e.g., 3 times per month), the system evaluates total tests needed and the eligible testing days. 
  2. The system then randomly selects from eligible days each week or month. 
  3. Weekly randomization runs on Sundays; monthly randomization runs on the 1st.

  If a patient is scheduled for a collection on a random day (e.g., Monday) and that collection is missed or not processed, it still counts toward the weekly or monthly total. Missed days are not reallocated. 

  You can always create a manual requisition if the patient has an active lab order, even if they are not showing on the Due Today tab.

  

Kipu Labs

Kipu Labs tab allows Super Admin to configure custom profiles and review and manage default lab accounts for all interfaces.

1. Select your initials in the upper right-hand corner.

   

2. Select Settings.

   

3. Once in Settings, select Kipu Labs.

Lab Order Duration Customization

Super Admins can set customized lab order durations in Kipu settings.

1. Select your initials in the upper right-hand corner.

   

2. Select Settings.

   

3. Choose Orders > Lab Orders.

   

4. Rename or disable unused durations and mark durations as Monthly for use with monthly frequencies.

   

Medical Test Profiles

A medical test profile is a group or a custom profile that includes multiple tests of your choice and allows you to place them altogether, in a fewer clicks. There is no limit to the number of custom test profiles you can create using your lab's test menu. 

Use the following instructions to create a new medical test profile. These profiles will be available for selection when creating an order from the patient chart along with standard profiles and individual tests.

To begin, select Medical Test Profiles in the Kipu Labs tab.

• The first option is to create content manually. 
  1. To begin, click Create.
      
  2. Name the profile and check the Active box to make this profile available for use upon saving.
  3. Use the Available Medical Tests field to search for lab tests to include. Simply start typing the name and select the test from the drop-down.
     • Important: Some labs offer several options for each test (e.g., Cocaine Qualification, Cocaine Screen, and Cocaine Confirm Negative). In this situation, please only select one test. Otherwise, the lab will view multiple requests for the same type as a contradictory order and won't be able to proceed with testing.
  4. Repeat this process to add additional tests as needed.
  5. When you've finished selecting the tests, click Add.
  6. Each test added will appear in the Included Medical Tests section.
  7. To delete a test from this profile, check the related box and click Delete selected.
  8. When the template is complete, click Create.
  9. The medical test profile is ready for use.
• If you'd like to create a similar test profile to one you've previously created, the easiest way to accomplish this is to download the existing profile and then upload it. Once uploaded, you can make any updates to the profile.
  1. Click Download on the profile.
     • You may modify the CSV file to remove or add tests as needed. Note: If adding more tests, make sure to include correct Codes from Lab Menu.
  2. Next, click on the drop-down next to the Create button and choose Create from File.
  3. Use the Choose File button to select the profile you downloaded in Step #1. Then, click Import.  
  4. The new profile opens, allowing you to update the name and included medical tests.
  5. Make your changes, ensure the Active checkbox is selected, and click Create.

Note: For information on the compendium of tests offered, please contact your local lab representative.

Default Lab Account

Kipu Lab supports workflows with multiple lab accounts for any lab.

1. From Settings > Kipu Labs, select Default Lab Account.

   

2. Here, you can review default lab accounts for all interfaces and locations.

   

3. For lab interfaces that have multiple associated accounts, you can select the default account by simply changing the Account drop-down selections.

   

Notifications

Super Admins can use notifications to configure automated in-app (toast) and email responses activated by specific events.

1. Once in settings, select Notifications.

2. Select New to create a new notification.

   

3. Select the event drop-down and choose the correct notification type. For Labs, there are two options: 

   • Lab Order Added: Sends notification to selected users, roles, care team members or ordering provider when new lab order(s) is created for the to the patient (multiple lab orders created together will consolidate in one notification).
   • Lab Result Received: Sends notification to selected users, roles, care team members or ordering provider when system received an abnormal lab result for the patient.

   

4. Enter the required information and text for your notification by following the steps in the Notifications configuration article.

Flags 

Kipu has special flags that can automatically trigger when a patient is due for lab testing.

Once in Settings, select the Flags tab to configure flags.

1. Create a new Flag following the instructions in Flags configuration article:
   1. Check off System Generated setting.
   2. Select Lab Requisition Due as a trigger.
   3. Configure Resolve After condition:
      1. Requisition Sent: This flag will get resolved automatically once the requisition is sent to the lab
      2. Manually: This flag won't get resolved automatically and requires the user to manually mark it as resolved once the requisition is sent.
   4. Finish flag creation by assigning locations and user functions as needed.

Important: If the flag for due requisition is not resolved after collection has happened, it will prevent a new flag from being generated next time this patient is due!

Currently, Lab Requisition Due flags will not generate for orders with the As Needed frequency. Additionally, we do not recommend using Lab Requisition flags for facilities that are actively using orders with Once frequencies, which will instead trigger the Due Flag daily.

Note: Visit our User Permissions guide to learn the appropriate permissions to mange lab orders, lab requisitions, and the correct access required to setup the users with the correct access.