Laboratory

Before this page, make sure you've read Getting Started — creating your account, signing in, and setting up staff/roles/branches works the same for every workspace type. This page covers everything specific to running a Laboratory.

Overview

A Laboratory workspace receives Lab Cases (called LabOrder under the hood) from connected Clinic branches — or enters them directly for walk-in/paper referrals — processes each one through to completion, and bills the ordering clinic for the work. The flow is:

Lab Staff

/lab-staff is your directory of technicians and pathologists — separate from platform "Staff" (logins/roles); these are the people who actually do the work, and don't need system access themselves.

• Add Staff: Name* and optional Specialization (e.g. "Microbiology", "Ceramist" — free text, there's no fixed job-title list). Status is Active or Inactive.
• Filter the list by All / Active / Inactive.

Responsibilities

There's no separate settings page for "responsibilities" (e.g. Design, Milling, QC, Build Up) — they're created on the fly while assigning a technician to a case. When you add a technician row to a case (see below), a small "+ Add new responsibility" button next to the Responsibility dropdown lets you type a name and it's immediately available for that branch going forward.

Receiving & Working Lab Cases

/lab-orders — labeled "Lab Cases" in the sidebar — is where every case lives.

Two ways a case reaches you

• Online — a Clinic branch on the platform sent it to you through their own Lab Order form. These start at Draft on the clinic's side and only become visible to you once the clinic submits them.
• Offline — you create the case yourself, for a clinic that phoned in or dropped off a paper/walk-in case. These skip Draft entirely and start at Submitted the moment you create them, since there's no separate clinic-side draft step.

Your case list shows both kinds side by side, each tagged with an Online/Offline badge, along with the ordering clinic, assigned technician (if one has the "Build Up" responsibility), the linked invoice amount if billed, status, and date. Stat tiles summarize Total, In Progress, Completed, and Cancelled.

Entering an offline case (/lab-orders/new)

Since you're a lab branch, the form asks for the referring party as free text instead of picking a clinic from your own records:

1. Created Date* (defaults today), optional Expected Date, Priority (Normal or Urgent).
2. Clinic*, Doctor*, Phone*, Patient Name*, plus optional Age and Gender (Male/Female).
3. Dental Units — an FDI-numbered tooth chart; click teeth to select them. Delivery Type: Link (Bridge), Individual, or Cement Implant Crown.
4. Services per Dental Unit — a tab per selected tooth, showing your own service catalog as checkboxes (grouped by category) — set what's being requested for each tooth.
5. Technicians — click "+ Add Technician" for each row: pick a staff member (or add a new one inline via the small "+" button next to the select), then a responsibility (or add a new one inline the same way). Add as many rows as the case needs.
6. Resend / remake — tick if this redoes a previous case, pick a Reason (Margin, Shade, Fit, Broken, Design Error, Other), and optionally link the Original Case.
7. Doctor Note — free text for context.

Click Create Lab Case.

The status lifecycle

Change status from the dropdown next to the case number on its detail page, or inline from the list. Each status only allows moving forward one step, or straight to Cancelled — you can't skip ahead. Completed and Cancelled are final: the whole case (all fields) becomes read-only, only Print still works.

Once a case leaves Draft, the referring-party fields (Clinic/Doctor/Patient) lock — even you can't reassign who a case belongs to mid-flight, only its clinical details (priority, expected date, dental units, services, technicians, signature, resend info).

Working a case

• Services per Dental Unit — confirm or adjust exactly which of your services apply to which tooth, same tabbed interface as creation.
• Technicians — add or update who's assigned and their responsibility as work progresses; this data feeds the Technician Productivity report.
• Signature — capture one directly on the case: draw on a canvas pad, or upload an image.
• Print — if the case covers more than one tooth, you'll be asked which tooth's slip to print (one tooth per printed page); a single-tooth case prints immediately.

Billing Clinics

Once a case is done, bill the ordering clinic through Sale Invoices (/sale-invoices) — B2B invoices you issue.

Creating an invoice (/sale-invoices/new)

• Select a lab case at the top to auto-import its line items (only Completed cases can be billed) — this also auto-fills who you're billing: the clinic branch for an Online case, or the free-text clinic name for an Offline one. You can still edit the imported lines afterward.
• Without a linked case, choose Client Type: Internal (pick any connected branch) or External (free-text Client Name, Phone, Address — for a clinic not on the platform).
• Due Date, Currency (USD/EUR/GBP/KHR/THB), Tax %, Discount (percentage or fixed), Notes.
• Items — add rows from your Products or Services catalog (with live stock shown for products), each with Qty and Unit Price; totals compute live.

The same Stock Warning confirmation as elsewhere applies if a line oversells a product's available stock.

Managing an invoice

Statuses: Draft → Sent → Paid (or Overdue if unpaid past due), or Cancelled.

• Send — only while Draft.
• Cancel — while Draft or Sent.
• Print — a bilingual (Khmer/English) invoice with your bank account/QR payment details (set in Settings), line items, totals (including a KHR-converted total), and four signature lines: Received By, Delivered By, Checked By, Released By.

Reports

The Reports section (sidebar) is the most detailed of the three roles:

• Daily Case Report — case volume and status breakdown for a date range.
• Daily Resend Report — resend rate and reasons.
• Clinic Report — top ordering clinics by volume/spend.
• Income / Invoice Report — B2B revenue and outstanding balances.
• Service Report — which services/procedures are driving revenue.
• Turnaround Time Report — average days from order to completion, on-time rate.
• Technician Productivity Report — cases assigned, completion rate, and turnaround per technician, built from the Technicians you assign on each case.