IDEXX VetLab* Station Operator's Guide

About the IDEXX VetLab Station

The IDEXX VetLab* Station is the central hub for the IDEXX in-house diagnostic laboratory. It controls test runs on patient samples and serves as a connection point for IDEXX remote servicing. Key functions include:

• Full instrument control via an easy-to-use interface to expedite workflow and provide quick test results.
• Unlimited data storage for records and results, offering comprehensive patient information for informed decisions.
• Consolidated, full-colour lab results, encompassing all in-house IDEXX haematology, chemistry, endocrinology, electrolyte, urinalysis, and rapid assay results.
• IDEXX SmartService* Solutions connectivity for software upgrades and diagnostic services to ensure peak lab efficiency.
• Integration with VetConnect* PLUS (region-dependent) for advanced graphing of in-house instrument results.
• Practice Information Management System (PIMS) connectivity, linking patients and test results for complete medical records and accurate billing.

Touchscreen Monitor

The IDEXX VetLab Station is controlled via a touchscreen monitor. For optimal use:

• Do not rest your hand on the touchscreen; it is sensitive to touch.
• Never tap the touchscreen with a sharp or abrasive object.

IDEXX VetLab Station Computer

This computer acts as a Laboratory Information Management System (LIMS), storing patient test results and serving as a communication hub for all other IDEXX instruments.

Navigating the Home Screen

The Home screen is the primary interface for touchscreen interaction and appears upon startup. You can return to it from any screen by tapping the Home icon ? in the top left corner.

Analyser/Test Icons

Icons at the top of the Home screen represent connected analysers and their status. A SNAP* icon is also present for entering SNAP test results.

Note: Use the left/right arrows to view all analyser icons.

A green ✔️ Ready icon indicates the analyser is connected and communicating with the IDEXX VetLab Station. Tap the icon to view analyser-specific information.

A yellow ⚠️ Busy/Standby icon indicates the instrument is in use (running tests, quality control, or in standby mode). Clicking the icon may display analyser-specific options or navigate to the Instruments screen.

A grey ? Offline icon may appear after startup before a connection is made, or when an instrument is switched off or disconnected. Note: In-process runs may be cancelled if an analyser status changes to "offline".

A red ❗ Alert icon signifies an important action is required for the specific instrument. Tap the icon to display the alert message and follow on-screen instructions.

Pending List and Census List

If integrated with a PIMS, you can enable a Pending list and/or a Census list on your Home screen. Use the drop-down arrow to switch between them.

• The ?️ Pending list shows patients with scheduled tests (entered via PIMS). Tap a patient to initiate their sample run. To delete patients, tap the Delete icon ?️, select the patient(s), and tap Delete again.
• The ?️ Census list displays all checked-in patients. Tap a patient to initiate their sample run.

Search Button

If Pending/Census lists are enabled, tap the Search icon ? to find a specific patient within the currently displayed list.

In Process List

This list displays tests currently being run. The number of active tests is shown in parentheses.

Results List

The Results list shows results from the last 7 days. The number of results is in parentheses. Tap the Records Search icon ? to edit patient information or view/transfer results. Tap the View icon to see historical results by patient.

Add/Analyse Sample Button

This button is used to manually enter patient information and initiate a sample run. Its appearance depends on whether Pending/Census lists are enabled.

• If enabled: Tap ➕ to add a new patient or search for an existing one, then initiate a sample run.
• If not enabled: Tap ➕ to add a new patient or search for an existing one, then initiate a sample run.

IDEXX SmartService Solutions Indicator

This indicator at the top of the Home screen shows the connection status:

• ✅ Connected
• ? In the process of connecting
• ? Offline
• ❌ Disabled

For more information, see IDEXX SmartService Solutions Settings.

Gear Icon

Tap the Gear icon ⚙️, then select:

• Instruments: Access screens for connected instruments.
• Settings: Customize system settings.
• Help and Support: Access instruction documents.
• Messages: View the Message Centre for communications from IDEXX.
• Power Down: Turn off the IDEXX VetLab Station.

Message Centre

If IDEXX SmartService Solutions is enabled, notifications (software upgrades, new features, notices) are received via the Message Centre. An icon appears when unread messages are available.

• To access: Tap the Message Centre icon ✉️ or tap ⚙️ then Messages.
• Tools: View, Print, Delete messages (select individual messages or all), or Mark as Unread.
• Tap Back ⬅️ or Home icon ? to return.

Shutting Down/Restarting the IDEXX VetLab Station

IDEXX recommends a weekly restart. A reminder appears 7 days after the previous restart.

1. Tap ⚙️, then Power Down. Tap Power Down or Restart.
2. Alternatively: Tap ⚙️, then Instruments, tap System, then Power Down. Tap Power Down or Restart.

Note: For systems with IDEXX SmartService Solutions enabled, keep the system on for continuous communication.

Analysing Samples

Select a patient for a sample run in several ways:

• Tap a patient name in the Pending list.
• Tap a patient name in the Census list.
• Tap the Search icon ? to find a specific patient.
• Tap ➕ (if Pending/Census enabled) or ➕ (if not enabled) to add a new patient or search for an existing one.

Initiating a Sample Run

To initiate a sample run when connected to an integrated PIMS:

1. Enter the test request in the PIMS; the IDEXX VetLab* Station Pending list will populate.
2. Tap the desired patient in the Pending or Census list, or tap the Search icon ? to find a patient.
3. Tap to select the desired instrument(s). Tip: Tap the Delete icon ?️ to de-select.
4. Enter any required additional information (sample type, dilution factors) if prompted. Instruments needing more info show a grey right arrow icon ➡️.
5. Tap Run. The Home screen shows selected instruments/SNAP tests in the In Process list. If an analyser is available, it becomes busy; the run appears in the In Process list. If not available, it shows busy status and switches to ready when available. Tap the drop-down caret and select Start Run.
6. Analyse the sample (refer to the analyser's operator's guide).
7. For SNAP tests: Tap the SNAP icon in the In Process list and tap Add Results, or use the SNAP Timer. Ensure the SNAP test is activated and the timer started simultaneously.

To initiate a sample run directly on the IDEXX VetLab Station:

1. Tap ➕ or ➕ on the Home screen. The Patient Search screen appears.
2. For existing patients: Search by Patient, Last Name, or Client ID. For new patients: Click Add New Patient and enter information (required fields marked with *). Alternatively, tap Stat, select Species and Life Stage (IMPORTANT: Species cannot be edited later).
3. Tap Next. The Select Instruments screen appears.
4. Confirm the Life Stage.
5. If using a serial PIMS, enter the Requisition ID if the box is available.
6. (Optional) Specify the Doctor and patient's weight.
7. Tap to select the desired instrument(s). Tip: Tap the Delete icon ?️ to de-select.
8. Enter any required sample type or dilution factors. Instruments needing more info show a grey right arrow icon ➡️.
9. After entering all info, tap Run. The Home screen shows options in the In Process list. If an analyser is available, it becomes busy. If not, it shows busy status and switches to ready when available. Tap the ready icon to begin processing.
10. Analyse the sample (refer to the analyser's operator's guide).
11. For SNAP tests: Tap the SNAP icon in the In Process list and tap Add Results, or use the SNAP Timer. Ensure the SNAP test is activated and the timer started simultaneously.

Adding Tests to a Patient Record

1. View the patient record, then click Add Test.
2. Tap one of the following:
   • Append: Adds results to the current record, keeping original results.
   • Merge/Replace: Overwrites original results with new ones, keeping other records.
   • New: Adds results as a new record.
3. Analyse the sample.

Undoing a Merge/Replace and Restoring Original Results

If patient results were merged or replaced, you can undo the action.

IMPORTANT: Restoring original results permanently deletes merged/replaced results.

1. Open the patient's merged or replaced results.
2. Tap Manage Results, then Undo Merge/Replace. The screen shows previous and merged/replaced results side-by-side.
3. To restore original results, click Use Previous Results, then click Save.

Cancelling a Sample Run

To cancel a scheduled sample run for a specific request:

1. In the In Process list, tap the analyser icon.
2. Tap Cancel run. The instrument icon is removed from the list.

To cancel a sample run on an in-process analyser:

This can only be done on the analyser itself. Refer to the specific analyser's operator's guide.

Editing Client and Patient Information

Edit client or patient information if there's an error (e.g., name typo), the client name changed, or for STAT patients.

Note: The species field cannot be edited for an existing patient.

1. Under Results, click Records Search, locate and select the patient, then click Edit ✏️.
2. OR When viewing patient results, tap Profile, then tap the Pencil icon ✏️.
3. On the Edit Patient screen, edit the information and click Save.

Accessing Results

Viewing and Printing Results

1. Do one of the following:
   • To view results immediately after a run, tap the New Results alert message.
   • To view results from the past 7 days, tap the patient name in the Results list on the Home screen.
   • To view historical results: Under Results on the Home screen, tap Records Search ? or tap ?, search, select the patient, and tap View. On any other screen, tap ?, search, select the patient, and tap View.
2. On the Results screen, click the date tab for the desired results.
3. Tap Print ?️ to print a comprehensive report.

Reassigning Results

When you reassign results, all results for the specified lab request are transferred.

1. View the patient's results.
2. On the Results screen, select the desired tab, then click Manage Results.
3. In the Manage Results screen, click Reassign Results.
4. Enter the patient name to assign results to. If multiple patients have similar names, select the correct one. Tap Reassign. Note: Results cannot be reassigned to a patient of a different species.
5. When prompted to confirm, click Reassign.

Manually Entering and Editing Physical and Chemical Urinalysis Results

While a sample is processing on the SediVue Dx* Urine Sediment Analyser, you can enter chemical and physical urinalysis evaluations. Chemical testing can use the IDEXX VetLab* UA* Analyser or dipsticks. Physical testing uses a refractometer.

You can edit manually entered properties later.

To manually enter chemical and physical properties:

1. Initiate a sample run. Ensure the Manual UA icon appears in the In Process list. This icon displays if it's a SediVue Dx analyser run or an IDEXX VetLab UA Analyser run with UA Physical Record Entry enabled.
2. Tap the Manual UA icon, then select the collection method, colour, and clarity of the sample.
3. Enter the Specific Gravity.
4. Tap the colour matching the sample pH. Note: For IDEXX VetLab UA Analyser, pH is added automatically.
5. If all chemistries are normal, click Set All to Negative/Normal; otherwise, specify appropriate results. (If changing some but not all, click NEXT). Note: For IDEXX VetLab UA Analyser, pH is added automatically.
6. Enter any comments; click Done when finished. Results display in the Urinalysis section of the patient's report and IDEXX VetLab* Station records.

Editing Manual UA Results

1. Access patient results, click Manage Results, then Edit Manual Results.
2. Tap the Manual UA results to edit.
3. Edit results, enter comments, then click Save.

Entering and Editing SNAP Test Results

SNAP* test results can be entered immediately after completion or later and can be edited.

To enter SNAP test results:

1. Tap the SNAP icon in the In Process list.
2. OR When the SNAP Timer Complete dialogue box appears, click Enter results. An image of SNAP spots is shown. Tap the image matching your test's result window.
3. (Optional) Tap the Comment tab and enter your user ID and a comment.
4. Tap Save.

To edit SNAP test results:

1. Access patient results, click Manage Results, then click the results to edit.
2. Tap the image matching the appropriate result.
3. Tap in the Comments area to enter/edit your user ID and/or comments.
4. Tap Save.

Printing a SNAP Log Report

The SNAP Log Report provides summary data and a detailed listing of all SNAP tests entered manually or processed on an analyser.

1. From the Home screen, click the SNAP icon or click ⚙️, then Instruments, then the SNAP tab.
2. Tap Print SNAP Report.
3. Select a date range. Note: Weeks are Sunday-Saturday.
4. Tap the report type:
   • Print SNAP Log: Detailed report per SNAP test (timestamp, patient ID, client ID, doctor, reason, result, user ID, comments).
   • Print SNAP Summary: Summary report with counts of SNAP tests run and a pie chart of positive/negative results.
5. Review the report and click the Print icon ?️.

Customising the Settings

Home Screen Settings

1. Tap ⚙️, then Settings.
2. Tap the Display tab.
3. Select desired options in the Include on Home Screen section.

Note: Pending and Census lists populate only if connected to an integrated PIMS. See Practice Management Settings.

Language and Country Settings

The Language tab lets you select a language and locale.

1. Tap ⚙️, then Settings.
2. Tap the Language tab.
3. Select the desired language for display and printing.
4. Select the desired location.
5. Tap the Home icon ?.

New Results Alert Settings

1. Tap ⚙️, then Settings.
2. Tap the Alerts and Notifications tab.
3. Select desired options:
   • Show new results notification tick box and set display duration.
   • Beep when new results are available and set beep duration.

Practice Information Settings

1. Tap ⚙️, then Settings.
2. Tap the Practice Info tab.
3. Edit the IDEXX account number, add/delete doctors.

Practice Management Settings

If using an integrated PIMS, test results can be received and included in patient records, matched by requisition IDs. The Requisition ID field may be required on the Identify Patient screen.

1. Tap ⚙️, then Settings.
2. Tap the Practice Management tab.
3. Tap Configure.
4. Specify PIMS connection: Network Connection or Serial Connection. IMPORTANT: Network Connection is required for Census and Pending lists.
5. If Serial Connection is selected, click Save.
6. If Network Connection is selected:
   • Select connection type (Auto-Connect or Direct-Connect); for Direct-Connect, input IP address.
   • Input integration name (optional).
   • Read and agree to the IDEXX Connection Agreement if prompted.
   • Tap Save.
7. In the Requisition ID section, select or deselect Required. If not required, choose whether the ID will be displayed.
8. In the Results section, select Transmit Results (Data) or Transmit Results and Reports (PDF) and set a date for Do not transmit records created before.

Printer Settings

Select a default printer and choose automatic printing options.

1. Tap ⚙️, then Settings.
2. Tap the Printing tab.
3. To print automatically:
   • Select "Automatically print report when all tests are complete".
   • To exclude SNAP* test results, select options to not print manual SNAP and/or SNAP Pro* Analyser results.
   • Select the Number of Copies.
4. To select a default printer, choose the desired printer and paper format.
5. To view each analyser's results on a separate page, untick "Natural Page Break".

Report Header Settings

1. Tap ⚙️, then Settings.
2. Tap the Reports tab.
3. Tap Edit Header.
4. Select "Print a header on reports" to include practice name, address, phone number, and other desired info. OR Deselect to use your own letterhead and specify blank lines.
5. Tap OK to save.

Reports Settings

The IDEXX VetLab Station can print reports for each test run. The Reports tab controls report quality, haematology message codes, result order, colour for high/low results, etc.

1. Tap ⚙️, then Settings.
2. Tap the Reports tab.
3. To select test results order: In the Test Results Order box, select Organ/Cell Type or Standard.
   • Organ/Cell Type: Groups chemistry by organ, haematology by cell type.
   • Standard: Lists chemistry alphabetically, haematology by cell type order.
   Haematology and chemistry results can be organised by cell type or organ.
4. In the Test Results Report Format box, click Results PLUS or Standard.
   • Results PLUS: Includes patient's most recent prior results and current results.
   • Standard: Prints only current results.
5. To use English assay names, select "Use English assay names on the results report and on-screen display".
6. In the Out-of-Range Results area, use drop-down menus to assign colours for high/low results.
7. To specify haematology report settings:
   • In the Haematology Message Codes box, select Full Text or Short Text. Note: Message codes appear on reports for analysis issues.
   • Select "Enable results-based comments" for interpretive comments.
   • Select instruments for which to display dot plots.
8. To specify urinalysis report settings:
   • Select "Enable results-based comments".
   • To specify a colour for abnormal results, select from the Abnormal Results drop-down menu.

Patient and Order Details Settings

To set preferences for the Identify Patient screen:

1. Tap ⚙️, then Settings.
2. Tap the Display tab.
3. In the Include in Patient and Order Details section, select items to be displayed.

To display the Pending or Census List:

1. Tap ⚙️, then Settings.
2. Tap the Display tab.
3. Select which list to display by default on the Home screen.

IDEXX SmartService Solutions Settings

IDEXX SmartService* Solutions is a remote troubleshooting and maintenance service that proactively monitors and maintains connected equipment. It provides automatic software updates and allows IDEXX to troubleshoot issues remotely, saving you time.

To enable IDEXX SmartService Solutions:

1. Tap ⚙️, then Settings.
2. Tap the SmartService tab.
3. Tap Activate and follow on-screen instructions.

VetConnect PLUS Settings

Note: VetConnect* PLUS is not available in all regions.

1. Tap ⚙️, then Settings.
2. Tap the VetConnect PLUS tab.
3. Tap Connect Now.
4. Enter your practice's VetConnect user name and password.
5. Tap Next. A confirmation message displays. Records upload in reverse order (most recent first). The IDEXX VetLab Station can be used during upload.
6. Accept the VetConnect PLUS user agreement when prompted.

Time and Date Settings

1. Tap ⚙️, then Settings.
2. Tap the Time and Date tab.
3. Select whether to automatically adjust for BST.
4. Select the location and time zone from the drop-down menus.

Units Settings

1. Tap ⚙️, then Settings.
2. Tap the Units tab.
3. Select the desired measurement system (U.S., S.I., or French).
4. Select the desired units of weight (pounds or kilogrammes).

Instrument Management

Overview

The Instruments screen offers tabs for instrument management, including system settings, individual instrument settings, and SNAP* test settings. Access these by tapping ⚙️ in the upper-right corner and selecting Instruments, or by tapping the analyser icon on the Home screen.

For specific analyser functions, see the analyser's operator's guide.

Viewing System Information

1. Tap ⚙️, then Instruments.
2. Under Software, click System Info to view IDEXX VetLab Station software versions.

Upgrading the Software

If IDEXX SmartService* Solutions is activated, upgrades are sent automatically. Otherwise, you will receive upgrade media.

To upgrade software from IDEXX SmartService Solutions:

Tap Upgrade Now when prompted. The upgrade completes when the "Upgrade Successful" message displays (may take up to 30 minutes).

Note: If unable to upgrade, click Remind Me Later. To upgrade later, wait for a prompt or click Upgrade Software on the System tab.

To upgrade software from upgrade media:

1. Tap ⚙️, then Instruments.
2. Under Software, click Upgrade Software.
3. Insert the upgrade media and follow on-screen instructions.
4. Tap the Message Centre icon ✉️, select the upgrade letter version matching the media, then tap View to review release features.

Backing Up or Restoring Data

1. Tap ⚙️, then Instruments.
2. To start a backup, under Data, click Back Up Data and follow instructions. Note: Regular backups are strongly recommended.
3. To restore data from a backup:
   • Under Data, click Restore Data.
   • Specify data to restore (default is All Available Data) and click Next. Note: You may be prompted to select a date if multiple backup files exist.
   • Follow on-screen instructions. All data on the computer will be overwritten.
   • When the computer restarts after restoration, the Home screen appears.

Configuring the Router

A router connects the IDEXX VetLab Station to other IDEXX analysers, PIMS, and the internet.

To configure the router:

Note: Tap Apply IDEXX Defaults to return all values to IDEXX defaults.

1. Tap ⚙️, then Instruments.
2. Under Hardware, click Advanced.
3. In the Router Configuration area, click Edit ✏️.
4. In the WAN IP box, select:
   • Obtain IP Automatically (default, set by practice router). Go to step 9.
   • Static IP Address. Continue to step 5.
5. Enter the router's IP address.
6. Enter the Subnet Mask address.
7. Enter the Default Gateway address.
8. Enter the DNS Server address.
9. Enter the Local IP address (1-255. If Obtain IP Automatically was selected, only the third number set can be specified). Note: Default local IP is 192.168.222.1; factory setting is 192.168.1.1.
10. Tap Apply Changes to save and reset the router.

To configure the wireless settings:

1. Tap ⚙️, then Instruments.
2. Under Hardware, click Advanced.
3. Tap Wireless Settings.
4. Select:
   • Generate Password: Create a new password.
   • Enable Wireless Antenna: Toggle the antenna on or off.

Testing the Network:

1. Tap ⚙️, then Instruments.
2. Under Hardware, click Advanced.
3. In the Network Access Test area, enter a network IP address.
4. Tap Ping. A message indicates connection success.

Turning on the SNAP Timer:

1. From the Home screen, click the SNAP icon or click ⚙️, then Instruments, then SNAP.
2. Tap On for the SNAP Timer option.
3. In the SNAP Reminder field, choose a time interval (5-60 seconds) for the SNAP alert notification delay. IMPORTANT: SNAP test results are time-sensitive; do not set a long snooze time.

Specifying the SNAP Tests Available for Selection

1. From the Home screen, click the SNAP icon or click ⚙️, then Instruments, then SNAP.
2. Select which SNAP tests should be listed as available for each species.

Printing the SNAP Log Report

See Printing a SNAP Log Report for more information.

IDEXX Customer and Technical Support Contact Information

Contact information for various regions:

• United States/Canada: 1-800-248-2483
• Europe: idexx.eu
• Australia: 1300 44 33 99
• New Zealand: 0800 83 85 22
• Brazil: 0800-777-7027
• Latin America: soportelatam@idexx.com.br
• China: 400-678-6682
• South Korea: 080 7979 133
• Taiwan: 0800 291 018
• Japan: 0120-71-4921