Wyoming Department of Health, Public Health Lab meets CDC protocols and improves inter-lab communications by integrating LIMS and labeling system

Brady’s complete labeling solution improves laboratory records management and saves time for lab staff.

The Wyoming Department of Health, Public Health Laboratory (WPHL) tests approximately 50,000 samples yearly through its Microbiology and Bioterrorism laboratories. The WPHL has implemented a new Laboratory Information Management System (LIMS) in conjunction with new labeling procedures to meet the goals of the CDC’s Public Health Information Network (PHIN) Preparedness Initiative, streamline the sample labeling process, and ensure the accuracy of their testing and research in the public interest.

The two laboratory divisions of the WPHL provide testing for devastating public health threats such as West Nile Virus and Influenza, plus specialized testing for Bacteriology, Parasitology, Mycobacteriology, Serology, Diagnostic Immunology, Environmental Microbiology, and Molecular samples. The WPHL helps the state’s physicians and epidemiologists by alerting them to outbreaks, providing technical advice, and recognizing disease patterns and new pathogens.

With such a vast array of testing completed on approximately one thousand samples each week, accurate records management and sample labeling is essential. In order to develop the consistency of clinical information and communications between the WPHL, the Centers for Disease Control (CDC), and other labs nationwide, Shelley Hood, Laboratory Project Analyst at the WPHL, researched a number of LIMS options and labeling methods.

“The old labeling system was so archaic – they had labels preprinted with the sample number and then they had hand stampers printed with matching numbers; it was confusing,” Hood said.

Working with a Brady representative she met at the annual CDC Public Health Conference, Hood began to build a streamlined information management and labeling system that would increase labeling efficiency and accuracy, save analysts time, and meet the CDC’s goals and guidelines for implementing a national network of information systems to help states be prepared for public health emergencies.

According to Hood, “We needed to acquire a LIMS system that would encompass our entire lab. Before, it was several homegrown databases through Microsoft Access and paper.”

These older information management methods did not allow for electronic lab reporting or for downloading label information that would meet the Health Level 7 (HL7) standard. HL7 is a protocol for electronic communications that enables labs and health care organizations to exchange key sets of clinical and demographic data without having to remap the information to accommodate different computer applications, lab formats, languages, etc.

Prior to their new LIMS being in place, Hood started doing the research into labeling methods, including printers, scanners, and the labels themselves.

“Brady offers everything I needed; that made the decision very easy,” she said. “I had previously worked in other labs, and found that Brady was the only company that could provide a complete solution, including 2D barcodes. I love that idea, especially with the versatility of the labels Brady has.”

The WPHL is currently using the BP1344 Thermal Transfer Printer, the LABXPERT™ Laboratory Labeling System, B-499 combination labels (with a dot and side label configuration), the Code Reader 3 Scanner, and BradySoft™ 8 Label Design Software. This labeling system allows the lab to easily label cryovials or samples that must go through the centrifuge, including samples that will be frozen after labeling. The dot and side label configuration also allows the lab to put the sample barcode on the top of the vial and then easily scan and inventory labels that are in storage without thawing the samples or moving them out of their storage containers. This makes sample labeling and tracking faster and easier, as well as helping to ensure the integrity of lab samples – ultimately leading to more accurate lab results that protect public health.

The Brady labeling system works seamlessly with the LIMS through a command file interpreter provided by Brady. According to Hood, “StarLIMS as well as BradySoft is on every computer we want to print from. The command file interpreter runs in the background, so when the user tells LIMS ‘I want a label,’ LIMS kicks the request to a directory, then the CFI routes it to BradySoft which creates the label. The users don’t have to think about it; they choose the label and the system knows which barcode and format to use.”

Label formatting, label sizes and styles, and bar code options are all set up in BradySoft during the initial set-up of the system, making the labeling process more consistent and faster for users. This system also allows the lab to include more pertinent information on each label. This is a vast improvement from the previous labeling system, which was limited in the amount of data that could be included and did not allow for reprinting of a label if necessary.

“On the previous system, if you needed to reprint a label, you had to handwrite it – with the new system we can have more information on the labels that is pertinent to the sample and can be personalized to the lab,” said Hood.

The lab staff is particularly happy with the versatility of the Brady printers and labels. According to Hood, “The BP 1344 printer and the LABXPERT labeler give analysts enough labeling options that each lab can meet their unique needs rather than trying to adapt to one kind of label.”

This system also allows the labs to purchase LABXPERT cartridges for other purposes, including time and date stamping for media, inventory labels, and more.

 
Hood points out that versatility is especially important in a small lab, making the Brady labeling system a smart choice: “The WPHL Microbiology and Bioterrorism labs are comprised of 15 people; we don’t have time to be inefficient. You have to shop wisely and do the research beforehand; I’ve been really happy with our decision.”

For more information on the Wyoming Department of Health, Public Health Lab, visit www.health.wyo.gov. For more information about Brady labels, printers, barcode scanners, and label software for the laboratory environment, visit www.bradyid.com/lab, or call 888-272-3946.