iLabs User Guide

iLabs Registration Process

1. iLabs registration requires the following information:

an active institution email address

your institutional role

your PI’s name, email address and telephone number

your lab or financial manager’s name

your financial administrator’s name, email address and telephone number

billing address

chartfield string or purchase order

2. Registrants will sign-up through the link below:

https://mdanderson.ilabsolutions.com/account/signup/1492

3. An emailed registration confirmation will be sent within 24 hours of sign-up.

Submitting an Order in iLabs

A. Steps to Submitting An Order • All orders should be submitted through iLabs. • Type in http://mdanderson.ilabsolution.com/account/sign-up or use Google to search for

“MD Anderson iLabs”. The site functions best with Chrome or Firefox.

• Sign-up for an iLabs account (Refer to “Section 3” of this manual).

• Login using your institute user ID and password.

• Select “List All Cores”, next select “Research Histology Core Laboratory” and finally,

select “Request Services” found at left side of screen.

• Submit a Research Histology Project Request by selecting the “Initiate Request” tab to

the right side of screen.

• Select “View Form” to open the logsheet.

• Fill in the information to create the logsheet, (egg. Sample ID, Specimen Quantity).

• Add the tissue type, the lab location and select the “Add Selected Services” tab after each

entry.

• Go the “Categories of Services” and add each selected service requested. Type in the total

number of items requested.

• Save the completed form.

• For payment information, use the drop down box to select the funding source for the

requested services.

• The computer will automatically assign an order number for the request.

• Once the order number is received, call X2-3119 or email the RHF Core Lab

(RHFCoreLab@mdanderson.org ) with your order number to have you computer labeled

cassettes made.

• The RHF Core Lab will print your cassettes within a few hours, depending on your case

size.

• The RHF Core Lab will contact you when the cassettes are ready for pickup.

• Place your samples in the computer labeled cassettes and return samples at your

convenience

B. Submitting Tissue Samples

When submitting samples to the lab for processing

• Order number must be written on the specimen container or cassette.

• Order numbers must be written on all supplies submitted with the request.

Where to place the samples

• Frozen samples- are placed in the -20˚C or -80˚C freezers and entered on the frozen

specimen log at campus. Please seek assistance from lab personnel for proper storage of

samples.

• Paraffin blocks and slides- are placed in the receiving tray at the reception desk in each

lab.

• All samples submitted for processing and embedding (i.e. cell pellets and cassettes) –

are placed under the fume hood located in the back of the lab.

Submitting Archival and Tissue Qualification Laboratory (TQL) Requests

A. Archival Requests

Initiating Request: Requestors must submit archival orders via the ilabs system. Future:

Requestors must submit archival request via ITB Tissue Station, if the sample is not available

through ITB the request must be submitted through the following link:

https://mdanderson.ilabsolutions.com/account/login

1. Click the “Request Services” and select the first “Initiate Request” button to the right

of the “Archival Block Request” section. Enter your name as the person requesting

and complete the following information:

Date of Request

Date Needed

Protocol Number

Name of Principal Investigator (PI)

Resource One Chartfield String

Name of Pathologist on Protocol

Requestor

Department

Accession numbers should be listed in ascending numerical order from the earliest to the most

recent year. Ex. SS01-12345

2. Add payment information

3. Save and submit the request.

4.

Please note: Pathologist approvals are required for core punches. Exclusions:

1. RHCL is not authorized to access Cytology or Hematopathology blocks. (Cytology blocks

are prefixed with “C” in the accession number).

2. RHCL can only request blocks. On the form this option is already selected. Slides and

reports cannot be requested through RHCL, we are only authorized to retrieve blocks.

3. Please note the Research Histology Core Laboratory is a research based laboratory only

and not a CLIA certified laboratory for the purposes of patient diagnosis.

After the request has been submitted:

• The Path File Room fills the request or replies with the status of the block (NIF…etc).

• Blocks are usually received within 5 business days

• Email notification will be sent to you once blocks are received.

• You will receive an electronically generated email when the order is complete.

• Blocks are returned within 3 to 5 business days after you receive retrieval notification.

• A retrieval fee of $4.00 will be charged per patient case number. In the event blocks are

received and an order for the blocks is not submitted the $4.00 fee still applies.

•

Example of how charges are applied:

Sample #1 – S01-12345 A1 - $4.00

Sample #2 – S01-12345 A2 First case (contains two blocks)

Sample #3 – S01-54321 A1- $4.00 Second

Total Archival Block Charge $8.00

The above example shows two samples associated with the same patient and the third is from a different

patient, therefore the retrieval fee total is $8.00.

B. TQL Requests

Submitting Tissue Qualification Laboratory (TOL) Samples:

The request for TQL samples begins as an Archival Request from the Path File Room. If

notified by the Path File Room that the sample is located in TQL the Research Data

Coordinator (RDC) enters the request as a Research Histology Request. The sample is

obtained by utilizing the following procedure.

1. All tissue requests for clinical TQL specimens for patients who require Calcific

Uremic Atreriolopathy (CUA) diagnosis or testing should be referred to the

Expeditors in the departments of Pathology and Hematopathology to comply with

CUA regulations. All other request will be processed by the RDC.

2. Request will be submitted through the RHCL iLab database with proof of patient

consent, and will be reviewed by the RDC.

3. Requests for clinical tissue specimens for research TQL use will be checked in

the PowerPath Laboratory Information System to find any additional tumor

blocks that may be available other than the clinical block requested. If there are

other blocks available, the requestor will be informed to have his/her

collaborating pathologist select the best block for the protocol. If the requestor

does not have a pathologist collaborator, a research pathologist from RHCL will

select the alternative tissue.

4. If a research TQL order has no other blocks available, the clinical block will be

released only if all clinical molecular testing for biomarkers have been completed.

If testing is completed, the block will be requested from the TQL for processing.

If testing is not completed, or there is not enough tissue left in the block, the RDC

will inform the requester that the block is not available for sectioning for research

use.

5. The RDC will be assisted by a pathologist (Dr. F. Yang) in making decisions on

clinical or research TQL orders as needed.

6. Research Histology Core Laboratory (RHCL) “Three-Check” System with

iLabs Database

The following procedure is utilized to secure and quality control samples throughout the processing in the

RHCL.

First Check

During the “First Check”, requests should be checked against the logsheet for sample quantity,

identification, instructions (screenshot below) and information listed under “Form and Request

Details” (see screenshot below). Please contact the requestor in case of discrepancies. If there

are no discrepancies please proceed as follows:

- add “milestone” entitled “First Check”

- include your name, target date (date of first check) and description

(details of what was received with quantities)

- save the information

- click “Generate a quote” icon, print out and attach with blocks or order items

- proceed with requested services

- write all “First Check” information on a hardcopy of the order

Logsheet and Instructions Section Example:

Form and Request Details Screenshot Example:

Second Check

During the second check, the technician(s) that services the request should add a “milestone”

for all services that were provided. - add “milestone” entitled as “Second Check”

- include your name, target date (date of second check) and description

(details of what was provided and quantities)

- save the information

-proceed with request services, quality controls or third check procedure

- write all “Second Check” information on a hardcopy of the order

Third Check

The third check requires the completion of all requested services, quality controls and physical

quantity counts against the second check. If there are discrepancies please speak with your team

members regarding first and second checks where applicable. If there are no discrepancies

proceed as follows:

- add “milestone” entitled as “Third Check”

- include your name, target date (date of second check) and description

(details of what was provided and quantities)

- save the information

- write all “Third Check” information on a hardcopy of the order

The requestor can be notified to pickup samples through iLabs by selecting the “Completed”

icon. The system will document when the request was completed after selecting “Completed”

icon and notify the requestor.

7. Processing Turnaround Schedule

The turnaround schedule is as follows:

Number of blocks Number of slides Completed within

1-75 1-150 1-4 days

76-125 151-325 5-8 days

126 or greater 326 or greater 9 + days

• If special services are required additional time may be needed for completion.

• Turnaround time for projects cannot be determined until they are received.

• Services with exceptions to turnaround times are Frozens, IHC, TMA and Slide

Scanning.

8. Sign out and collection of case after processing

Requestors will receive an automated notification from the iLabs System when orders are

ready for pickup. The requestor will collect their orders from the lab where the samples were

submitted.

1. Requestors must have order number to sign out.

2. Bring the order number and the RHCL staff will assist.

3. The staff will ask the requestor to sign out by entering their name and date. The

requestor will click the save icon.

Archival Request Signout Example

Research Histology Project Request Signout Example