Real-time sample tracking and status notifications

Purpose

1.1. Automate real-time tracking of pharmaceutical samples from collection to result delivery, ensuring stakeholders receive automated status notifications at each critical milestone.
1.2. Enables labs to automate monitoring, handling, and escalation of sample status to avoid delays or misplacement, using a rule-based automation system across multiple channels.
1.3. Automates regulatory compliance by keeping automated logs of sample status changes and alerts, and integrates automatedly with laboratory information management systems (LIMS) for seamless workflow.
1.4. Automator solution for automated alerts to patients, technicians, clinicians, and lab managers, decreasing manual check-ins through automated notification flows.
1.5. Supports automated escalation for exceptions or delays to maintain strict SLAs and ensure streamlined laboratory operations.

Trigger Conditions

2.1. Automated trigger on sample receipt, sample testing, or status update in LIMS.
2.2. Automate trigger when sample status changes (e.g., processing, in queue, tested, awaiting validation).
2.3. Automatable triggers for exception handling when turnaround time SLAs are at risk.
2.4. Automated manual override or flagged if abnormalities in sample tracking data.
2.5. Trigger automated notification loop to designated stakeholders once certain workflow milestones are achieved.

Platform Variants

3.1. Twilio (Programmable SMS)
- Feature/Setting: Automated SMS status updates via Twilio Programmable SMS API; configure webhook on sample status event to send SMS.
3.2. SendGrid (Email API)
- Feature/Setting: Automatedly sends templated email updates; use SendGrid v3 Mail Send Endpoint.
3.3. Slack (Incoming Webhooks)
- Feature/Setting: Automate real-time team notifications using Slack Incoming Webhooks; map events to channel notifications.
3.4. Microsoft Teams (Incoming Webhook)
- Feature/Setting: Automated notifications to Teams channel via Incoming Webhook URL.
3.5. WhatsApp Business (Cloud API)
- Feature/Setting: Automate push notifications to WhatsApp numbers using Messages endpoint for status alerts.
3.6. PagerDuty (Events API v2)
- Feature/Setting: Automatedly trigger incident escalation for critical threshold violations.
3.7. ServiceNow (Table API)
- Feature/Setting: Automate logging of sample movement and updates via ServiceNow Table API integration.
3.8. Salesforce (Process Builder/API)
- Feature/Setting: Automate creation/update of cases on sample status changes via Salesforce REST API.
3.9. Jotform (Webhooks)
- Feature/Setting: Automator to send triggered forms and confirmation updates via Jotform Webhooks.
3.10. Google Sheets (API v4)
- Feature/Setting: Automatedly append new tracking entry with sample status into Sheets for audit trail.
3.11. LabWare LIMS (RESTful API)
- Feature/Setting: Initiate and update laboratory sample status automatically via LabWare’s REST APIs.
3.12. SAP (Business Technology Platform APIs)
- Feature/Setting: Automate synchronization of sample lifecycle data using SAP Integration Suite APIs.
3.13. Microsoft Power Automate
- Feature/Setting: Automating multi-step notifications and tracking via pre-built connectors for Email, Teams, or SharePoint.
3.14. Asana (Tasks API)
- Feature/Setting: Create automated tasks or update status as samples move in process using Asana Tasks API.
3.15. Monday.com (API v2)
- Feature/Setting: Automatedly update dashboard boards for live tracking of sample status.
3.16. Airtable (Records API)
- Feature/Setting: Automating sample tracking row creation or status change alert in Airtable using REST API.
3.17. Trello (Cards API)
- Feature/Setting: Move cards/lists automatically as samples advance through steps via Trello Cards API.
3.18. Zendesk (Ticket API)
- Feature/Setting: Automate creation of support tickets on delayed/lost sample scenarios via Zendesk Ticket API.
3.19. HubSpot (Workflows API)
- Feature/Setting: Automator scheduler for email/SMS notifications triggered by sample status via HubSpot Workflows API.
3.20. DocuSign (Envelope API)
- Feature/Setting: Automated document release on sample completion, with notification flows mapped to status via DocuSign Envelope API.

Benefits

4.1. Automates real-time visibility and auditability across the entire sample life cycle.
4.2. Automator-driven workflows minimize manual intervention and reduce errors in sample tracking.
4.3. Automated alerts optimize lab resource allocation and prioritize critical samples.
4.4. Automated escalation prevents missed SLAs, automating accountability and compliance.
4.5. Automation accelerates response time, automates client communication, and increases customer satisfaction.
4.6. Automating notifications ensures stakeholders remain informed without dependence on manual follow-ups.
4.7. The entire automated process strengthens regulatory compliance and data integrity in pharmaceutical laboratory services.