One of the core strengths of the Lab Orders feature in Veriport is its seamless integration with your existing client and donor records. This allows you to quickly select the correct client and donor(s) when placing a lab order, ensuring accurate tracking, compliance, and billing. This article explains how to select clients and related donors during the lab order creation process.

Why This Step Matters

Selecting the right client and donor:

• Links the order to the correct company/client account for reporting and billing
• Ensures donor information (name, ID, DOB, etc.) is pre-populated to reduce errors
• Applies any client-specific test panels, billing preferences, or compliance rules
• Helps maintain accurate records for audits, MRO reviews, and program management

Step-by-Step: Selecting a Client and Donor

When you start a new lab order (from the Lab Orders dashboard or by clicking "Start New Lab Order"):

1. Begin a New Order
   Click the Create New Lab Order button to enter the order creation wizard.
2. Select the Client
   
   The first screen will prompt you to choose a client:
   • You'll see a searchable dropdown or list of your active clients (companies/organizations you manage as a TPA).
   • Start typing the client name, account number, or EIN to filter the list.
   • Select the correct client from the results. Only clients enabled for lab testing will appear (if a client is missing, contact support to enable them).
   Once selected, any client-specific defaults (e.g., preferred test types, billing settings) will load automatically.
3. Select or Add the Donor
   
   After choosing the client, you'll move to the donor selection step:
   • Search Existing Donors: Use the search field to find donors already associated with this client. Search by:
     • Full name
     • Employee ID / Donor ID
     • Date of birth
     • Partial matches (e.g., last name + first initial)
   • Select the Donor: Click the matching donor record. Their details (name, DOB, gender, employee ID, etc.) will auto-fill into the order form.
   • Add a New Donor (if needed):
     • If the donor isn't in the system yet, click Add New Donor or Create Donor.
     • Enter required fields: First name, Last name, Date of birth, Gender, Employee ID (optional but recommended), and any other fields required by your client or test type (e.g., SSN last 4 for regulated tests).
     • Save the new donor—it will now be linked to the selected client for future use.
4. Verify Donor Information
   Review the populated donor details for accuracy. You can edit minor fields (e.g., phone number) if needed, but core identifiers like name and DOB should match official records to avoid collection or reporting issues.
5. Proceed to Next Steps
   Once the client and donor are selected and verified, click Continue or Next to move on to choosing the test type, specimen method, collection site, pricing review, and payment.

Tips for Efficient Selection

• Use keyboard shortcuts or quick search—most fields support type-ahead filtering for faster selection.
• For clients with many donors, bookmark frequently tested individuals or use saved donor groups/lists if your account supports them.
• If placing orders for multiple donors (e.g., random selections or group testing), look for a "Bulk Order" or "Add Multiple Donors" option in advanced workflows (covered in a later article).
• Always double-check regulated (DOT) donors—ensure the correct client and donor record are used, as mismatches can invalidate tests.

Common Issues and Fixes

• Client not listed: Confirm the client is active and enabled for lab orders in your TPA account. Contact support if needed.
• Donor not found: Try different search terms or add the donor as new. If the donor exists but isn't linked to the client, support can help merge or reassign records.
• Incorrect auto-filled data: Edit directly in the order form (changes save to the donor record for future use unless restricted by compliance rules).

Next Steps

With the client and donor selected, you're ready for the next parts of the process:

• Choosing test types: regulated vs. non-regulated, urine vs. oral fluid
• Searching and selecting from thousands of collection sites
• Reviewing competitive lab and collection fees
• Completing payment with your saved credit card and finalizing the order

Continue to the next knowledge base article for details on selecting test types. If you encounter any issues selecting clients or donors, Veriport support can assist quickly.