Lab Technician Guide

Lab technicians use the Dharini web dashboard to manage sample intake, testing, and reporting. This guide covers all workflows and features available to lab personnel.

Getting Started

Accessing the Lab Dashboard

1. Navigate to the web dashboard: https://in.dharini.artpark.ai/
2. Login with your registered email ID
3. You will be directed to the Lab Dashboard

Dashboard Overview

The Lab Dashboard displays:

• Sample Intake Queue – Samples collected and awaiting receipt
• Received Samples – Samples currently in the lab
• Testing Queue – Samples awaiting testing
• Completed Tests – Samples with test results
• Reports – Generated and uploaded reports

Sample Intake Workflow

Step 1: Monitor Sample Intake

The Collected Samples List shows all samples that have been submitted from field collections:

Sample Information Displayed:

• Sample ID (QR/barcode)
• Site name and location
• Collector name
• Collection date and time
• Sample type
• Current status

Filter Options:

• By date range
• By project
• By collector
• By sample status

Step 2: Sample Receipt

When physical samples arrive at the laboratory:

Scan the Sample:

1. Use a barcode/QR code scanner or your device camera
2. Scan the code on the sample container
3. The system will display the corresponding sample record

Verify Sample Details:

• Confirm sample ID matches the physical container
• Check that sample metadata is complete
• Verify collection date and time

Assess Sample Condition:

Inspect the sample for:

• Packaging Integrity – Is the container undamaged?
• Labeling – Are labels clear and intact?
• Sample Quality – Does the sample appear properly preserved?
• Temperature – Was the sample stored correctly during transit?
• Volume/Quantity – Is there sufficient sample for testing?

Step 3: Start Accession Process

Once you’ve verified the sample:

1. Click the Accession button for the sample
2. This marks the sample as “Received in Lab”
3. The sample moves to the Received Samples section

Accept or Reject Samples

After accessing a sample, you must decide whether to accept or reject it based on quality standards.

Accepting a Sample

If the sample meets all quality criteria:

1. Click Accept Sample
2. The sample status changes to “Accepted”
3. The sample enters the testing queue

Rejecting a Sample

If the sample fails quality checks:

1. Click Reject Sample
2. A rejection reason form appears
3. Select or enter the rejection reason:
   • Damaged container
   • Insufficient volume
   • Improper storage/temperature
   • Contamination
   • Missing labels or metadata
   • Expired/old sample
   • Other (specify)
4. Add optional notes for additional context
5. Click Confirm Rejection

Caution

Rejection reasons are mandatory. You must provide a clear reason for rejection to maintain quality standards and provide feedback to field teams.

What Happens After Rejection:

• Sample is marked as “Rejected” in the system
• Rejection reason is logged and visible to project admins
• Field collectors and project admins are notified
• The sample is excluded from further processing

Sample Processing

Once a sample is accepted, it moves through the testing workflow.

Step 1: Enter Extraction Details

If sample extraction or preparation is required:

1. Navigate to the Sample Processing section
2. Select the sample
3. Click Add Extraction Details
4. Enter:
   • Extraction method
   • Extraction date and time
   • Technician name
   • Equipment used
   • Yield or output
   • Any observations
5. Save the extraction record

Step 2: Record Testing Information

Enter Test Metadata:

1. Select the sample from the Testing Queue
2. Click Record Test
3. Fill in testing details:
   • Test Type – Select the type of test performed
   • Test Method – Protocol or procedure used
   • Equipment Used – Instrument names/IDs
   • Technician – Person performing the test
   • Test Date and Time – When the test was conducted
   • Reagents/Kits – Materials used (batch numbers, expiry dates)
4. Save the test metadata

Enter Test Results:

1. Enter quantitative results (numeric values, concentrations, counts)
2. Enter qualitative results (positive/negative, descriptive observations)
3. Add notes or comments
4. Attach any supporting files (images, raw data files)
5. Save the results

Tip

All details are permanently linked to the sample ID. This ensures complete traceability from field collection to final test results.

Step 3: Review and Validate Results

Before finalizing:

1. Review all entered data for accuracy
2. Verify calculations and units
3. Check that results are within expected ranges
4. Flag any anomalies or unexpected results
5. Mark the test as Complete

Reporting

Once testing is complete, generate or upload the final report.

Option A: Upload Existing Report

If you have a pre-generated report (e.g., PDF from lab equipment):

1. Navigate to the sample record
2. Click Upload Report
3. Select the PDF file from your computer
4. Add optional report notes or summary
5. Click Upload

The report is now linked to the sample and available for download by project admins.

Option B: Generate Report Within Platform

To create a report directly in Dharini:

1. Select the sample(s) for the report
2. Click Generate Report
3. Choose report template or format
4. The platform automatically populates:
   • Sample metadata
   • Test results
   • Technician information
   • Dates and timestamps
5. Review the generated report
6. Make any necessary edits
7. Click Finalize and Save

Report Management

Viewing Reports:

• Navigate to the Reports section
• Filter by date, project, sample type, or status
• Click on any report to view or download

Editing Reports:

• Select the report
• Click Edit (if permitted)
• Make changes and save

Downloading Reports:

• Select one or more reports
• Click Download to export as PDF

Quality Control

Tracking Sample Quality Metrics

The dashboard provides quality control metrics:

• Acceptance Rate – Percentage of samples accepted vs. rejected
• Rejection Reasons – Breakdown of why samples are rejected
• Turnaround Time – Average time from receipt to test completion
• Test Success Rate – Tests completed successfully vs. failed/repeated tests

Best Practices for Quality Assurance

• Consistently apply acceptance criteria
• Document all rejection reasons clearly
• Calibrate equipment regularly
• Follow standard operating procedures (SOPs)
• Flag unusual or unexpected results for review
• Communicate with field teams about quality issues

Sample Tracking and Status

Understanding Sample Statuses

Samples progress through the following statuses:

1. Collected – Sample collected in the field
2. In Transit – Sample en route to lab (optional status)
3. Received – Sample has arrived and been accessioned
4. Accepted – Sample passed quality checks
5. Rejected – Sample failed quality checks
6. In Processing – Sample is being extracted or prepared
7. In Testing – Sample is being tested
8. Test Complete – Testing is finished, results recorded
9. Report Generated – Final report is available

Viewing Sample History

For any sample, you can view:

• Full audit trail of status changes
• Who performed each action and when
• All metadata entered at each stage
• Photos captured in the field
• Test results and reports

To View Sample History:

1. Click on the sample ID
2. Navigate to the History tab
3. Review the complete timeline

Notifications and Alerts

Sample Arrival Notifications

Receive notifications when:

• New samples are collected and submitted
• Samples are marked for priority processing
• Sample volumes are low or flagged

Test Reminders

Set reminders for:

• Scheduled test dates
• Equipment maintenance
• Reagent expiry dates

Managing Notifications

1. Click on your profile icon
2. Select Notification Settings
3. Enable or disable specific notification types
4. Choose delivery method (email, in-app, SMS)
5. Save preferences

Tips for Efficient Lab Operations

Daily Workflow

• ✅ Start by reviewing the Sample Intake Queue
• ✅ Accession samples as they arrive
• ✅ Prioritize time-sensitive samples
• ✅ Complete testing for accepted samples
• ✅ Upload or generate reports for completed tests
• ✅ Review any flagged or anomalous results

Data Entry Best Practices

• ✅ Enter data immediately to avoid backlogs
• ✅ Double-check sample IDs before accessioning
• ✅ Use consistent terminology and units
• ✅ Attach supporting documentation when available
• ✅ Add notes for context and clarity

Communication

• ✅ Provide clear rejection reasons to help field teams improve
• ✅ Flag urgent or unexpected results to project admins
• ✅ Coordinate with colleagues on shared samples
• ✅ Report equipment issues or supply shortages promptly

Troubleshooting

For common issues and their solutions, see the Troubleshooting Guide.

Next Steps

• Learn about Project Admin workflows
• Learn about Field Collector workflows
• View Troubleshooting Guide
• Return to User Guide Overview