Turnaround time (TAT) is how long a case takes from the moment the laboratory receives it to the moment its report is authorised. VipLIMS measures it automatically from the timestamps it records at each step, so there is nothing extra to enter. This article explains how to set targets, read the dashboards and export the figures for meetings and accreditation.
How the clock works
| Point | What happens |
|---|---|
| Start | The date and time the case was received, entered at registration |
| End | The date and time the main report was authorised |
| Target | Set for each case type and priority, in hours or days |
| Breach | The case has not been authorised by the time its target has passed |
Because the clock starts at receipt, it is important to enter the received date and time accurately when registering a case. See Case workflow.
Supplementary reports added after authorisation do not restart or extend the main TAT clock.
Before you start
To set targets you need access to Settings, normally the Administrator role. Check with your team what targets you are working to. These might come from your own service agreements, your accreditation body or professional guidance for your speciality.
Step 1: Set targets for each case type
- Open Settings and go to the case types.
- Select a case type, for example "Biopsy" or "Full blood count".
- Enter the target for routine cases and the target for urgent cases. You can use hours or days.
- Save, and repeat for each case type.
Speciality packs include example targets. Replace them with your own before you rely on the figures.
Choosing hours or days
- Use hours for fast work, such as frozen sections or urgent blood tests.
- Use days for work that normally takes longer, such as routine histology.
Step 2: Mark priority at registration
Each case is registered as routine or urgent. VipLIMS applies the matching target for that case type. If a case's priority changes, update it on the case so the right target applies.
Step 3: Read the dashboards
Open TAT from the menu. You can view turnaround performance:
- by pathologist, to balance workload and spot where support is needed;
- by institution, to report back to the hospitals and clinics you serve;
- by case type, to see which kinds of work are meeting their targets.
Choose the period you want to review, such as the last month or quarter.
Step 4: Act on breach alerts
VipLIMS alerts you when a case breaches its target. Use these alerts to:
- find out why the case is delayed, for example awaiting further tests;
- reassign it if the pathologist is away;
- add a note or message so colleagues know the reason.
The Worklist helps you see open cases at a glance, so you can act before a target is missed.
Step 5: Export to Excel
- Open TAT.
- Choose the period and view you need.
- Export the figures to Excel.
The export is useful for management meetings, contract reviews with referring institutions and evidence for accreditation. Every timestamp behind the figures comes from the audit trail, so you can show how each figure was calculated.
Tips for reliable figures
- Record receipt promptly. Enter the actual received time, not the time you booked the case in, if they differ.
- Keep priorities accurate. An urgent case recorded as routine will look on time when it is not.
- Review targets once a year, or when your service agreements change.
- Cancel duplicates instead of leaving them open, so they do not count as breaches.