Manage Patient & Associated Sample Data Using CloudLIMS

Capturing, collating and integrating diverse data generated from translational research and testing laboratories is crucial for patient prognoses. Furthermore, systematizing sample relevant clinical data—including patient pathology information—in a reliable and compliant environment is imperative for healthcare providers to ensure patient privacy. Managing thousands of records per industry standards using spreadsheets, notebooks and other paper formats is arduous and error-prone. The underlying reason for such complexity in record keeping is the fragmented diagnostic and treatment procedures that involve a multitude of operational steps such as enrolling patients, registering their demographic and medical information, sample accessioning, storage, performing tests and reporting test results. The best way to reduce administrative efforts and unlock workforce potential is to adopt an appropriate automated system that can expedite accurate data storage, sorting, retrieval and reporting, while adhering to the regulatory guidelines. Above all, the more efficient a lab is in managing its data, the more productivity it acquires.

CloudLIMS offers complete laboratory data management assistance with its user-friendly software: CloudLIMS. These uniquely designed software products are equipped with a dedicated Subjects module that assists in recruiting patient and associated sample data effectively. Using this module, new patient records with their personal and healthcare information can be recorded. Different samples collected from the patient can be registered and associated with the patient record. CloudLIMS feature role-based user access by masking sensitive patient data, that helps maintain Protected Health Information (PHI) of patients in a HIPAA compliant environment.

How to Manage Patient & Associated Sample Data Using CloudLIMS


Using the Subjects module you can categorize subject types (such as children, middle aged, etc.) to manage your patient data. For each type, configure the subject form with the required attributes per your standard operating procedures. Using the Application Settings, you can restrict access to sensitive attributes and ensure patient privacy. Only authorized users with access privileges can view, add or edit data in the Subjects module.

To add a patient record:

  1. Go to the Subjects module and click the Add Subject icon. The Add Subject Information window will open.
  2. Specify the patient details and click Save.

To batch import patient records:

  1. Click Import from File and a new window will open. Click Import New Data File.
  2. Browse the file and click Upload Data.
  3. Map the file headers to the system attributes in the attribute mapping window to upload the data recorded in the file.

To edit a patient record:

  1. Select a patient from the list of subjects and click Edit Subject.
  2. Make the required changes in the Update Subject Information window to update the record.

To delete a patient record:

  1. Select a patient from the list of subjects and click Delete. Confirm to delete the record.

To export a patient record(s):

  1. Select one or more patient records and click Export.
  2. Enter a file name and choose a file format: .pdf, .xls, .csv or .html.
  3. To customize the report, specify a suitable header, footer and page options. You can also select the attributes that you would like to see in the report. Click Generate Report.


Here is how samples collected from a patient can be registered and linked to the patient record in the Subjects module.

  1. Select the patient record that you would like to add new samples. Click Add Samples.
  2. The Add Samples window will open. Select the Sample Type from the drop down menu.
  3. Enter the sample information and click Save.
  4. The list of samples with corresponding sample ID's can be viewed by clicking on Associated Samples button in the same window. (These samples may also be accessed from the Samples module under the particular Sample Type)

Click here to learn how you can create aliquots and derivatives for these samples.

Alternatively, if you have already added the samples from the Samples module and need to associate them with a patient, here is how to do it:

  1. In the Samples module, select a sample under a particular Sample Type and click Edit. The Sample Information window will open.
  2. Under Subject Information section, click on the Subject ID field. The list of available subjects or patients is displayed in a new window.
  3. Select the relevant patient record that you would like to link to the sample and click Update.

Digitize your practice using CloudLIMS and enhance your lab productivity!

© All Rights Reserved.