Système d'information de laboratoire provincial (SIL-P)

Current use in SoftLab

 

Implementation of the new application outside the laboratory

• Request entry
• Collecting specimens
• Viewing results

• Training modules to be selected based on current tasks
• Prerequisites for new access rights

Please note that training is mandatory for all current SoftLab-Reflection users.

1. How can I request access to SoftWebPlus during the roll-out or for a new employee?

To request access to SoftWebPlus, the user must first complete the ENA online training.

After the user has completed the ENA training, create an Octopus request for access.  

To submit a request:

1. Click Nouvelle requête. Then click Informatique et Téléphonie.
2. From the drop-down list, select your Site (top menu) and specific location (bottom menus).
3. Click J’ai besoin de.... Then click Accès au SILP.
4. Click Nouveau compte SILP. Answer the question on the request form and click Soumettre.

2. How do I log in for the first time?

-Enter your permanent login ID (received by email, for example gce0001).
-Enter your temporary password: (Nouveau01).

3. What should I do if I forgot my login ID or password?

Submit an Octopus request.

4. What should I do if the link does not work?

• Make sure that you are using the CIUSSS favourites link (on the intranet) and not an icon on your desktop/workstation. Also check that you have selected the Prod (Production) environment and not the Prep (training) environment.
• Before contacting the IT urgent support desk, try opening a new window. This may resolve the issue.
• If it still does not work, call the IT urgent support desk at 514-457-8443 and select the option for your facility (ex., DLL, ODI, Batshaw).

5. How often must I change password?

You must change your password every 12 weeks.

6. How do I request access to SoftWebPlus?

Login credentials are created by the project team after the user has completed their online ENA training and submitted an Octopus request.

This may take up to one week.  

7. I completed my ENA training more than one week ago but I still do not have my login ID and password. Who should I contact?

Begin by checking the status of your Octopus request. 
If it has been seven days since you submitted your Octopus request, email information.sil-p.comtl@ssss.gouv.qc.ca. Include your Octopus request number in your message.

8. Can generic access credentials be created for a unit?  

No. To ensure information security, generic access credentials are not recommended.

 

1. What is the difference between the SIL-P migration and the SoftWebPlus roll-out?

The SIL-P migration is primarily about moving from a local database (SoftLab) to a province-wide database.

All CIUSSS ODIM facilities are affected by this migration. The SoftWebPlus roll-out is an additional step. It involved replacing the SoftLab interface with the SoftWebPlus interface. This interface is used to create requests and consult test results.

2. Will the existing history in SoftLab be imported into SoftWebPlus?

No history will be imported. However, a new history will be created starting on the day the system is rolled out.  

For example, the history at the Lakeshore General Hospital (LGH) laboratory began May 28, 2024, and trends can be tracked from that date forward.

The history of results remains in the OACIS system, and the new results from SoftWebPlus will be added to those.

3. Will paper requests still be accepted once SoftWebPlus is rolled out?

Yes, sectors that use paper requests can continue to do so with SoftWebPlus.

However, it is important to migrate to the online platform as soon as possible to maximize the work of laboratory technicians.

You can find some request types here: https://intranet.comtl.rtss.qc.ca/pratique-clinique/services-multidisciplinaires/laboratoire.

4. Does the SoftWebPlus interface resemble the SoftLab interface?

No, the SoftWebPlus interface is completely different.

5. Will the SoftWebPlus login ID and password be the same as the one I currently use for SoftLab?

No. You will be given new login credentials.

6. Will I still have access to SoftLab?

No. When the transition to SoftWebPlus is completed, SoftLab will be removed from all workstations.

7. Can a SoftWebPlus session remain open to be used by multiple users?

No. Each user will need to log in using their own login credentials. The session will automatically close after 20 minutes of inactivity.

8. Does SoftWebPlus create any confidentiality issues (such as staff accessing results)?

No, access to results is based on the user’s profile (for example, a clinical profile and an administrative profile do not have the same access rights).

This means access can be limited to certain groups of professionals.

9. Access to sectors is often granted by job title. Can this be configured internally?

Yes, sector access depends of the type of permissions granted when creating a user’s account.

10. When I log in, does the system automatically know where I am located?

No, the system does not know where you are. Location codes are displayed on the screen of your workstation.  

11. Can I change location? For example, if I am on one care unit, can I also enter requests for another sector or unit?

When you log in, you will see a list of the locations accessible based on the permissions configured. Select the location that matches the care unit or test centre where you work.  

12. How does SoftWebPlus distinguish a care unit from a test centre?

Care units: A request sent from a care unit and associated with a patient’s stay. Only your location will appear in the Clinique de la requête field.

Test Centre (CP): A request for a sector or clinic. All clinic locations will be available in the Clinique de la requête field.

13. Will the new SIL-P make it easier to track the coolers?

No. However, we will be able to accurately monitor the time elapsed from the time the specimen is taken to the time it is received by the laboratory.

14. Can we consult results in other systems, such as OACIS, DMÉ (if subscribed to the alert system and electronic notifications), and DSQ?

Yes. The results will be available on all of those platforms.

 

1. Which physician’s name should I enter Demandé par (Requested by) field?

This should generally be the name of the treating physician. You must enter the name of the physician who is responsible for the patient (hospitalization or appointment).

2. If the physician in question is not available in the Demandé par field, how can I add them?

To add a physician, enter an asterisk (*) in the Demandé par field and fill out the information section.  

3. What name do I enter in the case of a resident physician?

Enter the name of the supervising physician/superior in the Demandé par field, and add the resident physician in cc.  

4. How are the licence number for each prescriber type configured in SoftWebPlus?

• licence number only for physicians
• Prefix 2 and the licence number for dentists
• Prefix 4 and the licence number for pharmacists
• Prefix 5 and the licence number for residents
• Prefix 87 and the licence number for nurses
• Prefix 93 and the licence number for midwives
• Prefix 94 and the licence number for podiatrists
• RAMQ permit number for specialized nurse practitioners (SNP)
• Permit for nutritionists

5. Will it accept requests by physicians from outside Canada?

No, degrees earned outside Canada are not automatically recognized. As a result, prescribers outside Canada are not accepted.

6. What is the Numéro de séjour (admission number)?

The admission number indicates the patient’s specific visit or episode of care on a unit or at a facility.  

For hospitalized patients: The admission number will be displayed automatically (do a visual check to confirm).

For outpatients and users at test centres: The field will be empty.

After entering a request for an outpatient, a temporary 24-hour admission number will be created in SoftWebPlus.  

It is important to note that our grappe (cluster) uses the prefix G.

Please use distinct file number prefixes for each of the hospital centres, as these are permanent files created the associated file indexing system: 

• GCCH (Lakeshore General Hospital)
• GCAH (St. Mary’s Hospital Centre)
• GCDH (Hôpital de LaSalle)
• GCBH (Douglas Mental Health University Institute)
• Medical file numbers (NDM) with the prefix GZZZ are temporary files (generated by SoftWebPlus).

7. What priority can I use for my requests?

Use only the priorities Routine and STAT.

Do not use Urgent or Planifié (Planned), because your request will be rejected.

8. What is the Renseignements sur la requête (Information about the request) for?

This field is not intended for exchanging messages with the laboratory. It is only intended for relevant comments regarding a test (ex.: patient fasting).

A drop-down list of predefined messages is available. These comments will appear on the final report of the test results.

9. What should I do if I cannot find a type of test when entering a request?

Start by consulting the list of tests available on the laboratory intranet at cusm.omni-assistant.net/labo/MasterSearch.aspx.

If you have searched extensively without success, you can call the laboratory in question directly at: 
 

• Lakeshore General Hospital laboratory: To come.
• St. Mary’s Hospital Centre laboratory: 514-345-3511 extension 3421
• Hôpital de LaSalle laboratory: 514-362-8000 ext. 31527

10. Is it possible to create duplicate when entering tests?

No, duplicates are filtered/removed by SoftWebPlus directly in the search field.  

It is also not possible to add a test with the same name more than once to a request.

For example, for SoftWebPlus will not allow an MRSA nose and MRSA urine test on the same request.

A second request needs to be created for the second MRSA test.

11. How can I send a request to laboratory sectors not included in the project (pathology, cytology, transfusion medicine—blood bank)?

You will continue to use the current method for making pathology, cytology, and transfusion medicine requests.

Users can consult the intranet for the laboratory’s technical procedures: cusm.omni-assistant.net/labo/MasterSearch.aspx

Request form: intranet.comtl.rtss.qc.ca/pratique-clinique/services-multidisciplinaires/laboratoire

12. How can I be sure my request has been recorded in the system?

In SoftWebPlus, you need to register the specimens collected by recording the actual time the specimen was collected.

Without this information, the laboratories must cancel your request.

To ensure your specimens are properly recorded, go to the Prélèvements (Specimens) tab and check the Liste de prélèvements (List of specimens) to confirm everything is there. If everything is there, finish the specimen recording in the system.

13. Can I still enter requests in advance? If yes, will those requests be dated the day they were entered or the day the test is scheduled?

Yes, you can enter requests up to 7 days in advance.

You can change the date the sample is drawn for requests created in advance.

The requests will appear in the Prélèvements (Samples) section with the date indicated. They will also appear in the Requêtes du patient (Patient’s requests) section.  

14. The request is created using the RAMQ number, the last name/first name of the mother, or an official piece of identification. What should I do if the user is someone who is travelling and does not have a RAMQ number, or if the user is covered by the Interim Federal Health Program (IFHP)?

-A RAMQ number is not needed to create a new patient profile. However, without a RAMQ number the results will not appear in the Québec Health Record (DSQ).

- User without a medical file number (NDM) - The type of government ID and its number can be entered in SoftWebPlus.

The following information is needed to create a new patient profile: 

• User’s first and last name
• Sex
• Date of birth
• Mother’s first and last name

Patients may need to go to the Admissions office to obtain a hospital card if they do not have a RAMQ card or a health insurance card from another province, if they are travelling, or if they are refugees.  

15. The Prélever maintenant (Collect now) box is checked. Do I still need to register the specimens?

The Prélever maintenant (Collect now) function does not replace registering the specimens. It is just a shortcut to the registering step.

If the box is checked after the labels have been printed, you will immediately be redirected to the screen for manually registering specimens.

16. What do Prélever, Ignorer, and NPP mean?

Prélever (Collect Specimen): When the specimen is collected. 
Ignorer (Ignore): When the specimen will be collected later.
NPP (Ne pas prélever-Collect no specimen): When no specimen will be collected.

Note: By default, Prélever (Collect Specimen) is selected.

17. Can I modify or add to a request?

Yes, you can modify a request and add a test if the specimen has not yet been registered (Prélevé status in SoftWebPlus).

18. Can I cancel a test or request?

Yes, you can cancel a test or request.

Follow the procedure or consult the SIL-P support documents and videos available on the intranet, unless it has been received by the laboratory.

If it has been received by the laboratory, it is the laboratory that will cancel the request using local procedures.  

19. Are the current label printers compatible?

Yes, the ZEBRA label printers (ZT-230 or ZT-231) are compatible with SoftWebPlus. However, the label format will change.  

20. Is it mandatory to register (scan) specimens? If so, why?

Yes, it is mandatory to register specimens. You must indicate the real time and date the specimen was taken either by hand or by scanning it (optional).  

With the new system, laboratory automation will only accept specimen tubes that have already been registered.

Unregistered tubes will remain on hold in the queue and ultimately rejected. The goal is to introduce an additional quality control step and to reinforce best practices.

21. Will each work station require a bar code reader (scanner)?

Yea, each work station will need to be equipped with a bar code scanner. Specimens can also be registered by manually entering the specimen number shown on the label.  

However, using the scanner is strongly recommended to reduce data entry errors.  

22. Does the specimen need to be registered (scan/read bar code) by the same person who collected the specimen?

No. The specimen can be registered by someone else. However, they must also record the code/name of the person who collected the specimen (this code is linked to their SoftWebPlus user ID).

23. How quickly should a collected specimen be registered (scan/read bar code)?

The specimen should be registered immediately. The software automatically records the scan time as the time the specimen was collected. It is therefore very important to change the time if the specimen was collected earlier or later.  
 

 

1. Can a hospitalized patient have a test ordered by an outside doctor, with the results sent to that doctor instead of the hospital doctor?

Test results will be sent to the clinic of the requesting physician. 
Other prescribers can be copied on the message. The results can also be sent to the primary practice address registered with their professional order (Collège des médecins, Ordre des infirmières, etc.).
 

2. Will the laboratory send an advisory if a result shows an abnormal or critical value?

Yes. Established laboratory procedures remain unchanged. For that reason, it is important to ensure there is a telephone number on all requests. 
 

1. Do I need to bring my labels to patient’s bedside?

Yes. It’s important to follow the process for identifying specimens when they are taken at the patient’s bedside.

The goal is to prevent patient identification errors. Each patient’s identity must be verified using two distinct identifiers.

2. If the specimen drawn is too small, will the laboratory cancel the request?

It is important to collect the appropriate volume of any type of specimen to ensure the laboratory does not cancel it.  

Maintain the correct ratio at all times.

For more information you can consult Omni-Assistant (cusm.omni-assistant.net/labo/MasterSearch.aspx).

3. What is the best way to label the specimens?

There are best practices for labelling various types of containers.
 

 

 

PLEASE NOTE:

 Please note that you must add foam to pneumatic tube cylinders.

However, there are methods that are incompatible with the laboratory’s equipment: