Useful site addresses
Labmatrix Lab Loader
If you are importing clinical labs or cultures, you'll also be using the Labmatrix Lab Loader web application, which lives at https://lmlabs.cancer.gov/; your account information is again the same as your NIH username and password.
We have a centralized support system for NCI's Labmatrix installation. Emailing your request means that it is automatically entered into our work tracking system, and doesn't linger in a specific user's inbox; we can also track our responses to issues, and collaborate within our own group in solving problems as they come up. So please submit all requests for assistance via this email address! It's available as a link from Labmatrix's help page, on the login page of Labmatrix, and as a link at the bottom right of the Labmatrix home page.
Separation of the Person and the Subject
A critical distinction to understand in Labmatrix is the distinction between a Person and a Subject, a distinction that reflects the difference between a human being's properties (e.g., name, demographics) and the properties related to that human's participation in a study (e.g., the start date of the participation, their custom ID on the study). The distinction allows Labmatrix to enforce access limitations so that study data is only visible to that study's users, yet the general information about NIH patients is visible to the entire NIH community. Below is a simplified diagram showing the relationship of the two; the green area is the Person and associated data, and the yellow area is the Subject and associated data.
The notion of a Person (also known in Labmatrix as a Contact) reflects the information which specifically describes a human being's properties – things such as name, date of birth, gender, race, ethnicity, and medical record numbers. This is the part of the above diagram in the green box; you'll note the small "Race" and "Medical Record Number" boxes, which indicate that a single Person might have more than one of these (e.g., multi-racial, or different MRNs at different institutions).
The Person records for all NIH patients – e.g., those with NIH Clinical Center medical record numbers – must be placed into the "Patients" access group in Labmatrix! This is because they need to be accessible to all Labmatrix users. Don't worry – nearly 100% of the time, the wizard described below will handle this for you, but I document this just so that everyone knows why this is set up this way.
The notion of a Subject is what connects a Person to a study – e.g., the Person named "John Doe" is participating on a study named "Cancer Stem Cells", so that Person has a Subject record which links him to the Study. The easiest way to remember this distinction is by remembering that any one human being can participate in more than one study – for example, the person John Doe might be participating in a Derm Branch study, a Radiation Oncology Branch study, and a Surgery Branch study.
There is still only one human being, so there's only one Person record, but there are multiple Subject records linked to that Person which each represent the person enrolled on a specific study. The entire NCI can access that one Person record, but only those people with permissions to access each individual study can access each individual Subject record and the data that's linked to it. (So in the above diagram, each yellow box represents a separate access group, and the data within each is only accessible to those users with the proper permissions on that study.)
In Labmatrix, if you're viewing a Person record, there will be a "Subjects" tab on that record which will show you all the Subjects that you have permissions to see for that Person.
Entering new subjects into Labmatrix
- From any Labmatrix page, click on the "Subjects" link in the module toolbar (the toolbar across the top of the home page). This brings you into the Subjects module, in which you can create the records to reflect the new Marqibo subject.
- In the top of the left-hand pane, click the "Subject" link to begin creating your new subject records; this will pop up the New Subject wizard.
- In the wizard window, type the MRN of the new subject into the "MRN" field, and click the "Browse" button next to the "Enrolled Studies" field to choose the "Marqibo" study. Click "Search".
- Now that you've searched for the MRN on your study, look at the search results area below the Search button:
- If a result is displayed, this means that this patient already has a subject record on your study. Double-click the result row to open the Subject record, and look at the Custom ID field to verify that the custom ID is, in fact, correct for the subject. Then click the "Biomaterials" tab on that record to check whether the biomaterial records have been created yet. If they haven't, continue below with step 11. Otherwise, there's nothing more you need to do.
- If no results are displayed, then click the "Search Persons" button at the bottom of the wizard window to see if the actual patient already has a Labmatrix Person record (e.g., he or she is already in Labmatrix by virtue of participating in some other protocol).
- Now that you've searched by the MRN alone, again look at the search results area:
- If a result is displayed, then the patient already has a Person record; you just need to create a new Subject record to associate that patient with the Marqibo study. Click on the row, and then click the "Create Subject From This Person" button at the bottom of the wizard window. This will open a New Subject record in your workspace (the bottom right pane of the Labmatrix window); continue below with step 7.
- If no results are displayed, then click the "Search CDR..." button at the bottom of the wizard window. This will query the CRIS database for demographic information about the entered MRN.
- You've now searched the CRIS demographics database for information about the MRN you entered. Look at the "Patient Record" section below the search field:
- If you see demographics information, then the MRN is known to CRIS. Verify that this information is correct, and then click on the "Use This Person" button at the bottom of the wizard window. This will open a New Person record in your workspace (the bottom right pane of the Labmatrix window), pre-filled with the demographics as retrieved from CRIS. Add or modify the information as needed, and click the "Save" button to save the Person record and open a New Subject window. Continue below with step 7.
- If the section reads "Patient record not found in CDR Patient Registry", then the MRN is unknown to CRIS. This generally signifies that you've mistyped the MRN; our recommendation here is to close the wizard window, and start again with step 2 above, making sure to type the MRN correctly. However, if you're sure you've typed the MRN in correctly, then click the "Create New Person" button at the bottom of the wizard window; this will open a New Person record in your workspace (the bottom right pane of the Labmatrix window) pre-filled with this MRN. Add information as needed, and click the "Save" button to save the Person record and open a New Subject record.
- In the New Subject record, click the "Browse" button next to the "Enrolled Studies" field; choose the "Marqibo" study, and click OK. This populates both the Enrolled Studies and Primary Study fields.
- Next, fill the any custom ID you want to assign to the subject into the "Custom ID" field.
- Next, click on the "IRB Protocols" tab, pull down the "Select IRB Protocol to Assign" menu, and choose the 10-C-0220 protocol. In the newly-added protocol section of the pane, enter the start (protocol enrollment) date. (As with all date fields in Labmatrix, double-clicking in the text area will automatically enter today's date.)
- Finally, click "Save" at the bottom of the New Subject record. The record will be saved, and the pane will refresh with the newly-created data.
- At the top of the new record, click the "My Workflows" menu, and choose "Marqibo Biomaterials". This will start the workflow for creating the new blood biomaterial records in Labmatrix.
- In the "New Marqibo Biomaterials Data" pane, enter the cycle and dose number, and click the "Save" button at the bottom of the record. This will cause the blood records to be created, which will take 5-10 seconds or so. When it is finished, a new tab will open in the Search Results pane (the top right pane in the Labmatrix window) with all the records for the new biomaterials.
- Select all of the new records in this pane, by clicking on the topmost record, scrolling to the bottom of the record list, pressing SHIFT on the keyboard, and then clicking on the last record. With all the records selected, right-click on any of then, and choose "Print Barcode(s)..." from the pop-up menu.
- In the Print Barcode(s) window, the "Wayne Marqibo Sample" layout will be preselected, as will be the "Wayne ZM400" printer. Click "Print" to print the barcode labels.