Challenges Laboratories Face Without Digital Solutions

As laboratories grow and evolve, there are certain challenges that occur and impede efficiency, accuracy, and scalability. For those who are responsible for lab performance, these challenges can often go unnoticed until inefficiencies start affecting it.

By this time, if you are one of these lab managers, your lab has been losing the race with competitors, and you are in danger of not bringing enough profit at the end of the day.  

So, in this article we will highlight the most usual issues laboratories face and offer solutions to how they can be solved.  

Have you experienced any of these?

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You still have manual data transfer between sample reception and lab instruments  

Without an integrated system, lab personnel must manually enter data, which is not only time-consuming but also prone to human error. This process significantly slows down workflows, increases the likelihood of mistakes, and limits the number of analyses a lab can perform—all of which can negatively impact revenue and growth potential.

In labs where samples need to be processed quickly and accurately, such as in medical testing or pharmaceutical quality control, manual data transfer creates a bottleneck.  

For example, imagine a medical testing lab processing hundreds of blood samples daily. Each sample requires details such as patient information, test type, and urgency to be manually transferred from the reception system to the testing instrument. A single typo in a patient’s identifier or test code could result in misdiagnosed conditions or repeated tests, delaying results and undermining client trust.

Similarly, consider a pharmaceutical quality control lab tasked with ensuring the consistency of a new drug. The lab receives a batch of samples that must be tested under strict timelines to meet regulatory standards. Manual data transfer not only increases errors but also creates delays because it jeopardizes the company’s ability to meet deadlines and launch the product on time.

Moreover, staff handling these orders often face difficulties interpreting data from one system to another, especially when dealing with varied file formats or inconsistent terminologies. For example, an environmental testing lab may process samples from multiple locations. If each of these locations has its own reporting style, this can lead to misinterpretation and slowed operations as the team tries to align the data.

If you have been having trouble with any of these, you might be in need of a software system which will be able to solve these problems. An integrated solution automates the entire data transfer process, eliminating manual entry and consequently reducing errors.

Here are some other situations where manual transfer creates issues:

• Laboratory instruments frequently analyze samples in sequences or batches. Automation software is designed to eliminate the manual preparation of these sequences, streamlining this critical step in lab workflows.

• After an instrument completes its analysis, the data generated—often in raw and complex formats—needs to be validated and integrated into the lab's central systems. Automation software handles this with precision.  

• Many laboratories operate with a diverse range of instruments from different manufacturers, often requiring unique input and output file formats. Additionally, integrating new labs into a centralized software ecosystem can be a daunting task, especially for organizations managing multiple sites.

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Not all your laboratories are integrated into a unique software system  

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Regular acquisition of new laboratories is essential for growth. This process is common for large laboratory networks and for those with a tendency to grow. However, the problem that occurs here is integration.  

When a newly acquired lab operates on different systems or lacks digital solutions altogether, it’s unable to leverage the automated resources available within the parent company’s ecosystem.

Without proper integration, these labs are disconnected from the primary network. This limits their access to centralized data, automation tools, and standardized procedures. The results overall are disparities in service quality, inefficiencies and potential inconsistencies in lab results across the network.

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Results interpretations are inconsistent, non-uniform and delayed  

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When lab technicians manually interpret and document results, they introduce variability due to human error or differing interpretations. This lack of uniformity affects the reliability of the data, making it difficult for labs to maintain high standards consistently. Additionally, these delays can prevent labs from achieving the rapid turnaround times that many clients expect.

The inconsistency in data interpretation can be especially problematic in laboratories that have many clients. This is especially the case with diagnostic labs or research facilities.

Moreover, results that are delayed or inaccurately reported can lead to a loss of trust from clients and regulatory complications if standards aren’t met.

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Your lab instruments are not utilized enough

You might be unaware of this, but lab instruments utilization is one of the most important aspects of a productive laboratory. Here’s how the utilization of your equipment affects your business:

Planning

If you know exactly how much every lab instrument is used over a period of time, you will be able to plan the workflow more efficiently how many personnel you require, optimal number of shifts etc.  

Capacity

If there isn’t enough capacity in a lab, the work can be transferred to another lab  

Analysis

Obtaining information about demand, demand growth, and seasonality (through the analysis of instrument usage specific to a certain type of analysis).

Are you wondering how to utilize your lab instruments and equipment? There is a solution tailored to this problem.  

Lab digitalization as the solution to the problems

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Implementing software and automated systems can solve the above-mentioned challenges.  

Lab digitalization simplifies data management, integrates lab processes, enhances traceability, and enables faster, more accurate, and standardized operations.

An example of such a solution is a software system for laboratories that integrates sample reception with lab instruments, from the moment samples are received to the final report. This system automates the transfer of data, reducing manual entry errors and expediting workflows.

Additionally, digital solutions support sample processing and result validation. In this way, data is accurate, consistent, and compliant with industry standards. With the ability to generate and dispatch reports, invoices, and other necessary documentation directly to clients, the software can simplify and accelerate client communication and billing.

When talking about integration of new labs into existing systems, look for a solution that supports the use of diverse instruments from multiple manufacturers, and unifies operations across various lab environments.

Furthermore, traceability is greatly enhanced through digital solutions, offering a complete audit trail for every sample processed, from reception to reporting.

Benefits of lab digitalization

Based on the challenges mentioned above, and possible solutions to the problems listed, here is a list of the most important benefits for every growing lab system:  

Efficiency:  

• Automating data transfer and processing reduces manual work, allowing for faster sample analysis and a higher volume of tests.

Accuracy and consistency:  

• Digital systems minimize human error, ensuring more precise and reliable results, which in turn leads to fewer client complaints.

Integration and scalability:  

• New labs can be easily integrated into the existing software ecosystem. This maintains consistent standards across the organization and supports growth.

Traceability and compliance:  

• Digital systems offer a complete audit trail for every sample, meeting regulatory requirements and enhancing accountability.

Better client communication and billing:  

• Automated reporting, invoicing, and documentation streamline communication with clients Therefore, the overall experience is more professional and efficient.

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Check our case study on partnership with Eurofins Scientific HERE.