HistologiX: Transforming histology sample management with eLabInventory

Resources / Case Studies / HistologiX: Transforming histology sample management with eLabInventory

4 min read 17 Jul 2024

Adopting eLabInventory has improved HistologiX’s operational efficiency, enabling us to streamline material receipt, stock management and sample logistics. The reduced administrative workload has allowed our scientists to focus on what they do best – applying our expertise in tissue based analysis to advance our client’s cutting edge drug discovery.
Laura Hubbard, Operations Director

About HistologiX Ltd

HistologiX is a trusted GLP and GCP compliant clinical research organisation for tissue-based analysis, located in Nottingham, UK. The organisation has a team of 30 experts helping clients to visualise and understand the effects of their drug or device on key biomarkers at tissue and cellular levels, to support the development of for cutting-edge therapeutics. Its experienced team of scientists have expertise in histology, immunohistochemistry (IHC) including multiplex immunofluorescence (IF), in situ hybridisation (ISH) and digital image analysis using state-of-the-art software by Visiopharm.

Since it was founded in 2005, HistologiX has been committed to providing personalised customer services with teams and solutions tailored to client specific client needs, working as an extension of its clients’ in-house teams. The organisation supports biomarker evaluation for therapeutics including, cell and gene therapies, oncolytic viruses, therapeutic antibodies, small molecules, and RNA modifying enzymes.

Goals

Short-term: HistologiX needed to strengthen its sample management processes to keep track of an increasing number of histology samples. This will allow the team to expand its client base and keep up with increasing research demands.

Long-term: In the long term, HistologiX is hoping to expand its available services and remain a leader in the histopathology space. HistologiX aims to ensure its clients get access to the best and latest equipment and platforms, achieving results which are robust, consistent, reproducible and accurate, to fully meet project requirements.

Challenges

Prior to adopting eLabInventory, HistologiX relied on traditional paper-based documentation for sample management processes like logging and tracking – including receipt, location, and dispatch. As its client base grew, it became more challenging for the team to manage their extensive collection of samples. Paper documentation required manually searching and the need to be physically present to check the logs; which was deemed an inefficient use of time.

Additionally, paper documentation limited the company’s ability to create reports as there wasn’t a way to see the data all in one place. HistologiX recognised that its sample management system wasn’t going to be easily scalable and could in turn hinder growth ambitions. The company needed a more conveniently accessible and scalable solution where data would be visible in one place.

Solution

When searching for a sample management solution online, HistologiX came across eLabNext, which the team had already noted from events and conferences they had attended. The decision was made to implement eLabInventory as it follows GLP/GMP guidelines, allowing its use to be integrated into their existing GLCP lab processes. They also chose eLabNext’s eLabInventory for the flexibility to use eLab Marketplace add-ons and adopt additional eLab packages at a later date.

eLabInventory met all the requirements the team were looking for in an upgrade to a digital system; they were confident that it would improve inefficiencies in many areas.

Discover how eLabInventory could transform your lab’s sample management

Results

The adoption of eLabInventory exceeded the expectations of HistologiX and has enabled the company to develop further integrated processes. With the ability to check inventory remotely, and in real time, eLabInventory has greatly enhanced the organisation’s internal teamwork and collaboration. The company has experienced improved efficiencies throughout the whole organisation since the implementation of eLabInventory.

The new sample management system makes it easy for all team members, including those not in the lab such as business development and client account managers, to check the status of samples and reagents. The improved distribution of workload frees up the lab team, allowing them to focus more on their laboratory tasks instead.

The upgrade to a digital system has been transformative for HistologiX’s data management. The team benefits substantially by having centralised data that is easily searchable and no longer spread across multiple logs and paperwork.

eLabInventory is assisting with project management and planning as well as stock control and ordering. Booking in and tracking receipt of materials is more efficient as less steps are involved in adding items to the digital system than the previous paper-based system. It is also much easier for any of the team to edit and update information if changes are required.

The utilisation of barcodes and scanners further streamlines sample processing steps. For example, when checking samples in and out to work on them, disposing of samples, or looking for the location to put them back after use, the team no longer have to check paper documents and hand labelling. The automation has significantly improved the sample handling process.

Furthermore, project managers are able to access the information they need to plan, troubleshoot, and execute. Project planning and management can run much more smoothly, as there is better visibility of sample statuses and stock levels of reagents—anything required can be ordered ahead of time to reduce workflows being slowed down. Additionally, the team are now able to easily compile reports for their electronic data. They use this new function to assess storage utilisation and capacity, produce expired reagent reports, and monitor the quantity of flammable chemicals on site.

The improved project management and report supplementation means decisions can be made effectively and efficiently to help HistologiX deliver a high-quality service.

Ultimately, the team at HistologiX found that the implementation of eLabInventory solved their previous sample management inefficiencies and has made it possible for them to scale up and grow their number of users, sample types, and storage locations. They will continue to use eLabInventory as they work towards their further growth goals.