Bookings, phlebotomist routes, tube labels and lab handovers.
Manage patient bookings, fasting instructions, phlebotomist routes, bedside tube labels, carrier boxes, lab handovers, recollections and billing in one system. Each visit carries its patient, tests and tubes from the booking call to the released report link, so the desk answers a worried caller from the record. Phlebotomists and runners work from a phone.
- Test panels, fasting notes, tube colours and each partner laboratory’s rate card entered as your desk uses them today, with the order of draw spelled out
- Pending bookings and patient files carried across from your spreadsheet before the first morning, with duplicate phone numbers listed for review
- Panel and tube rule changes handled by our staff whenever a partner laboratory revises its collection manual, with the old rule kept on file for visits already booked
Bookings, phlebotomist routes, labelled tubes and laboratory handovers for home blood collection run in Home Sample Collection Provider Management Software, configured by GullySystem. Every tube carries its patient, tests, draw time and the people who held it, so no one guesses whose blood is in the box. Phlebotomists work from a phone. A repeat draw, a partner rate card and a camp invoice all trace back to one visit.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Booking
A patient, a doctor’s clinic or a company books by phone, form or camp list, and the record holds the tests ordered, address, slot, fasting rule and contact. Duplicates are caught early.
- 2
Preparation and route
The patient receives the preparation note, and the scheduler groups visits by area and slot, then assigns each to a phlebotomist with a morning route. Urgent draws jump the queue.
- 3
Visit and draw
The phlebotomist confirms identity, draws the sample, fills tubes in the order of draw the panel needs, and sticks the barcode label at the bedside. The draw time is stamped.
- 4
Transport
Tubes go into a carrier box with a cold pack, and box temperature and pickup times are noted. A runner collects from several phlebotomists, takes the lot to the lab, and gets each handover signed.
- 5
Lab handover
The lab desk scans each tube in against the batch list, and a clotted, short or unlabelled tube is rejected on the spot while the runner waits. A recollection visit is raised.
- 6
Report and billing
The released report link is attached to the booking and sent to the patient, while the collection fee, panel price and any camp charge flow to the invoice. Receipts match the visit.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Online Booking Portal
Patients and clinics choose a slot and tests on their own page, and the booking reaches the desk with the fasting note already queued for sending.
- Appointment Scheduling
Visits are placed into early fasting slots by area and handed to phlebotomists, and a cancellation frees a slot that the scheduler can refill from the waiting list.
- Technician Scheduling
Each phlebotomist is given a morning route that groups nearby addresses, and an urgent draw is slotted into the person closest to the patient’s door.
- Barcodes and Labels
A barcode is applied to each tube at the bedside, so scanning it later links the tube to the patient, the draw time and the carrier box.
- Batch and Serial Tracking
Tubes travel in numbered batches, and the lab desk scans each against the batch list, so a missing tube is noticed while the runner is still present.
- Quality Control
Rejections are recorded with a reason such as clotted, short or haemolysed, which shows which routes and steps produce the most repeat visits.
- WhatsApp, SMS and Email Notifications
Fasting and medicine-hold instructions go to the patient before the visit, and the report link is sent once the laboratory releases the result.
- Invoice Management
Visit fees and panel prices are combined into invoices for patients, with partner laboratory and employer invoices raised on their own terms and rate cards.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the owner
See visits booked, tubes in transit, rejections by reason, recollections open and fees billed against fees collected, so a weak route or careless draw shows early.
For booking agents
Take bookings, send preparation notes, move visits between slots and answer callers from the visit record, so a worried daughter hears exactly where her father’s tubes are. Calm calls.
For phlebotomists
Open the morning’s route on a phone, confirm identity, label tubes at the bedside and record the draw time, with no pencilled names and no end-of-day paperwork to finish.
For runners and the lab desk
Collect boxes, log temperature, scan tubes at handover and flag a rejected tube while the runner is still standing there with the box.
For billing
Invoice patients, partner laboratories and employers, and match every receipt to its visit so a fee is never collected twice or forgotten.
The numbers the owner asks for.
- Visits by area, slot and phlebotomist
- Tubes rejected by reason and by phlebotomist
- Draw-to-lab hours and box temperature exceptions
- Recollections raised, completed and who bore the cost
- Panel volumes and revenue by partner laboratory
- Camp collections by employer with headcount and tests
- Cancellations and no-shows by slot
Who this is built for.
- Services that send phlebotomists to homes for blood and urine sampling, often before sunrise, to patients who must stay fasting until the draw
- Diagnostic chains that run a home collection arm beside their centres, share one test catalogue between both, and want one rejection report across every route and centre
- Independent collection agencies working for several partner laboratories, each with its own rate card, tube rules and report format, and each expecting a separate monthly invoice from the agency
- Providers that run employer health camps and corporate wellness days, with a headcount, a room and a morning to finish
- Clinics that offer a bedside draw for elderly or housebound patients, send tubes to a partner bench, and want each report link to reach the family on release
When it is not the right choice.
- A single phlebotomist who takes a few bookings a week can work from a diary and a phone, but a van, a runner and two partner laboratories change that.
- A laboratory that processes tests in-house will find Pathology Lab Management Software or Diagnostic Centre Management Software closer, because its bench, analysers and reporting sit inside the building.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- WhatsApp or other messaging
- Payment gateway
- Partner laboratory exchange
- Barcode label printer
Questions owners ask before a demo.
Can one visit send tubes to two laboratories?
Yes. Tests are mapped to a partner, so tubes from one draw can be split into two batches. Each batch has its own handover scan and its own report link.
How are tubes labelled?
The visit screen shows the patient and the tubes the panel needs, and a barcode label is printed or applied there. Scanning it links the tube to the patient and the draw time.
Can we see tubes near their limit?
Yes. A draw-to-lab limit is held against every test, and the transport board lists tubes close to it, so a runner can be redirected before the limit passes.
What happens when a tube is rejected?
The lab desk records the reason, such as clotted or short, and a recollection visit is linked to the first and assigned to a phlebotomist. The cost rule you set is applied.
Are preparation notes sent automatically?
Yes. Every test holds its own note, and the patient receives it before the visit through the channel you choose, in wording that your own medical staff have approved.
Can employers book camps?
Yes. An employer sends a list, slots are assigned, and the day’s collection is invoiced by headcount and panel. A summary by department can be shared with the company.
How is pricing worked out?
The quotation depends on phlebotomist count, partner laboratories and booking channels, and a demo built with your own panel list is shown before any figure is discussed.
Can we take our booking history with us?
Yes. Every visit, tube scan, laboratory handover and invoice can be pulled out as spreadsheet files, and the layout is settled with you before the build starts.
Who maintains panels and rates after launch?
Our staff update panels, tube rules and partner rate cards when you ask. Training for agents, phlebotomists and the lab desk is arranged during implementation, using your own sample visits and your own morning routes.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Home Sample Collection Provider Management Software with your own data.
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