Development and Implementation of Quality Management Software for Flow Cytometry Laboratories
Year: 2026
Type: article
Abstract: Introduction Managing consumable resources in flow cytometry laboratories poses a complex logistical challenge, given the heterogeneity of reagents in terms of composition, concentration, and stability. This scenario requires rigorous monitoring to minimize waste and ensure the reliability of assays. Conventional management systems lack features that address the specific needs of flow cytometry. Objective This study aimed to implement a resource management software system for flow cytometry laboratories (automated system) and compare it with a manual system (Excel spreadsheet). Materials and Methods In partnership with SENAI-Botucatu, we developed software using VS Code (front-end IDE), Spring Tool Suite 4 (Java back-end), and MySQL Workbench (database). The web interface was built using HTML, JavaScript, and Bootstrap. The developed version was installed at the Flow Cytometry Laboratory/Unesp/Botucatu and made available on a limited basis to the laboratory staff for the Alpha Test. From January to August 2026, all consumables and immunophenotyping tests performed were recorded simultaneously in the software and in a customized spreadsheet (manual system). Subsequently, the performance of the two tools was compared, taking into account criteria such as speed, practicality, and efficiency (Alpha test). Results The manual method developed was structured into two main modules: “Resource Management” responsible for recording supplies, and “Clinical Data”, designed to record patient samples. Among the observed advantages are that it is free of charge and semi-automated, since material consumption is automatically deducted through formulas linked between the modules. However, significant limitations were identified, such as the increased need for operator attention, which carries a risk of human error due to data entry mistakes, along with the absence of automatic alerts for expiration dates and low inventory levels on a single screen. Similar to the manual method, the developed software allows for the individual registration of supplies and their subsequent combination for recording tests, in addition to automatically linking samples to the supplies used, thereby directly writing them off from inventory. However, it offers additional advantages, such as the recording of test panels administered to each patient, the inclusion of supplementary information, and the provision of a transaction log associated with users, ensuring greater traceability and security. Discussion Although spreadsheets offer flexibility in editing data and formulas, they have weaknesses when it comes to compliance with standards such as the LGPD and ISO 15189. In the context of laboratory quality control, reagent stability is critical; therefore, software capable of displaying expiration alerts right on the home screen represents a significant advancement. In addition, security mechanisms, such as operation logs and automatic consumption reports, make the system an indispensable resource for reliable process management. Conclusion The automated software demonstrated superior performance compared to the manual method by optimizing consumables management, reducing the risk of human error, and enhancing process safety and traceability. However, its use requires prolonged evaluation to identify potential operational bugs and limitations in updating consumables.
Institution: Serviço Nacional de Aprendizagem Industrial
Language: English
Subfield: Medical Laboratory Technology
Field: Health Professions
Domain: Health Sciences
Open Access status: diamond
OpenAlex ID: W7223111501