Going Hands-Free in the Lab: Using Extended Reality to Capture Data and Boost Productivity
by Katie Evans, Senior Product Manager, Digital Science, Thermo Fisher Scientific
With data being the most valuable output of a laboratory, scientific teams are now implementing effective practices to collect, store, and manage data using laboratory information management systems (LIMS). However, when scientists work in controlled environments, it can be challenging to use a tablet or a laptop to digitally record results or observations while striving to maintain standard operating procedures (SOPs). Even though pharmaceutical companies are moving toward cloud-based data management systems that are accessible from anywhere, there is still a need to optimize how we collect real-time data in controlled environments, such as cleanrooms and fume cupboards.
Here, we discuss why scientists need hands-free methods to input data. We further explain how adopting mixed reality solutions, i.e., merging real-world laboratories with virtual contactless interfaces, can improve data integrity, boost staff productivity, and elevate the overall scientific experience.
Controlled Environments Limit Real-Time Data Entry
Modern data management systems that run in the cloud have allowed scientists to access LIMS on the go, using a tablet or mobile device. Although this internet-based LIMS connectivity is a significant advancement from traditional paper-based documentation, it’s still not ideal if the user needs to frequently pause the task at hand to pull out a device and enter details into the LIMS.
Scientists are often required to work within controlled environments, such as cleanrooms, biosafety cabinets, vivaria, or chemical fume hoods, where they’re wearing gloves and clad in personal protective equipment (PPE), making it nearly impossible to simultaneously access LIMS. Using touch-screen mobile or tablet devices while performing a task would require taking off gloves, which could become an instant SOP breach in some instances. The devices themselves would need to be sanitized thoroughly before entering a controlled area.
As a workaround, scientists tend to memorize or quickly scribble down their actions and observations at that moment so they can make data entries into the LIMS afterwards. This type of retroactive chronicling can result in information gaps or potential recording errors due to manual transcription or inaccurate memories. Potential protocol deviations risk being missed if users don’t remember to document them immediately. Ultimately, these inconsistencies in data capture may render experimental results unreliable and even violate regulatory requirements.
To maintain process compliance, scientists benefit from having hands-free systems to help them access and interact with LIMS and document data in real time. Such an arrangement is now possible using the power of extended reality (XR), where digital and physical worlds can co-exist.
Going Hands-Free: Using Extended Reality to Capture and Retrieve Data
Concepts of XR, typically seen in association with large tech companies, may seem more like science fiction than a current scientific reality. But bringing XR into the laboratory for information management purposes essentially requires only two key components:
- A Mixed Reality (MR) headset. The Microsoft HoloLens, for example, is an untethered holographic device used for hands-free activities in numerous industries.
- Compatible software that provides an interface to the LIMS. The Thermo Scientific SampleManager XR software, for example, is a dedicated Microsoft HoloLens device app that directly interfaces with the Thermo Scientific SampleManager LIMS.
How does an MR system work in a laboratory?
Scientists wear headsets much like a pair of smart glasses and go about their activities within a controlled environment. Along with an unobstructed view of their regular surroundings within a laboratory, each user also sees a virtual holographic field of view through the headset. They can use their fingers to interact with this virtual view, i.e., open the screen, zoom in and out, and navigate using holographic buttons, similar to using a mobile device, but without having to physically touch anything. This field of view can be customized for individual teams to display SOP method instructions along with other useful information to assist with the task being performed.
In addition to viewing helpful materials, individuals wearing the headset can also capture instrument parameters, experimental data, and actions in real time using holographic representations of the LIMS software. Data input occurs instantaneously through the LIMS interface accessed via the headset’s virtual field of view. When detailed entries are required, records can be dictated. Videos or photos taken through the headset can be included as evidence of correct method execution or to report a protocol deviation. For a seamless transition from previous paper-based methods, optical character recognition (OCR) can be used to convert scanned or printed documents into digital data. Every dataset produced, irrespective of format types, is eventually stored in the centralized LIMS platform.
Additionally, if instruments in the facility are connected to the global LIMS, users can take advantage of an automatic instrument readings feature to directly upload readouts as well as instrument statuses in real time. With instrument connectivity, other scientists in the facility can view live instrument updates and plan their experiments accordingly.
In this way, by leveraging MR technologies, scientists can be physically present in the controlled environment and access LIMS to document data. They can record real-time observations and retrieve useful information without having to remove their gloves or PPE, or resorting to questionable workarounds.
Simplifying Regulatory Compliance by Going Digital with MR
Real-time contactless data capture using MR systems provides numerous compliance benefits resulting from both the end-user experience as well as built-in features.
Data integrity: With data recorded in real time, there are no delays or gaps in capturing information, making it as accurate as possible. Protocol changes or errors are reported and documented instantaneously, further driving the data traceability required for audits.
Security: To enable users to remain hands-free during operation, a headset can use iris recognition to log into the software. This maintains security without the need to type in a password, and allows multiple users to share a headset during different shifts. The built-in security at the start of every session ensures authorized access to information, automatically updating access levels based on the user credentials. When necessary, eSignatures can be provided on the LIMS interface without having to touch a tablet or laptop.
Process adherence and data quality: Training videos, methods, guides, and even live support are all readily accessible through an MR interface. When in doubt, scientists can pull up useful information or reach out to supervisors or subject matter experts to help execute a particularly complex method per SOP requirements, without having to leave the controlled environment. The software keeps track of outstanding tasks for each individual based on their activities and maintains a personalized to-do list, so nothing falls through the cracks.
Timely reminders and instant access to how-to reference materials eliminate ad-hoc practices and minimize protocol deviations. If irregularities are recorded, the system can automatically recommend re-training the user. Adhering to due process in this manner makes methods more standardized and repeatable across the whole team, and over time, improves data quality.
Elevating the Overall Scientific Experience
Encouraging team members to get on board with implementing a new digital system, especially one that requires wearing a headset, is much smoother when there are tangible benefits for the user. In addition to the obvious advantages of allowing real-time hands-free data entry in controlled environments (as listed above), an MR solution elevates the entire experience for a scientist.
Productivity boost: Scientists have busy schedules: performing experiments, troubleshooting methods, and analyzing data with due diligence. MR digitalization relieves them of the burden of manual notetaking and task-switching during important processes. Without having to dilute their attention, scientists can focus on the analytical aspects of tasks. As distractions and interruptions related to record-keeping are eliminated, daily outputs gradually increase, boosting team productivity.
Easy collaborations and remote working: Through authorized view sharing capabilities on the headset, remote team members can see what the user sees in real time. This makes it easier and faster to engage in expert collaborations, liaise with global teams and troubleshoot issues promptly. When necessary, immediate assistance can be requested through the virtual LIMS interface, offering timely support to scientists while on the job.
Improved efficiency: Scientists equipped with fit-for-purpose digital systems have more time to focus on high-value tasks, such as conducting experiments and interpreting results, instead of being overwhelmed with tedious data entry work. Fewer errors, higher compliance, and streamlined processes eventually improve the operational efficiency and outputs of scientific teams, further contributing to increased job fulfillment and retention.
Achieving hands-free data input in a scientific setting using a combination of MR headsets and a companion LIMS app is more accessible than once imagined. When laboratories choose to invest in progressive digital tools, it not only enhances the team’s performance and compliance, but also offers time- and cost-effective benefits in the long run. To gain a competitive advantage in this fast-paced industry, leaders will need to embrace the “laboratory of the future,” where workflows effortlessly merge in-person execution with holographic virtual interfaces.
About the Author: Katie Evans is a Senior Product Manager for the Digital Science business at Thermo Fisher Scientific. During her 22-year tenure, Katie has focused on product management and strategy development of Laboratory Information Management Systems (LIMS) software with an emphasis on the needs of laboratories serving regulated markets. Katie received her Master of Science degree from Exeter University, UK.
