QBench
By QBench Inc
QBench typical implementation process:
Initial Scoping and Planning: The process begins with a kickoff call to understand your laboratory’s size, workflows, required modules, custom solutions, and integration needs. This step establishes the scope, timeline, and key objectives for the project.
Configuration and Customization: QBench’s no-code tools are used to configure workflows, set up custom fields, adapt report templates, and map the system to your lab’s processes. This stage also includes configuring optional modules such as inventory management, quality management, billing, and the customer portal, depending on your needs.
Integration and Data Migration: If required, the team integrates QBench with lab instruments and third-party software (e.g., NetSuite, Salesforce, QuickBooks), and migrates data from legacy systems into QBench. This ensures continuity and centralization of lab data.
Testing and Validation: The configured system is thoroughly tested to validate workflows, automations, and integrations. User acceptance testing ensures the system meets your lab’s requirements before going live.
Training: QBench provides live training sessions for administrators and end-users, supported by a training center with videos, sandbox environments, and a comprehensive knowledge base. Training is tailored to real-world lab scenarios to maximize effectiveness.
Go-Live and Support: After successful testing and training, QBench is deployed into production. Ongoing support is available to resolve issues and assist with further customization as your lab’s needs evolve.
QBench is widely recognized for its high degree of customizability, allowing organizations to tailor the platform to their specific business and laboratory needs. Below are the key data points and features demonstrating how QBench can be adapted:
1. Workflow and Field Customization:
Custom Fields and Data Types: Administrators can define custom fields for up to 19 different object types (such as Orders, Samples, Tests, Projects, Inventory, etc.), choose field types (number, text, dropdown, object relationships, etc.), set validation rules, and determine field visibility and order.
Workflow Renaming: Workflows can be renamed globally to match internal terminology, ensuring alignment with your organization's processes.
Field Grouping and Visibility: Fields can be grouped for better form organization, shown or hidden as needed, and reordered to streamline data entry and review.
Custom Validation: Set fields as required, unique, or with default values to enforce business rules and data integrity.
2. Modular System and Feature Enablement
Modules: QBench features modular components (e.g., Quality Management System, Inventory, Billing, Worksheets) that can be enabled or disabled based on business requirements, allowing labs to use only what they need.
Role-Based Access: Define custom roles and permissions to control user access to sensitive data and functions.
3. Report and Document Customization
Visual Editor for Templates: QBench provides a drag-and-drop Visual Editor for creating and customizing report, label, and print document templates. Users can add dynamic fields, barcodes/QR codes, charts, images, and even electronic signatures.
Conditional Formatting and Dynamic Variables: Reports can be tailored with conditional logic, real-time data fields, and custom layouts to meet regulatory or customer requirements.
Custom Naming Conventions: Use dynamic syntax to generate file names and document titles based on data fields.
4. Integration and Automation
Open REST API: QBench offers an open REST API, enabling integration with third-party systems (e.g., accounting, CRM, analytics, lab instruments) and allowing for automation of business processes.
No-Code/Low-Code Tools: Many workflow adjustments, report modifications, and integrations can be achieved without advanced programming, making customization accessible to non-technical users.
5. Compliance and Regulatory Adaptation:
Regulatory Templates: QBench supports compliance with ISO 17025, HIPAA, CLIA, and FDA 21 CFR Part 11. Customizable templates and workflows help labs adapt to changing regulatory standards.
Audit Trails and Data Integrity: Customizable audit trails and data validation rules ensure traceability and compliance.
6. User Experience and Feedback:
Customer Portal Customization: The customer portal can be tailored so clients can access their data, manage orders, and view reports in a way that matches the lab's branding and workflow.
Continuous Improvement: QBench actively incorporates user feedback for feature enhancements, and custom development is available for mission-critical needs.
Learning Curve: High flexibility and customization can introduce a learning curve, but comprehensive support and training are provided to ease onboarding.
7. Real-World User Feedback
Users report that QBench can be "as simple or as complex as you want it to be, with customization options that allow adaptation to evolving industry rules and regulations.
Comprehensive Training Options:
Live Training Sessions: QBench offers extensive live training for administrators and users, ensuring hands-on guidance during the initial setup and configuration process. These sessions are tailored to real-world laboratory scenarios for maximum effectiveness.
Training Center: Users have access to a dedicated Training Center, which includes instructional videos and pre-planned generic exercises. This resource allows users to practice in a sandbox environment before working with real data.
Webinars: QBench hosts webinars featuring expert insights, best practices, and real-world examples. These sessions are recorded, enabling users to revisit the material as needed.
Knowledge Base: An extensive online Knowledge Base provides detailed documentation and step-by-step guides covering all QBench features, supporting self-paced learning and troubleshooting.
Training-Only Implementation Option: For organizations preferring a self-directed approach, QBench offers a training-only implementation path. Here, the QBench team provides training on setup and configuration, while the customer’s team handles the actual system setup.
Quality Management System (QMS) Training Tools
Training Management Module: If subscribed to the QMS module, labs can create, assign, and track training units for employees. This includes setting training frequencies (e.g., annual, monthly), uploading training documents, and maintaining records of completion and certification.
Custom Training Sets: Administrators can create custom training sets, assign them to users, and monitor completion status. Training records can be updated, and certificates or proof of completion can be uploaded for compliance tracking.
Onboarding and Ongoing Support
Smooth Onboarding Process: QBench’s onboarding includes kickoff calls and personalized support to understand laboratory requirements, ensuring a smooth transition to the platform.
Responsive Customer Support: The QBench customer service team is noted for being reliable and prompt, providing ongoing assistance beyond the initial training phase.
Recorded Training Sessions: All live training sessions are recorded and made available for future reference, which is especially helpful for onboarding new staff or revisiting complex topics
Help Tools and Documentation: Easily accessible help tools are available within the platform, allowing users to quickly find answers to common questions or issues.
User Experience and Learning Curve
User-Friendly Interface: QBench is designed for ease of use, with intuitive navigation and configuration tools, helping to reduce the learning curve for new users.
QBench implements a comprehensive suite of security measures to protect user and laboratory data. The following are the key security features and practices in place:
1. Data Encryption and Transmission Security
All data transmitted between users and QBench is encrypted using HTTPS, ensuring secure communication over the internet.
Sensitive information, such as login credentials, is encrypted during transmission with Secure socket layer technology (SSL).
2. Data Hosting and Storage
QBench stores all account data in databases hosted by Amazon Web Services (AWS), leveraging AWS’s robust security infrastructure and compliance certifications.
Data backups are performed regularly to prevent loss and ensure recoverability in case of incidents.
3. Access Controls and User Management
QBench uses role-based access controls, allowing administrators to define roles and assign them to users. This limits access to sensitive data based on job responsibilities and the principle of least privilege.
Only registered users and those with authorized access can view and interact with data on QBench.
4. Authentication and Multi-Factor Authentication (MFA)
Administrators can enforce Multi-Factor Authentication (MFA) for all users, requiring a second verification step via email, Google Authenticator, or Authy (Twilio).
Individual users and customer portal users can also voluntarily enable MFA for added security, even if it is not enforced organization-wide.
5. Compliance and Independent Audits:
QBench has achieved SOC 2 Type II attestation, verified by an independent third-party audit. This confirms that QBench’s internal controls and processes meet industry standards for security, availability, processing integrity, confidentiality, and privacy.
The platform is designed to help customers meet regulatory requirements such as ISO 17025 and HIPAA, further supporting secure and compliant data management.
QBench is considered a Data Processor under GDPR and complies with CCPA, CalOPPA, and other applicable privacy laws.
6. Data Retention and Privacy
QBench retains information only as long as necessary to provide services, comply with legal obligations, and resolve disputes. When data is no longer needed, it is deleted or anonymized, or securely stored and isolated if immediate deletion is not possible.
Users can request modification, update, or deletion of their account information, with QBench responding promptly to such requests.
7. Additional Security Practices
QBench maintains reasonable security measures to protect data from loss, destruction, misuse, unauthorized access, or disclosure.
Release Frequency:
QBench releases updates on a frequent and regular schedule, typically every three weeks. This rapid cadence is highlighted as a distinguishing feature compared to other Laboratory Information Management Systems (LIMS), some of which may only update once or twice per year or even less frequently2. This approach ensures that users benefit from continuous improvements, new features, and timely bug fixes.
Update Management Process:
Customer-Driven Enhancements: Many updates are based on direct customer feedback. QBench encourages users to submit feature requests and vote on them; the most popular requests are prioritized in the development roadmap.
Release Notes and Transparency: Each update is accompanied by detailed release notes published on the QBench website. These notes outline new features, enhancements, and bug fixes, providing transparency and helping users understand what has changed.
Automatic Platform Updates: Updates are managed centrally and rolled out to all users, minimizing the need for manual intervention or downtime on the customer side.
Communication: QBench communicates upcoming releases and major changes to customers, ensuring labs are aware of new capabilities and any actions they may need to take.
Data Ownership
QBench Terms of Service clarify that while the QBench software and platform itself are proprietary and protected by intellectual property laws, users retain ownership of their own data entered into the system. The company grants users a license to use the software but does not claim ownership over the data that customers input or manage within QBench.
Data Portability:
QBench provides robust data export features, enabling users to export their data from the platform at any time. Export functionality is available for a wide range of object types, including samples, tests, sources, contacts, issues, equipment, assays, and panels. Users can export either selected records or all records for a given data type, and the exported data can be downloaded in formats such as .xlsx and .csv.
For spreadsheet worksheets, QBench allows export and import in JSON format, preserving all cell formatting, text, conditional formatting, and other worksheet-specific data. This is particularly useful for transferring data between environments or for backup purposes.
QBench also provides downloadable templates for importing and updating data, making it easier for users to move their information into or out of the system as needed.
User Control and Data Management
Users can initiate exports and downloads directly from the QBench interface, without needing to contact support, giving them direct control over their data.
QBench is designed with flexibility to accommodate changing organizational needs, allowing labs to scale up or down efficiently. Here are the key terms and practices:
1. Subscription-Based, Modular Pricing
QBench operates on a subscription model, enabling labs to easily adjust the number of users or modules as their requirements evolve.
Multiple pricing tiers (Foundation, Growth, Advanced, Enterprise) are available, each with a different set of features and capabilities. Labs can move between tiers as their needs change, and volume-based discounts are offered for scaling user counts.
Annual payment discounts are available, providing cost savings for organizations that commit to longer terms.
2. Feature and Module Flexibility
The platform is modular, allowing organizations to enable or disable features (such as Inventory, Quality Management, Billing, or API integrations) as needed. This means you only pay for the functionality you require at any given time.
If your organization needs a custom mix of features not covered by standard packages, QBench encourages direct contact to arrange a tailored solution.
3. Data Retention and Migration:
As long as an active license is maintained, all platform data is stored indefinitely. If a license is terminated, QBench retains the data for six months as a courtesy, facilitating data migration or storage for future use.
QBench works with customers during downgrades or offboarding to ensure smooth data migration and continued access to historical data if needed.
4. Scalability and Performance:
QBench’s cloud-based infrastructure and modern design enable rapid scaling, both in terms of user count and data volume, without requiring additional IT overhead.
The system is recognized for its ability to adapt quickly to evolving regulatory and business requirements, supporting both small labs and large enterprise operations.
5. Customer Support and Custom Scope:
Automatic Renewal:
QBench subscriptions automatically renew at the end of each subscription period without prior notice, unless you cancel your subscription before the renewal date.
The renewal process is seamless: billing for the next subscription period occurs automatically on the calendar day corresponding to your original subscription start date.
Subscription fees, plus any applicable taxes, are billed at the beginning of each renewal period.
Cancellation Policy:
To avoid being billed for the next period, you must cancel your subscription before it renews.
All fees are nonrefundable, including cases where you downgrade your service or remove paid features; there are no refunds or credits for partially used periods.
If you upgrade your service or add features, charges are prorated for the remainder of the current billing cycle.
QBench reserves the right to terminate your account and access to the service with 60 days’ prior notice, or immediately in cases of non-payment, breach of agreement, or other specified reasons (such as illegal activity, extended inactivity, or abusive behavior).
Termination by QBench:
QBench may terminate your account at its sole discretion for reasons including, but not limited to:
Breach of terms of service
Non-payment
Law enforcement requests
Technical or security issues
Fraudulent or illegal activities
Harassment or abuse of company employees
Extended periods of account inactivity.
Upon termination, your account and all contents may be permanently deleted.
Amendments and Notifications
QBench reserves the right to amend terms, including renewal and cancellation provisions, at any time. Notice of material changes will be provided, and continued use of the service constitutes acceptance of the new terms.
Notices regarding modifications to terms or policies may be provided by email or via the QBench website.
Arbitration and Dispute Resolution
The terms include an arbitration provision, with the option to opt out within 30 days of initial purchase or use by written notice.
The arbitration agreement can be amended by QBench, with material changes communicated and an opt-out opportunity provided.
Non-Transferability:
QBench is designed to support laboratories in meeting a wide range of regulatory and industry compliance standards. The key standards and certifications that QBench meets or supports are:
1. ISO 17025:2017
QBench meets the requirements of the latest ISO 17025 standard, which governs the competence of testing and calibration laboratories and now includes specific requirements for Laboratory Information Management Systems (LIMS).
This ensures that labs using QBench can more easily demonstrate competence, impartiality, and consistent operation during audits.
2. HIPAA
QBench is HIPAA compliant, providing safeguards for the integrity, availability, and confidentiality of Protected Health Information (PHI).
Features supporting HIPAA compliance include role-based access controls, multi-factor authentication, audit trails, and encryption of data in transit and at rest.
3. FDA 21 CFR Part 11
QBench supports compliance with FDA 21 CFR Part 11, which sets the criteria for electronic records and electronic signatures in FDA-regulated environments.
The platform provides robust audit trail functionality and controls to help labs meet these requirements.
4. SOC 2 Type II
QBench undergoes annual SOC 2 Type II audits, which are considered the gold standard for technology and cloud computing firms.
The SOC 2 Type II attestation, completed by an independent third party, verifies that QBench has strong internal controls related to security, availability, processing integrity, confidentiality, and privacy.
QBench has received SOC 2 Type II attestation "with no exceptions," demonstrating a high level of operational excellence and data protection.
5. CLIA
QBench supports CLIA (Clinical Laboratory Improvement Amendments) certification requirements, helping clinical labs maintain compliance with federal regulations.
6. Additional Compliance and Data Security Practices
QBench supports comprehensive audit trails, automated backups, and recovery mechanisms to ensure data integrity and security.
