Master urgent sample management in labs with tips on maintaining an accurate tracking system for high-quality results.

It always depends upon your lab environment. There is no one-size-fits-all solution for this. Laboratory Information Management System is the best tool for traceability of samples. But in a manual process, you should maintain a record of who collected the samples and transported them. Camera surveillance will be the best for the lab if you don't have integrated LIMS.

Last updated on Jul 17, 2024

You're managing urgent samples in the lab. How do you maintain accuracy in your sample tracking system?

In the fast-paced environment of a laboratory, managing urgent samples efficiently while maintaining accuracy in your sample tracking system is crucial. When every second counts, you need a robust system that can handle the pressure without compromising the integrity of your results. Whether you're dealing with critical clinical diagnostics, time-sensitive research data, or any other scenario where rapid turnaround is essential, the principles of meticulous sample management remain the same. By adhering to a set of best practices, you can ensure that each sample is processed accurately and swiftly, maintaining the high standards expected in laboratory management.

Key takeaways from this article

Task prioritization:

Use a dynamic system integrated with your LIMS to assess and manage sample priority. This ensures critical samples are processed first without sacrificing accuracy.### *Real-time tracking:Implement LIMS that updates instantly as samples move through stages. This prevents bottlenecks and ensures timely interventions if issues arise.

This summary is powered by AI and these experts

1 Prioritize Tasks

When urgency is a factor, prioritizing tasks becomes essential. You must quickly assess which samples require immediate attention and which can wait. This doesn't mean neglecting less urgent samples, but rather streamlining your workflow to accommodate critical demands first. A dynamic prioritization system, perhaps integrated into your Laboratory Information Management System (LIMS), can help you make these decisions quickly and transparently. Remember, effective prioritization is not just about speed; it's about ensuring that the most critical samples are handled with the precision and care they require.

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Arslan Arshad

Medical Laboratory Professional | Global Health Security | Quality Assurance | Biorisk Management | Bioethics | One Health | Planetary Health
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It always depends upon your lab environment. There is no one-size-fits-all solution for this. Laboratory Information Management System is the best tool for traceability of samples. But in a manual process, you should maintain a record of who collected the samples and transported them. Camera surveillance will be the best for the lab if you don't have integrated LIMS.

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Johannes Aikali

Quality Control Specialist at Kelp Blue | Expert in Analytical Chemistry and Laboratory management
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Integreat them on LIMS Mark them as priorities To maintain accuracy: Ensure you avoid contamination, instruments are all calibrated and use of reference materials

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KULDEEP KAUSHIK

HEALTHCARE || RESEARCH || BIOCHEMISTRY || IMMUNOLOGY
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While managing urgent samples, we have a stat testing feature in almost all analysers . So we need to run sample on stat. And accuracy is the instrumental factor

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2 Clear Labeling

Clear labeling is paramount in maintaining sample integrity. Each urgent sample should be marked with a distinct identifier that sets it apart from routine samples. This can include color-coded labels or special barcodes that are easily scannable and reduce the chance of human error. Ensure that every member of your team understands the labeling system and its importance. Consistency in labeling not only helps in tracking but also minimizes confusion, ensuring that everyone in the lab can quickly identify and process urgent samples correctly.

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Sareh Montazeri

Laboratory Supervisor at Hospital Master Student of Medical Parasitology Master of Public Administration Organization Design
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In my experience you must have a policy for urgent test in advance. It is good way that help staff not to confuse and know what they do in critical situations. In addition, at some critical situations some staff get stressed and forget the methods but if you write the method, you can do test through their documentation.

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Diego Silva

Analista de Laboratório | Técnico de Laboratório | Biólogo | Diagnóstico | PCR | Sequenciamento | Docência| Perícia Judicial|
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Tão importante quanto ter uma rotulagem clara e eficaz na identificação, é a ação de alinhar com a equipe o que cada tipo de amostra, códigos, cores, etc significam e certificar de que todos estão cientes de como funciona o sistema no local.

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3 Real-Time Tracking

Implementing a real-time tracking system ensures that you always know the status and location of your samples. Utilize a LIMS that provides instant updates whenever a sample moves through a different stage of processing. This not only keeps the team informed but also allows for immediate intervention if delays or issues arise. Real-time tracking helps prevent bottlenecks and ensures that urgent samples are not inadvertently set aside or misplaced, thus maintaining a smooth and efficient workflow.

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4 Quality Control

Quality control should never be compromised, even when handling urgent samples. Establish a protocol that includes regular checks at each step of the sample's journey through the lab. This might mean double-checking data entry, verifying sample conditions, or conducting interim analyses to ensure accuracy. By embedding quality control within your urgent sample processing, you mitigate the risk of errors that could lead to significant consequences, especially when dealing with high-stakes samples.

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Diego Silva

Analista de Laboratório | Técnico de Laboratório | Biólogo | Diagnóstico | PCR | Sequenciamento | Docência| Perícia Judicial|
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Sempre é importante você se certificar de que o protocolo está sendo seguido adequadamente, e verificar (validar) no decorrer do processo é essencial para que não ocorram erros nesta etapa crucial.

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5 Staff Training

Your staff is your most valuable asset in managing urgent samples accurately. Provide comprehensive training that covers the handling of urgent samples, including protocols for prioritization, labeling, tracking, and quality control. Encourage a culture of open communication where team members feel comfortable reporting potential issues or suggesting improvements. Well-trained staff are more likely to remain calm and focused under pressure, leading to fewer mistakes and a more reliable sample tracking system.

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Diego Silva

Analista de Laboratório | Técnico de Laboratório | Biólogo | Diagnóstico | PCR | Sequenciamento | Docência| Perícia Judicial|
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Toda competência precisa ser aprimorada e constantemente pode entrar em situações que requeiram atualizações. Para que isto possa fluir, é necessário que a equipe possua uma comunicação aberta, onde propostas de melhorias possam ser ouvidas, e nunca inibidas, pois, isto atrapalha tanto o desenvolvimento do profissional, como o da equipe, além de poder resultar em perdas desnecessárias no futuro.

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6 Technology Utilization

Embrace technology to enhance your sample tracking system's accuracy. Automated systems can help manage workflows, track progress, and alert staff to any discrepancies or delays. Consider using software that integrates with your existing LIMS to add an extra layer of accuracy in tracking urgent samples. By leveraging technology, you can reduce manual input errors, streamline processes, and ensure that each sample is accounted for from reception to results.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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You're managing urgent samples in the lab. How do you maintain accuracy in your sample tracking system?

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1 Prioritize Tasks

2 Clear Labeling

3 Real-Time Tracking

4 Quality Control

5 Staff Training

6 Technology Utilization

7 Here’s what else to consider

Laboratory Management

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