How to Support the Pre-Analytical Team at Lancet Laboratories

This guide explains how to effectively support the Pre-Analytical team at Lancet Laboratories. It is designed for individuals seeking to gain practical experience in a laboratory setting, specifically focusing on the crucial initial stages of sample processing. By following these steps, you will learn to accurately sort, register, and distribute pathology samples, ensuring they are handled correctly and efficiently. Before you begin, ensure you have a Grade 12 certificate or a relevant NQF level 4 qualification. While not mandatory, a BSc degree is advantageous. Familiarity with basic computer skills and an understanding of organizational policies and procedures will also be helpful.

Step 1: Receive and Verify Incoming Samples

The first action is to receive samples delivered to the pre-analytical department and confirm their details match the information in the Laboratory Information System (LIS). This step is vital for preventing errors that could impact patient diagnosis and treatment.

• Action: Accept sample deliveries from couriers or internal transport.

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• Expected Outcome: All incoming samples are accounted for and ready for verification.

• Mistakes to Avoid:

• Accepting damaged or compromised sample containers.

• Not immediately logging the arrival of samples.

• Failing to check for proper labeling on each sample.

• Action: Compare the information on each sample’s label (patient name, ID number, sample type) with the corresponding entry in the LIS.

• Expected Outcome: Each sample is positively identified and confirmed to match its digital record.

• Mistakes to Avoid:

• Assuming labels are correct without verification.

• Overlooking discrepancies in patient identifiers or sample details.

• Proceeding with a sample that has a mismatch in information.

Step 2: Sort and Distribute Samples

Once verified, samples need to be sorted based on their type and the laboratory or site they are destined for. Proper sorting ensures that samples reach the correct processing units without delay.

• Action: Group samples according to their designated laboratory or destination site, following established Standard Operating Procedures (SOPs).

• Expected Outcome: Samples are organized into distinct batches ready for channeling.

• Mistakes to Avoid:

• Mixing samples intended for different laboratories.

• Misinterpreting sorting codes or destination indicators.

• Leaving sorted samples unattended in an unsecured area.

• Action: Channel the sorted samples to their respective laboratories or collection points.

• Expected Outcome: Samples are delivered to the correct locations for further processing.

• Mistakes to Avoid:

• Sending samples to the wrong department.

• Not ensuring the receiving department acknowledges the sample delivery.

Step 3: Register and Log Samples

This step involves officially logging each sample into the laboratory system, which is a critical part of the tracking process. Accurate registration ensures that every sample can be accounted for throughout its lifecycle.

• Action: Register each sample by entering its details into the LIS, confirming it has been received and is ready for processing.

• Expected Outcome: All verified samples are officially recorded in the LIS.

• Mistakes to Avoid:

• Skipping the logging step for any sample.

• Entering incorrect patient or sample information during registration.

• Failing to confirm the registration was successful in the system.

• Action: Respond to basic queries regarding sample status or location under supervision, adhering strictly to SOPs.

• Expected Outcome: Inquiries are handled efficiently and accurately, providing necessary information without compromising patient confidentiality.

• Mistakes to Avoid:

• Providing information without proper authorization.

• Giving incorrect details about a sample’s status.

• Discussing patient information with unauthorized personnel.

Step 4: Prepare and Scan Patient Forms

Patient forms contain essential information that must be digitized for record-keeping and accessibility. This step ensures that all associated documentation is linked to the correct samples.

• Action: Prepare patient forms by ensuring they are complete and legible.

• Expected Outcome: Forms are ready for scanning and data entry.

• Mistakes to Avoid:

• Attempting to scan incomplete or illegible forms.

• Not checking that all required fields on the form are filled.

• Action: Scan patient forms accurately into the laboratory scanning system (Occulus), following all SOPs.

• Expected Outcome: Digital copies of patient forms are securely stored and linked to the correct patient records.

• Mistakes to Avoid:

• Scanning forms upside down or at an angle.

• Saving scanned documents with incorrect file names or in the wrong directory.

• Failing to verify that the scan was successful and clear.

Step 5: Dispatch Specimens and Monitor Progress

After initial processing, some specimens may need to be sent to other locations for specialized testing. This step ensures these specimens are dispatched correctly and their journey is tracked.

• Action: Prepare specimens for dispatch to external laboratories or other sites.

• Expected Outcome: Specimens are packaged securely and correctly labeled for transit.

• Mistakes to Avoid:

• Using inadequate packaging that could lead to damage or leakage.

• Incorrectly labeling the destination of the dispatched specimen.

• Action: Monitor the progress of dispatched specimens, including tracking courier movements to ensure timely delivery.

• Expected Outcome: The status and location of all dispatched samples are known.

• Mistakes to Avoid:

• Not using tracking information provided by couriers.

• Failing to follow up on delayed or missing shipments.

• Not reporting any issues encountered during transit.

Step 6: Maintain Workplace Standards

A clean and organized work environment is essential for accuracy and safety in a laboratory setting. This step focuses on routine housekeeping duties.

• Action: Perform basic housekeeping duties in the pre-analytical area.

• Expected Outcome: The workspace is clean, tidy, and free from clutter.

• Mistakes to Avoid:

• Leaving spills unattended.

• Not disposing of waste materials properly.

• Allowing personal items to obstruct work areas.

• Action: Prepare and clean IT equipment, such as scanners and computers, in line with SOPs.

• Expected Outcome: All equipment is clean and in good working order.

• Mistakes to Avoid:

• Using harsh chemicals that could damage equipment.

• Not unplugging equipment before cleaning.

• Failing to report any equipment malfunctions.

Conclusion

By diligently following these steps, you will contribute significantly to the efficient and accurate functioning of the Lancet Laboratories’ Pre-Analytical team. Mastering these foundational tasks is key to a successful internship and a solid understanding of laboratory operations. Your attention to detail and adherence to procedures will ensure that patient samples are handled with the utmost care from the moment they arrive.

To continue your professional development, consider exploring opportunities to learn more about specific laboratory techniques or advanced LIS functionalities. You can also seek feedback from your supervisors on your performance and areas for growth within the pre-analytical workflow.