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LESSON 13 THE FUNCTIONS AND ACTIVITIES OF THE LABORATORY SAMPLE RECEPTION AREA LEARNING OUTCOMES Learning Outcomes At the end of this lesson, the students must be able to: 1. state the functions of the laboratory sample reception area; 2. explain the specific duties of the laboratory receptionist; 3...
LESSON 13 THE FUNCTIONS AND ACTIVITIES OF THE LABORATORY SAMPLE RECEPTION AREA LEARNING OUTCOMES Learning Outcomes At the end of this lesson, the students must be able to: 1. state the functions of the laboratory sample reception area; 2. explain the specific duties of the laboratory receptionist; 3. enumerate the essential information to be reflected in the laboratory request form; 4. discuss the principles and applications of the laboratory computer systems in the sample reception area; and 5. fill in the laboratory sample receipt/tracking logbook. LEARNING GUIDE Learning Guide INFORMATION SHEET 13.0 The Functions of the Laboratory Sample Reception Area The flow of work in the laboratory usually starts in the sample reception area of the medical laboratory. Various types of samples ranging from blood to other non-blood specimens are received in this area. It is important that these samples are properly handled and there is no room for any mistakes. A medical laboratory assistant or laboratory receptionist is usually assigned in this department to process the receipt and identify and prepare the laboratory request of samples for testing. He/She helps ensure that results are forwarded to the patient and physician in an accurate and timely manner. He/She may also undertake clerical and telephone duties. The Specific Duties of the Laboratory Receptionist The laboratory assistant assigned in the sample reception area is usually called the “laboratory receptionist.” He/She performs office tasks related to handling laboratory test results and other reports completed in the laboratory or those received from other laboratories. His/Her primary duties include but not limited to the following: 1. Process the receipt, identification, preparation of samples, and requests entering the medical laboratory. 2. Maintain an accurate log (using a specimen tracker system) after identification, preparation, and dispatch to the proper laboratory section. 3. Advise and alert the appropriate laboratory section about the urgent samples, frozen samples, and samples that require special handling. 4. Be knowledgeable in handling the laboratory computer system and confidently use test libraries, intranet, and referral data during data entry. 5. Take care of the scanning, filing, and archiving of laboratory request forms and other pertinent documents and records. 6. Be able to handle incoming calls and use the features of the telephone system in holding and transferring calls to the different sections and offices of the laboratory. The Specific Duties of the Laboratory Receptionist 1. Keep himself/herself updated on the current trends related to the performance of his/her duties. 2. Maintain the level of service and professionalism by ensuring the completeness and timeliness of all procedures through regular documentation. 3. Attend to and handle queries about the samples and requests in a timely and professional manner. 4. Acquire knowledge on how to operate the pieces of equipment that are used in the laboratory reception area. Essential Patient/Client Information Reflected in the Laboratory Request Form The laboratory uses a request form (LRF) as a document that serves as its communication link not only to the requesting physicians but also to the other users of laboratory services. It is important to ensure that the clinical information in these request forms are accurate, adequate, and free from errors because they will have a significant impact on the laboratory results and on the diagnosis and treatment of patients. The World Health Organization has provided a template for the laboratory request form in Laboratory Quality Stepwise Implementation Tool Program. The template includes the following sections: 1. Name of the form includes the name of the laboratory and receiving date of the specimen being handled. Essential Patient/Client Information Reflected in the Laboratory Request Form 2. Patient details include the patient’s personal information such as his/her name, address, telephone number, date of birth, and gender. Essential Patient/Client Information Reflected in the Laboratory Request Form 3. Requester details contain the information about the personnel or company that made the request. The name of the personnel, the company he/she represents, and the contact details such as the address and phone number should be indicated. Essential Patient/Client Information Reflected in the Laboratory Request Form 4. Sample details provide information about the specimen being handled. They show the date and time when the sample was taken, its urgency, if it involved fasting, as well as the specific type of specimen provided. Essential Patient/Client Information Reflected in the Laboratory Request Form 5. Relevant clinical information shows other relevant details such as drug therapy, the last dose including the date and time, and other pertinent clinical information. Essential Patient/Client Information Reflected in the Laboratory Request Form 6. Examination requested shows a list of possible tests that could be conducted or provided. Cervical cytology request should also be ticked if needed, and additional tests should be written in the space provided in the form. Essential Patient/Client Information Reflected in the Laboratory Request Form Essential Patient/Client Information Reflected in the Laboratory Request Form Essential Patient/Client Information Reflected in the Laboratory Request Form Essential Patient/Client Information Reflected in the Laboratory Request Form The Principle and Application of Laboratory Computer Systems in the Sample Reception Area The sample reception area plays an important role in the pre-analytical phase of laboratory testing. Laboratory errors are minimized if not totally eradicated if this section will apply proper organization and traceability procedure. Adopting a laboratory computer system will improve the efficiency of the sample reception area because it will provide easy and fast access to almost error-free information and ensure that reports generated are accurate and provided in a timely manner. It also provides control and oversight on the procedures performed in the laboratory. The Principle and Application of Laboratory Computer Systems in the Sample Reception Area The World Health Organization (WHO) has launched Laboratory Quality Stepwise Implementation (LQSI). It is a tool that serves as a guide to medical laboratories worldwide in implementing a quality management system which is compliant with the ISO 15189 accreditation requirements. In the “Develop an Standard Operating Procedure (SOP) for Sample Reception and Processing,” a LQSI activity, it is recommended that the following procedures be included: The integrity of the sample must be checked before acceptance or rejection. Samples introduced in the register should be properly labeled to ensure traceability. The laboratory request should be reviewed by authorized personnel. There should be a procedure in place for handling special cases such as urgent samples or verbal requests. Regular review of the required sample volume per test which may have changed over time. Proper procedure for a sample rejection. The Laboratory Sample Receipt/ Tracking Log Book As part of the procedure, the laboratory logs or records all incoming samples in a register or log book. A laboratory identification number is assigned to the sample and the corresponding requisition form could be written or entered into the computer. The register should include the following information: collection date and corresponding time; receipt date and time the specimen was received; type of sample; name of the patient and other personal information; and tests requested to be performed.
