How Specimen Tracking Software Improves Efficiency and Reduces the Chance for Diagnostic Errors

The Centers for Disease Control and Prevention (CDC) estimates that roughly 14 billion lab tests are ordered each year, and with 70 percent of today’s medical decisions dependent upon those laboratory test results, sample tracking and an efficient lab sample management system have become critical pieces of a diagnostic puzzle. 

As the saying goes, “With great power comes even greater responsibility,” so molecular, clinical, and pathology laboratories must implement lab workflow management software systems and processes that help ensure accuracy, efficiency, and scalability.

Alarmingly, the CDC also estimates that somewhere between 40,000 and 80,000 deaths occur annually from preventable diagnostic errors. A recent Johns Hopkins study goes even further, suggesting the way the CDC collects its data is inaccurate and that medical errors are the third leading cause of death in the U.S., with more than 250,000 of these deaths occurring annually. 

Learn More: Top 10 Medical Laboratory Mistakes and How to Prevent Them from Happening in Your Lab

One of the most common and preventable causes leading to misdiagnosis comes from a rather simple step in the process; the labeling and tracking of tissue samples and specimens. That’s why an error-free pathology specimen tracking system is essential for labs of all sizes, and it all starts with flawless sample tracking practices.

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What is Sample Tracking Software?

Sample tracking refers to the lab sample management system by which a patient's sample is labeled and moved through a laboratory information system (LIS meaning medical) and the diagnostic testing process. 

For example, the LigoLab LIS & RCM Laboratory Informatics Platform, a modern laboratory information system (LIS system), provides error-free sample tracking with full traceability and a clear view of each step in lab workflow which helps with pathology lab management.

“With our informatics platform, lab directors and managers know who touched the specimen and where it was moved,” said LigoLab CEO Suren Avunjian, who noted that the diagnostic lab software platform has a lab track system that even tracks bottlenecks in medical laboratory workflow. 

“We built LigoLab to model the real world as closely as possible, so it has full awareness of parent-child relationships from specimens as derivatives and aliquot specimens are produced throughout the lab workflow,” he said.

The LigoLab LIS software platform assigns a specimen-unique identifier the moment an order is placed, ensuring the security of all specimens across multiple processes and lab workflow. 

The platform tracks the samples through different departments, racks, instruments, and processes, creating a full chain of custody and a comprehensive and searchable audit trail. 

All specimens are fully traceable, including batch orders, and send-out orders between facilities. Also, if additional tests are ordered, LigoLab’s sample tracking pathology software allows the lab to rapidly identify patient information and any previous testing data associated with the sample. This type of sample tracking functionality is also supported by LigoLab’s rule engine and automation engine. 

With LigoLab’s LIS software, laboratory workflow management is enhanced and the need for human intervention and the associated cost is reduced significantly, ensuring efficient sample tracking and streamlined laboratory operations.

Make Manual Collection and Sample Tracking a Thing of the Past

Sample tracking pathology software systems, like LigoLab’s sample tracking and handling module, reduce errors by ensuring every sample is barcoded and has multiple identifiers. This module also automatically creates a log that details where a specimen has been and which technician has handled it. 

Even though this level of sample tracking is readily available, many laboratories still create sample tracking logs manually. This is unfortunate because laboratories that rely upon manual, handwritten logs tie up their technicians’ time and face an increased risk of avoidable errors.

No matter how accurate a diagnosis is, it’s useless if it’s not matched to the correct patient. Resulting errors can lead to increased medical costs, delays in treatment, and sometimes the wrong treatment. 

An error like this potentially affects two patients, including the person who was misdiagnosed, and the person who missed his or her treatment time thanks to the mistake. That’s why preserving the integrity of patient information with reliable sample tracking management is a top priority. It’s a responsibility that should no longer be left in the hands of manual processes prone to major, preventable errors.

It’s true, not all errors are caused by specimen mislabeling. There can be many reasons for a lab error, from mishandling samples to slide contamination. However, incorrect labeling is a significant contributor to patient misdiagnosis. 

Patient identification errors for pathology specimens have been estimated to occur about 0.4% of the time and 0.1% are affected by mislabeling. Although an error rate of 0.1% is extremely small by most standards, when put up against the 14 billion specimen tests each year, that number becomes more concerning. 

“We help labs make sure that every specimen is visible and tracked, and every step and specimen scan is an extra validation point, ensuring that nothing can fall through the cracks,” said Avunjian. 

“Because the platform is built on real-time queues, technicians can quickly identify any specimen that has remained in a queue where it should not be. Additionally, each specimen turnaround time is tracked and the lab sample management system automatically changes the color of the case to bring attention to the tech of a potential error,” he said.

“It’s easy to try and blame mistakes on overburdened lab technicians or management,” continued Avunjian. “Most laboratories operate with great care going to extreme lengths to check details. But there can be eight or more separate steps in the testing process, and when you do each step manually, especially in high-throughput labs, human errors are unfortunately inevitable.” 

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Additional Challenges Associated with Manual Collection and Sample Tracking

One of the major problems associated with improper sample collection and sample tracking is the sheer volume of testing carried out by laboratories. The workload that lab technicians face is increasing and so is the pressure to reduce the time spent on specimens. 

Making matters worse is that many labs also need help with a workforce shortage. Put bluntly, there was a lack of qualified personnel before the pandemic, and COVID-19 took a growing problem and turned it into today’s crisis. 

Learn More: Laboratory Information System Software and its Role in Overcoming Laboratory Staffing Challenges

When filling out, verifying, and logging a patient’s details, there are multiple points of potential error in a lab’s sample tracking process. For example:

• The interpretation of faded labels or illegible handwriting can result in mistakes.
• Handling slides in batches increases the risk of slides being mismatched to the wrong block.
• The relabeling of slides increases the possibility of error.
• Keying data into a computer can also present risks.
• Pre-printed labels do not contain extra identifiers and can leave loose labels on specimens. 

“The LigoLab approach is to generate specimen labels in real-time, as needed and at the right moment,” stated Avunjian. “This drastically improves security and sample tracking. Unfortunately, many labs using legacy laboratory information systems still pre-print labels and it's a disaster in the making.”

Learn More: Comparing LigoLab Informatics Platform with Legacy Laboratory Information System Software

No matter how careful a laboratory technician is, the risk of human error is always there. When it comes to capturing critical patient information multiple times a day, it is almost assured that mistakes will be made without sample collection and sample tracking support. 

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The Advantages of Using Pathology Specimen Tracking System Software

Uniquely identifying samples early in the process and using barcoding and pathology specimen tracking system software to identify and track the sample creates efficiencies and reduces errors. That’s why today’s leading laboratories use some form of coding during their sample tracking process. 

Most use a numeric code to identify patients and track samples. However, the sample must often be relabeled during the process, which opens the lab to errors. This can be avoided by using barcoding and scanning with sample-tracking pathology lab software embedded in modern informatics platforms.

“When you combine barcoding with LigoLab’s sample collection and sample tracking capabilities, labs can confirm the identity of every sample across their entire lab workflow,” said Avunjian. “If a mix-up occurs, the lab track system within the LIS system will automatically notify the lab of the error. This error is then recorded so the lab can investigate how the error was made, and hopefully prevent future errors.”

This type of sample tracking ensures that samples are handled in a way that prevents confusion. Every time a sample is scanned, the laboratory can track who handled it, providing full traceability.

“The great thing about the pathology specimen tracking system module and laboratory information system software is that it scales as a lab’s volume and sophistication grows,” added Avunjian. “Our pathology software enables labs to track extremely detailed steps within the testing process. This level of detail improves the accuracy of pathology specimen management and reduces errors.”

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Most labs scan barcodes using a hand scanner. However, LIS system software solutions with built-in scanning capabilities are becoming more popular. Take, for example, Radio Frequency Identification (RFID) enabled labels, which the LigoLab LIS system and laboratory billing platform can recognize without scanning. 

“Typically this technology would be used at the rack level,” said Avunjian. “Our platform is aware of all specimens within the rack, so as the rack moves throughout the laboratory, the lab information system automatically logs these logistics.” 

Although RFID technology is available, it hasn’t yet been widely adopted within the pathology lab. Look for that to change as more laboratory information system vendors follow LigoLab’s lead and develop LIS software that supports this type of sample tracking.

Learn More: What You Need to Know Before Contracting with a Laboratory Information System (LIS) Company

The molecular (LIS molecular), clinical (LIS medical), and anatomic pathology (LIS pathology) laboratory suite rests at the center of the LigoLab LIS & RCM Laboratory Informatics Platform. The suite acts as a data warehouse for all cases featuring quick order entry, plus label and barcode generation, a robust sample tracking system, document scanning, a grossing touch-screen, electronic histology, swift result entry and sign-out, image acquisition, direct digital interface with microscopes and whole slide scanners, reporting, quality control, integration with prior cytology results, auto reflex testing, and more. 

The LigoLab platform is designed for use at general or specialized clinical labs and pathology practices large and small, with easy integrations with existing hospital management systems.

Learn More About LigoLab’s Laboratory Information System Software

LigoLab is an award-winning developer of innovative end-to-end laboratory information system software, servicing nearly 300 facilities nationwide. 

As a comprehensive enterprise-grade solution, the LigoLab LIS & RCM Laboratory Informatics Platform™ includes modules for anatomic pathology, clinical pathology, molecular diagnostics, lab revenue cycle management, and direct-to-consumer lab testing, all on one powerful and integrated platform that supports every role, department, and case. 

LigoLab is known throughout the lab industry for empowering laboratories to serve patients better, differentiate themselves in the marketplace, scale their operations, and become more compliant and profitable.