In nearly every organization, it takes a team of people to execute the best outcome. And there may be no better example of the importance of a team than those responsible for patient care in healthcare. From the physicians and nurses providing direct care, to the pharmacists and therapists who support them, many people contribute to diagnosing and treating each patient. But one crucial yet often overlooked role in patient care are laboratorians. They often uncover crucial information that allows the care team to diagnose a problem and develop a treatment regimen. In fact, laboratory results influence 60% to 70% of all medical decisions. What’s more, although laboratories are crucial for effective patient care, their budgets represent a small fraction of the total hospital budget¹. This issue underscores the importance of achieving workflow efficiencies. Designed for healthcare professionals, this guide will assist the patient care team in reducing the time and cost of sample handling, preparation and data collection while maintaining the quality standards needed throughout each phase of medical testing.

Laboratory Testing, Workflow Challenges

Workflow optimization is important for any operation but especially when there are significant workloads they need to manage. Each day, large hospital laboratories process tens of thousands of samples, which go through three phases of medical testing:

• Pre-Analytical - the specimen draw and handling prior to receipt in the laboratory
• Analytical - usually considered the "actual" laboratory testing or the diagnostic procedures, processes, and products that ultimately provide results
• Post Analytical - the final result of the testing

Unfortunately, sometimes errors occur, and when they do, up to 75% take place in the pre-analytical phase!² This includes mislabeling of specimens, delayed transportation, collection into the wrong specimen container and inadequate specimen collection.

What’s more, for many healthcare systems, transporting these specimens to and from the laboratory is a manual process that’s prone to human error. A study by the University of Minnesota Medical Center (UMMC) laboratory found they couldn’t account for 6 to 7 specimens per week³.

In the analytical phase, errors are typically associated with the test and include equipment malfunction, sample mix-ups, interference, undetected failure in quality control, and procedures not followed.

Lastly, once the test is conducted, post-analytical errors include failure in reporting, erroneous validation of analytical data, improper data entry, and excessive turnaround time.

Key Strategies for Workflow Optimization

Given the nature of large, complex health systems, and the need for smaller hospitals to outsource more complex testing, laboratory facilities may be spread across a wide geographic area. This creates a condition where samples exchange hands several times before arriving at their final destination. But, there are ways to reduce errors and optimize laboratory workflows.

Standardize Procedures

Develop and implement standardized protocols. Ensure all staff follow the same procedures for sample collection, labeling, transportation, and handling. In addition, conduct ongoing training sessions to keep staff updated on best practices and protocols.

Revisit Labeling Practices

Consult the supply chain or an organization like United Ad Label to review your label specifications. Make sure they meet standards for chemical resistance, moisture, and extreme temperatures. Further, test labels on the various containers you use for sample collection. Although the label may meet the specifications, materials in the collection device can cause the label to fail.

Optimize Sample Collection

Develop a pre-collection checklist. Make sure it includes verifying patient identification and test requirements before collecting samples. Also, use standardized containers and collection devices to minimize confusion and errors. Fostering communication between the laboratory and other departments will help ensure accurate sample collection and information transfer.

Organization

Once the sample arrives in the lab, a well-organized space will enhance workflows. For example:

• Arrange your space using stations, and keep all supplies and tools for a process or protocol together.
• Searching for an item on a shelf jumbled with equipment and products is a big time-waster. Instead, store your most used supplies in clear boxes so you can easily see what is inside.
• If your lab is tight on space, the full height under a table or bench is often an overlooked area that you can use to make organizational improvements.
• Label everything! In a shared space, labels aid in communication between lab members and can be used to mark the contents of a container or designate areas on a shelf. Plus, they can serve as notifications, identify expiration and use-by dates, and more.

Automation

How do you manage the arrival of new supplies or the need to order or refill a reagent? Running out of materials needed for specimen analysis or duplicating substances that are already in inventory wastes time and creates excess costs. Employing solutions as complex as a full electronic lab inventory system or a simple binder with printed purchase orders for recent packages can minimize these issues.

Staff Training

Staff training is another essential element for optimizing lab workflow. As noted above, sample management is the most crucial process of laboratory testing. Developing a standardized instruction manual including guidelines from sample collection to labeling, transportation, storage, preparation and archiving. This will help ensure the proper procedures are consistently followed, minimizing pre-analytical errors and delays. Plus, it provides a roadmap on how to handle samples efficiently for new lab employees.

In addition, ensure all team members are proficient using new technologies and protocols by:

• Regularly updating staff on new equipment, software, and best practices.
• Cross-training staff on multiple tasks to create a flexible workforce capable of handling various roles.

The Role of Lab Labels in Enhancing Workflow

Labels are essential for timely and accurate specimen analysis. A mislabeled sample can cause a spectrum of outcomes ranging from an adverse event, delayed disease diagnosis, duplicating a test and more. Plus, even if there is no patient impact, it leads to unnecessary costs. In one study, the average cost due to a single irretrievable lost specimen was $548, and cumulative errors over a three-month period increased this value to $20,430.^³

Mislabeling occurs most frequently at the time of collection:

• Missing patient identification
• Mismatched patient identification
• Illegible or unlabeled specimens
• At the laboratory during accessioning/aliquoting/centrifugation
• Relabeling specimens

Types of Labels

There are numerous laboratory labels designed to assist medical professionals in identifying and tracking laboratory samples and communicating effectively throughout a medical lab or facility.

Laboratory Specimen Labels

Laboratory specimens go through three distinct steps including collection, transportation and processing. Specimen labels ensure positive patient identification through each step.

Consecutive Number Labels

In addition to patient samples and specimens, consecutive number labels are used to track a wide range of laboratory assets. Plus, the numbering allows the specimen to be delivered to the clinical staff and patient while maintaining the patient’s anonymity during the analysis process.

Cryogenic Laboratory Labels

Cryogenics is used in hospital laboratories to freeze biological samples such as stem cells, plasma, cells and strains. Cryogenic laboratory labels are engineered to withstand cryogenic refrigerators and liquid nitrogen over an extended period of time and remain intact during those extremely cold conditions.

Laboratory Colored Tape

Laboratory colored tape simplifies the color coding of equipment, instruments, and charts. Plus, when specimens require special handling, using colored tape on lab benches improves workflow by denoting new, in-process and complete projects.

Laboratory Information Systems (LIS) Labels

LIS labels simplify the process of differentiating a lab's samples, reagents, or plates. LIS labels with a unique barcode are the most effective way to track and keep those items separate.

Microscope Slide Labels

Microscope slide labels are used on all types of microscope slides including glass, fiberglass and plastic, and both wet- and dry-mounted slides. They are typically labeled on the frosted end and include the accession number, slide designation and patient name. UAL microscope slide labels are Xylene resistant, a crucial feature when staining and deparaffinization are required.

Quality Control Labels

In addition to testing and specimen analysis, laboratories also manage reagents, instruments and more. Quality control labels help to track and manage those items effectively.

Warning Storage Labels

Warning storage labels mark receptacles that contain common reagents and hazardous materials. They help guard against accidents and illnesses by communicating essential safety information.

Biohazard Labels

Used in conjunction with the OSHA exposure control program, biohazard labels help to eliminate or minimize occupational exposure to bloodborne pathogens by identifying equipment, containers, rooms, materials and more that potentially or actually contain hazardous elements.

OSHA and GHS Safety Labels

OSHA and GHS labels communicate chemical hazards, providing an instant reminder to employees in the lab of the chemical hazards they may face. In addition, they simplify the labeling of secondary containers with information required by OSHA.

Benefits of Lab Labels

• Improved Organization – From equipment used to evaluate specimens to the specimens themselves, lab labels provide the identification necessary to maintain smooth and efficient workflows.
• Enhanced Safety – Proper labeling ensures that hazardous materials are handled safely by the laboratory staff and stored, shipped and disposed of properly based on GHS standards.
• Accuracy – Analyzing specimens starts with positive patient identification. Matching the patient with the specimen starts with a label.
• Compliance – Lab labels allow healthcare organizations to remain compliant with compliance standards from The Joint Commission, OSHA and more.

Integrating RFID Technology in Laboratory Settings

RFID (Radio Frequency Identification) technology is like a barcode on steroids.

Introduction to RFID

In a healthcare laboratory setting, RFID (Radio Frequency Identification) technology enables efficient sample tracking and data management. RFID labels can store detailed information about each sample, making it easier to track and manage them throughout the lab process.

Case Study: RFID Implementation

A laboratory implemented RFID labels on test tubes for efficient case packing and tracking of samples. The outcome of the study found that implementing RFID resulted in:

• Time Savings – The lab reduced the time spent on manual data entry and sample tracking.
• Cost Savings – The reduction in errors and improved efficiency led to significant cost savings.
• Increased Productivity – The lab could handle more samples without compromising accuracy or safety.

Future of RFID in Laboratories

The adoption of RFID technology in laboratories is expected to grow, with potential applications including automated inventory management and enhanced data integration with health IT systems.

Technological Advances in Labeling

With advancements in lab testing and processing equipment, labels must be designed to withstand the rigors of the laboratory environment like never before. The type of material and adhesive used on the label directly impacts its performance. United Ad Label’s extensive supplier relationship and product development testing allows them to stay on the forefront of technology, supplying the labels that meet the changing requirements of laboratories.

Integration with Health IT Systems

With EHR systems implemented in over 90% of the hospitals nationwide, it’s essential that labeling systems integrate seamlessly to enhance both safety and efficiency. For example, the LIS labels produced at UAL enable the proper labeling of specimens for systems including EPIC, Cerner and more.

Partnering with United Ad Label

By implementing these strategies and leveraging the advanced labeling solutions from United Ad Label, laboratories can significantly enhance their workflow efficiency, accuracy, and safety. Utilize our laboratory labeling expertise for:

Custom Solutions

UAL offers custom labeling solutions tailored to meet the specific needs of laboratories. Whether you need routine labeling or advanced applications, we have the expertise to help.

Expertise and Support

Our customer solutions team is dedicated to providing ongoing support and consultation to ensure that your laboratory can maximize its workflow efficiency. We are committed to helping you achieve your goals through innovative labeling solutions.

Product Range and Innovation

United Ad Label offers a wide range of products to accommodate various laboratory needs, from basic chemical-resistant labels to sophisticated RFID technologies. Explore our product range and discover how our solutions can benefit your lab. Contact us to learn more about RFID and how we can assist your organization.

Footnotes:

¹Bindraban RS, RS, et al. “Evidence-Based Guidelines to Eliminate Repetitive Laboratory Testing?” National Library of Medicine, PubMed, 1 Mar. 2018, https://pubmed.ncbi.nlm.nih.gov/29507978/.

²Hammerling, JA. “A Review of Medical Errors in Laboratory Diagnostics and Where We Are Today.” Laboratory Medicine, Oxford Academics, 1 Feb. 2012, https://www.labmed.theclinics.com/.

³Tran Nam K, PhD, et al. “Pre-analytical pitfalls: Missing and mislabeled specimens” Agency for Healthcare Research and Quality, PSNet, 26 Feb. 2020, https://psnet.ahrq.gov/web-mm/pre-analytical-pitfalls-missing-and-mislabeled-specimens