Sample Management 

It requires careful attention, organization, and a long-term plan to be effective in managing laboratory samples. Sample management is a systematic approach for managing biological and chemical samples throughout all steps of their existence from when they are collected until they are disposed. When samples first reach a facility after collection, it must be ensured that there are no mistakes in handling them at any point in their lifecycle and that their integrity is maintained throughout the process so that test results are accurate. 

The first step in successful sample management is the accessory process, which assigns a unique number to each sample in the laboratory. In essence, the accession number is like a digital fingerprint that links each physical sample to their corresponding patient and testing data. This is critical to ensure a sound chain of custody for each sample, and to comply with regulations, and establish a solid base of reliability in laboratory operations. 

Samples also have to be stored properly as part of managing them as different types of samples require specific environmental conditions to remain stable. It is critical to have sophisticated sample management systems that define the specific conditions at which each sample must be stored and enforce compliance by integrating with automated storage and retrieval systems. This is done to ensure the samples are kept at conditions that offer the least amount of damage due to degradation over time. 

In high-volume laboratories or bio-repositories, finding and retrieving individual specimens from thousands or millions of stored samples is immensely important. 

Sample management is key to tracking sample movement during the testing phase, such as which samples were sent to which analyzers or workstations and what tests were performed on them by whom and when. Having this level of real-time tracking provides a complete audit trail. 
 

Sample Management Software 

A sample management software is an important strategic investment for any laboratory looking to improve its operational efficiency, accuracy and compliance with applicable guidelines. Sample management software centralizes all sample-related data and provides a digital infrastructure that automates the majority of time-consuming, error-prone tasks involved in manual sample management. Moving from a paper-based system to a digital one will help increase labs’ operational integrity substantially. 

Sample management software is a complete repository of every specimen that arrives in a lab and includes comprehensive records of patient demographics, type of sample, date collected, volume, location where the sample is stored, and a full history or audit trail of every transaction that has occurred with the sample. Sample tracking is essential for creating a clean audit trail while ensuring the traceability of each sample throughout its lifecycle. For example, if there is a question about the results of a particular sample, sample management software will allow you to quickly locate the original sample back to its source and review its entire journey through your lab. 

Choosing the right lab information system (LIS) is vital for all clinical labs, as it affects both operational efficiency and regulatory compliance, which, in turn, affect the quality of patient care. Selecting the right LIS is not just the process of replacing a current LIS with an outdated one, but rather finding a strategic partner whose LIS solution meets your lab's current and future growth requirements. When evaluating potential LIS solutions, consideration should be given to the extent of automation provided to workflow processes, the ability of the LIS to interface with existing HIS and EHR systems, and the reputation of the vendor for customer service and ongoing system improvements.