[Histonet] RE: Amended Reports

[joelle weaver]

This is just one method ( manual right now-no automation or barcoding- which I feel helps).
 But anyhow the SOP is that the name/specimen information has to be cross checked at each pre-analytic step ( transport manifest, accessioning, grossing, embedding, microtomy, stained slides for example). 
Each person has responsibility to stop/hold a specimen for an issue at any task. Identification or label discrepancies noticed at accessioning or grossing, are called to the submitting facility/clinician who is responsible to send someone when possible to re-label/identify. They sign a waiver/re-label form taking responsibility for the accuracy of the relabeled information.Do not normally send the specimen back, or normally reject due to the irreplaceable nature of many specimens, but if anything is amiss, this is documented at each check point.  A copy of the re-label form is retained with the specimen requisition that travels to the Pathologist.  The final call to reject or send back any really mis-identified specimen is at the discretion of the pathologist. 




Joelle Weaver MAOM, HTL (ASCP) QIHC
 
> From: lcolbert <@t> pathmdlabs.com
> To: llang <@t> aipathology.com; histonet <@t> lists.utsouthwestern.edu
> Date: Tue, 3 Dec 2013 17:09:06 +0000
> CC: 
> Subject: [Histonet] RE: Amended Reports
> 
> The specimen container and requisition should always be compared before accessioning.  If the name on the specimen container label and the name on the requisition do not match, we do not accept the specimen.  It should be sent back to be properly labeled.
> 
> Laurie Colbert, HT (ASCP)
> 
> -----Original Message-----
> From: histonet-bounces <@t> lists.utsouthwestern.edu [mailto:histonet-bounces <@t> lists.utsouthwestern.edu] On Behalf Of LeAnn Lang
> Sent: Tuesday, December 03, 2013 7:42 AM
> To: histonet <@t> lists.utsouthwestern.edu
> Subject: [Histonet] Amended Reports
> 
> I need your help with the following situation.  
> 
>  
> 
> We receive specimens from an outside hospital and the specimen request slip and specimen container are given the accession number at that location.  Once it is received in our laboratory, we process the specimen.  A situation came up recently where the outside hospital mixed up the paperwork on three cases (so the wrong request slip was placed with the wrong specimen container, but it was not caught in our laboratory because they did not all come together).  Anyhow, long story short, the original reports got reported as:
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> The specimen request slip is labeled as "Joe Smith" and the specimen container is labeled as "Jane Doe".  The specimen consists of........
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> After the reports were finalized, and sent back to the clinician, the mistake was identified.  We made amended reports on our end to correct everything per CAP guidelines.  The problem we are now running into is that the Medical Records dept is telling us that we are in HIPAA violation by having the two patient names on the report.  I see their point, but don't know any other way of doing this.  
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> Anyone else ever deal with a situation like this?  If so, how do you handle it?
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> Thank you!
> 
> LeAnn
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>  
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> <>*<>*<>*<>*<>*<>*<>*<>*<>*<>*<>*<>*<>*<>*<>*<>*<>*<>*<>
> 
> LeAnn Lang
> 
> Associates in Pathology
> 
> Practice Administrator
> 
> Phone:  715-847-0075 (ext 50259)
> 
> llang <@t> aipathology.com <mailto:llang <@t> aipathology.com> 
> 
>  
> 
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