[Histonet] Tracking OR specimens

Wed May 29 10:20:13 CDT 2013

We currently have EPIC as our hospital wide system and Cerner as the Lab system.  It is a nightmare for specimen tracking, meaning there is not simple way to do it.  That is why I was asking the question.  Our OR wanted to put the burden of responsibility on the histo lab for making sure that they get all of their specimens to us.  Just having them correct a problem with a specimen that they do submit can be an hours long or even days long process involving multiple conversations and I really wanted no part of having to keep track of their specimens and then finding them if there is something missing.  I related it to asking them to come in and help us find a block or slide when we can't find it.  Currently, EPIC interfaces with the general lab orders, but not AP (and Micro?)

As far as I know, there is no tracking in EPIC.  What we suggested was giving them access to print our case log out of Cerner and then they could go through it to make sure we had received everything.  What we will eventually end up doing is have a real time running board that is an interface between EPIC and Cerner.  Our main lab uses it successfully.  Essentially, the OR will order AP specimens in EPIC like they would a gen lab order.  That order will actually come across the interface as a gen lab order.  When we receive the specimen in histology, that will indicate to Cerner that the case is "complete".  We will have a monitor in the histology lab and one in the OR.  As specimens are entered in EPIC, they will show up on the monitor in both the OR and histology.  As we receive them, they will drop off the list.  Both departments will then have a running log of every specimen from the OR.  At least that is the theory.....

Michelle

-----Original Message-----
From: Garrison, Becky [mailto:becky.garrison <@t> jax.ufl.edu] 
Sent: Wednesday, May 29, 2013 9:56 AM
To: 'WILLIAM DESALVO'; Michelle Lamphere; histonet
Subject: RE: [Histonet] Tracking OR specimens

Realize this is a late response....  
I can pull a "Specimen report" through Centricity (the OR computer system).  The OR staff enters each specimen as it is collected  (for pathology, cultures for micro, frozens, touch preps) into Centricity as part of their documentation for the case.  The report I pull extracts this data.  I run each day after 12 noon for  the previous day.

We only instituted this in April.  Gives great feedback and lets me  check that the specimen is received in Pathology but that the pathology accession staff accurately records each specimen.  
We also get the OR schedule but not all cases on schedule generate a specimen and some cases expected to have pathology specimen don't and other cases not expected to generate a specimen do ...... so the Specimen Report is the most specific way to track what was intended to go to Pathology.

Unfortunately, we are converting hospital wide to EPIC and so far, EPIC OR documentation does not have a comparable function.  Orders will then be placed not in an OR module but in the same place that all other orders are placed and our Order Interface does not give specific specimen sites.

If there are EPIC users / EPIC vendors that have a solution, I would really like to hear from you.

If you use Centricity and want more specifics, will be glad to give more information on our set up. 

Becky Garrison
Pathology Supervisor
Shands Jacksonville
Jacksonville, FL 32209
904-244-6237, phone
904-244-4290, fax
904-393-3194, pager

-----Original Message-----
From: histonet-bounces <@t> lists.utsouthwestern.edu [mailto:histonet-bounces <@t> lists.utsouthwestern.edu] On Behalf Of WILLIAM DESALVO
Sent: Monday, March 18, 2013 11:25 AM
To: Michelle Lamphere; histonet
Subject: RE: [Histonet] Tracking OR specimens

We use the OR schedule and have a log at Surgical Pathology that the person delivering specimens places a patient label w/ the number of specimens delivered and they sign off. This has helped many times when OR believes they have delivered all the specimens. We use both the log and OR schedule to reconcile cases and contact OR is a case has not been delivered by end of day. 

William DeSalvo, BS HTL(ASCP)
Production Manager-Anatomic Pathology
Chair, NSH Quality Management Committee
Owner/Consultant, Collaborative Advantage Consulting

> From: MICHELLE.LAMPHERE <@t> childrens.com
> To: histonet <@t> lists.utsouthwestern.edu
> Date: Mon, 18 Mar 2013 13:14:04 +0000
> Subject: [Histonet] Tracking OR specimens
> 
> Are there any histology labs that actively participate in auditing the Operating Room on a daily basis to make sure that histology receives all of the specimens that the OR should have submitted? If so, how do you do this? Or should the OR be solely responsible for making sure that they specimens make it to histology?
> 
> Michelle M Lamphere, HT (ASCP)
> Senior Tech, Histology
> Children's Medical Center
> 1935 Medical District Drive
> Dallas, TX 75235
> Office :214-456-2798
> Histology: 214-456-2318
> Fax: 214-456-0779
> 
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recipient, further disclosures are prohibited without proper authorization. If you are not
the intended recipient, any disclosure, copying, printing, or use of this information is
strictly prohibited and possibly a violation of federal or state law and regulations. If you
have received this information in error, please notify Children's Medical Center Dallas 
immediately at 214-456-4444 or via e-mail at privacy <@t> childrens.com. Children's Medical
Center Dallas and its affiliates hereby claim all applicable privileges related to this
information.