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The physicians and staff at Peterson Laboratory Services Welcome, and thank you for your interest!

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Presentation on theme: "The physicians and staff at Peterson Laboratory Services Welcome, and thank you for your interest!"— Presentation transcript:

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2 The physicians and staff at Peterson Laboratory Services Welcome, and thank you for your interest!

3 PLS Pathology Quality Assurance Standards And Procedures for Specimen Submission

4 Tools PLS Reference ManualPLS Reference Manual Hard copy Hard copy Online at Online at Provided Sample RequisitionProvided Sample Requisition This online training moduleThis online training module CD by request CD by request PLS: PLS:

5 Sections RequisitionRequisition Specimen PreparationSpecimen Preparation ReviewReview

6 Requisition Correct requisitionCorrect requisition Patient namePatient name Date of birthDate of birth Date and time of collectionDate and time of collection Physician first and last namePhysician first and last name “Additional copy to”“Additional copy to” Clinical historyClinical history Specimen sourceSpecimen source Diagnosis and/or “signs and symptoms”Diagnosis and/or “signs and symptoms” SignatureSignature OtherOther

7 Correct Form Three PLS Requisition forms: Cytology Non-genital Cytology Surgical/Biopsy – Form 300 (pink)

8 Patient Name/Identifier Stamp, attach patient label, or hand write – first and last namesStamp, attach patient label, or hand write – first and last names Consistent name for each patient (ex: alternately using middle name on some orders – first or initials on others)Consistent name for each patient (ex: alternately using middle name on some orders – first or initials on others) Recent name change? An attached note is helpfulRecent name change? An attached note is helpful Submit patient identifying SS or other number (not financial guarantor SS or other number)Submit patient identifying SS or other number (not financial guarantor SS or other number)

9 Date of Birth AccurateAccurate LegibleLegible Birthdate, not today’s dateBirthdate, not today’s date Patient birthdate, not guarantor’s birthdatePatient birthdate, not guarantor’s birthdate

10 Date/Time of Collection Surgery DateSurgery Date Time of collectionTime of collection Important information for diagnosis!

11 Ordering Physician Many area physicians share same/similar last nameMany area physicians share same/similar last name Give full first and last name, pleaseGive full first and last name, please

12 “Copy To:” Place in the “copy to” box Faxed? Please provide fax numberFaxed? Please provide fax number Mailed? Please provide location or mailing addressMailed? Please provide location or mailing address

13 Patient History Patient history is important to the diagnosisPatient history is important to the diagnosis Please include informationPlease include information If more space is needed, feel free to write in the “Frozen Section” space directly belowIf more space is needed, feel free to write in the “Frozen Section” space directly below

14 Specimen Source Record in box “Anatomic Origin of Specimen”Record in box “Anatomic Origin of Specimen” Write info on line after “container #x __________”Write info on line after “container #x __________” Include correct site & side of bodyInclude correct site & side of body Example: “lesion, RT lower leg”Example: “lesion, RT lower leg”

15 DIAGNOSIS Record diagnosis code, or “Signs and Symptoms” Example for a submitted nevi: “growing, irregular borders”Example for a submitted nevi: “growing, irregular borders” Check “INPT” or “OUTPT”Check “INPT” or “OUTPT”

16 Signature Please provide your signaturePlease provide your signature Used for follow-up questoins if necessaryUsed for follow-up questoins if necessary

17 Other Considerations Please do not mark in “For Office Use Only” BoxPlease do not mark in “For Office Use Only” Box Please initial any mark outs or changesPlease initial any mark outs or changes Please include copy of insurance card/s and or face sheetPlease include copy of insurance card/s and or face sheet

18 SPECIMEN PackagingPackaging LabelingLabeling TransportTransport

19 PACKAGING Placed in appropriately sized, approved containerPlaced in appropriately sized, approved container Ratio of formalin/specimen of 10:1Ratio of formalin/specimen of 10:1 Container placed in secondary container (specimen bag)Container placed in secondary container (specimen bag) Requisition accompanying each specimen, unsoiledRequisition accompanying each specimen, unsoiled Example: Specimen in biopsy bottle - biopsy bag in orange striped specimen bag - requisition in outside pocket of specimen bagExample: Specimen in biopsy bottle - biopsy bag in orange striped specimen bag - requisition in outside pocket of specimen bag

20 What Goes In What? Tissue BiopsyFormalinTissue BiopsyFormalin ExcisionFormalinExcisionFormalin Fine Needle (core) BiopsyFormalinFine Needle (core) BiopsyFormalin Washings/FluidFluid Itself Alcohol if very smallWashings/FluidFluid Itself Alcohol if very small Wang Needle AspiratesAlcoholWang Needle AspiratesAlcohol Fine Needle AspiratesAlcohol or SaccamonoFine Needle AspiratesAlcohol or Saccamono SmearsSpray fix immediatelySmearsSpray fix immediately if head/neck/lymph2 air-dried slides also if head/neck/lymph2 air-dried slides also

21 PACKAGING, Cont… Supplies provided by PLS 20,40, 60 ml 10% formalin containers20,40, 60 ml 10% formalin containers 5 L formalin container5 L formalin container Small, medium, large biopsy bagsSmall, medium, large biopsy bags RequisitionsRequisitions

22 PACKAGING, Cont… Large specimens: Slow penetration of formalinSlow penetration of formalin Refrigerate after fixative addedRefrigerate after fixative added Very large specimens (i.e., limbs): place in two large red biohazard bags - label with patient name, hospital and sourceVery large specimens (i.e., limbs): place in two large red biohazard bags - label with patient name, hospital and source

23 LABELING Specimen Container Label: Pt first and last name Pt first and last name Specimen source (site and side of body) Specimen source (site and side of body) Physician name Physician name Date collected Date collected

24 Common Errors: Specimen & requisition have different names Specimen & requisition have different names Writing # on container, instead of contentWriting # on container, instead of content No label on specimenNo label on specimen Requisition but no specimenRequisition but no specimen Submitted in specimen bag, instead of biopsy bagSubmitted in specimen bag, instead of biopsy bag Specimen submitted without fixativeSpecimen submitted without fixative Wrong fixative/wrong kit on special study testing. Call Client Services if questionsWrong fixative/wrong kit on special study testing. Call Client Services if questions

25 Transport Place in hospital/clinic location for PLS pickupPlace in hospital/clinic location for PLS pickup Pickup times vary by location & arrangementPickup times vary by location & arrangement Patient care depends upon specimen quality – place specimens for pickup as soon as possiblePatient care depends upon specimen quality – place specimens for pickup as soon as possible

26 Transport Cont.. If Delivered Personally: Take directly to the gross room of the histology dept Take directly to the gross room of the histology dept

27 Quality Variance Report If error, Quality Variance Report is sentIf error, Quality Variance Report is sent Please note corrective action taken, sign and returnPlease note corrective action taken, sign and return CLIA monitors reports and action is takenCLIA monitors reports and action is taken

28 Review 1.Which form is used to order pathology testing? a.Form 101A b.Form 15 c.Form Patient test results may be sent to other providers upon request of ordering physician True True False False 3.Signs and symptoms pt experiencing is sufficient under “Diagnosis Code.” True True False False

29 Review, cont… 4.The ratio of formalin to specimen is: 7:1 7:1 9:1 9:1 10:1 10:1 5.Content, or container number, is required for specimen labeling. Content Content Container Number Container Number 6.Refrigerate large specimens until courier pickup. True True False False

30 Questions? We are always standing by to assist you

31 Thank you for participating… We appreciate your business!


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