This guide is for Phlebotomists who collect Inpatient samples for Pathology

 

 

Step

Tips / Notes

 

1

Note: In an Inpatient setting, the process for collecting samples differs for

  • Orders placed with a printed order form
  • Orders placed without a printed order form

 

2

Notes on electronic sample collection in Inpatients:

 

  • For Haematology and Biochemistry, no order form is required. Labels will print when the sample is collected.
  • In the event of a Trust-wide issue with the zebra specimen label printers, IT will activate the fall back forms. This means that, for Inpatients only, the requesting clinician is to click Add Specimen to automatically print order forms for Biochemistry and Haematology tests. The order form will then be placed in the tray for the Phlebotomists to collect the samples
  • For Microbiology and Cell Path Non-Gynae Cytology, the order form will print when the order is placed and be placed in the tray for specimen collection
  • For Cell Path Histology, both order forms and labels will remain on paper
  • For Blood Transfusion - Cross Match and Group & Save and other tests – the order form is printed when the order is placed but specimen labels will remain handwritten 
  • Routine orders will have an ‘R’ and urgent orders will have a “U” printed on the labels
  • For paediatric and neonatal samples, the small container will be within a larger container with the label on the outer. Paediatric volumes for ages 2 years and under are displayed on blood labels. Clinicians who collect paediatric samples will be aware of the volume required
  • If specimens are not collected within 12 months of the due date, the order will automatically be closed
  • Any unused labels to be put into the sample bag so they can be disposed correctly at the lab

 

3

Phlebotomists to collect printed order forms from the appropriate tray on the ward.

Note: Biochemistry and Haematology do not have order forms

 

 


 

 

4

Select the relevant Phlebotomy ‘Patient List’ to display the patients who need bleeding on the ward. The list will show all the patients with orders ‘pending collection’ both with and without a printed order form

 

 

5

Select a patient from the patient list. Ensure the correct patient is displayed in the patient banner. 

 

 

6

Orders with a printed order form

 

  • Match the patient’s details on the order form with the wristband
  • Bleed patient
  • Follow steps 8-15 to ‘Add Specimen’ and print label to attach to the sample (check the correct date and time is shown on the label) 
  • Send sample and form to the lab as usual

 

Note: If unable to bleed, write the details on the order form and return the form to the ward staff as usual

 

7

Orders without a printed order form

 

  • Follow steps 8-15 to ‘Add Specimen’ to print the specimen label 
  • Match the patient’s details on the specimen label with the wristband
  • Bleed patient
  • Attach specimen label to the sample (check the correct date and time is shown on the label) 

 

 

 

Note: If unable to bleed, follow the process in step 18

 

8

From the patient list, select the correct patient and ensure the patient is displayed in the patient banner. Select the ‘Orders’ tab. Click the + to expand the Pathology section to see all the tests

9

Tests marked for collection in the future will have the status of ‘Pending’ which will change to ‘Pending Collection’ 24 hours before the due date and time. Patients will appear on the patient list if they have at least one order with the status ‘Pending Collection’. They may have multiple orders listed, which may be collected at the same time if required

 

 

10

Create a filter to show just the orders with the status ‘pending collection’.

 

Save using the floppy disk icon, so it is available to use for all your patients

 

11

Right click on the appropriate order with the status ‘Pending Collection’ and select ‘Add Specimen’

 

 

 

 

 

 

Alternatively, select the order and then click the ‘Add Specimen’ button on the toolbar

 

 

 


 

 

12

The ‘Add Specimen’ window opens

 

 

13

Check the ‘Specimen Type’ box and change if necessary using the dropdown arrow. Tick the tests you are collecting from the list at the top of the window

 

14

Sunrise automatically knows the ‘No. of labels to print’, depending on the tests selected in step 13, so no need to select a number or add the Collection Volume or Unit of Measure

 

15

Click ‘OK’ to record the sample has been collected and to print the labels

 

Note: Confirm the patient’s details on the specimen label/order form with the patient’s wristband.

 


 

 

16

The status of the order on the ‘Orders’ tab will change to ‘Collected’

 

17

Note: For more information on reprinting specimen labels, please see the Quick Reference Guide (QRG) on ‘Reprinting Pathology Specimen Labels’ 

18

Once all the samples have been marked as collected, the patient will no longer appear on the phlebotomy patient list.

 

19

Unable to Bleed Patient

 

Tests without a printed form will use the ‘Phlebotomist unable to bleed patient’ form, as shown below. Stick the specimen label onto the form, complete any other details as required and return to the ward staff

 

When the patient is subsequently bled, the labels should be reprinted and the date and time of the actual collection handwritten on them. 

 

The above form is to be sent to the lab with the specimens. 

 

20

Note: If there is Trust-wide failure of label printers or if Sunrise goes down completely, please refer to the Quick Reference Guide (QRG) on ‘Backup Forms’

 


 

 

Title: Phlebotomy – Inpatients - Using Add Specimen to collect samples 

Author: Sunrise Trainer - MB 

Date: 14th June 2021

Version: v1.0