Pathology Tracking

Pathology Tracking System tracks Pathology Samples so they don't get lost, but it also ensures they are not delivered late
Pathology Tracking System

 

 

Pathology Transport Bag
Pathology Transport Bag with Barcode for Tracking
Pathology Sample Poly Bag
Pathology Sample Poly Bag
Hybrid Pathology Tracking using Sealed Transport Bag Principle
Hybrid Pathology Tracking using Sealed Transport Bag Principle
Tamper Evident Barcode Seal for Pathology Transport Bags
Tamper Evident Seals help facilitate Sealed Bag Tracking
Tracking Pathology from GP Surgery with Location Barcode
Tracking Pathology from GP Surgery with Location Barcode
Setting up a monitor to report that Pathology Samples are on a van too long
Pathology Collection Route Scheduler
Pathology Collection Route Scheduler
Data available from Route
Data available from Route
You can see where visits were on time, early or late

Pathology Tracking System

A system designed for NHS Collection and Delivery Rounds where Pathology is  a critical focus.

The solution was designed after spending time in a Pathology Department and going with Drivers to collect Pathology from GP Surgeries, Clinics and Hospitals and bringing them to the different Pathology Labs.

We saw the challenges in great detail:

  • Time Restrictions for some sample types, where lateness can lead to very bad healthcare outcomes and legal cases. 
  • GP Surgeries not being ready for the driver or for driver to be told to stand in line or a chatty receptionist holding the driver up
  • Drivers starting early, late or taking too long for lunch, so GP Surgeries do not get their scheduled time window arrival
  • Surgeries that shut early or have nothing to collect, but don’t tell Transport

That is on top of the Tracking of the Transport Bags or Individual Samples.

Level of Tracking

We offer 3 different levels (ways) to Track:

  1. Transport Bag Level

    Here we put a Barcode onto the Blue Transport Bags, which is scanned at Collection and Delivery (plus any van to van transfers).

    We are not attempting to track at individual sample level, we are simply proving Transport Bag 123 was collected from The Smithson Surgery at 09:35 (by Fred Mason, went onto DF24 POA) and was delivered to Old Cross Pathology at 10:55

  2. Individual Sample or Poly Bag Level

    This approach involves scanning each item at each point. 

    This might be practical for some types of Pathology, but not all. It does however enable you to prove at individual item level what was collected and delivered.

    This can be used with Transport Level Bag Tracking for a Mix and Match Approach.

  3. Hybrid – Sealed Bag Model

    GP Surgeries, Clinics and Other senders Logon to the Website and use a £50 USB Barcode Scanner to Load a Transport Bag with Individual Samples:

    1. Scan the Transport Bag Barcode
    2. Scan NHS Sample Barcodes into the Bag
    3. Seal the Bag (option to use a Tamper Evident Seal with Barcode)

The Driver Now scans the Bag Barcode to move the Bag (and its sealed contents) through the Logistics Steps getting it to the Pathology Lab

The Pathology Lab Logs onto the Website and uses a £50 USB Barcode Reader to unload the Bag (the reverse process):

    1. Scan Bag Barcode
    2. If using a Barcoded Seal – Scan that Barcode so it checks a new seal has not been applied
    3. Scan Individual NHS Sample Barcodes out of Bag

Any Discrepancies (missing samples or extra samples are noted and these can be seen in reports. By default discrepancies are automatically emailed to both Pathology Staff and Sender (typically GP Surgery).

A lot more scanning, but you can now track to individual item level, without the driver opening transport bags.

Recording Location (GP Surgery etc)

We have 2 levels of Physical Location:

  1. Building or Site Name
  2. Location within Building

Barcodes can be Printed Off, so they can be Scanned to record:

  • Where you Collected From
  • Where you Delivered To

Basic Tracking

You can simply record:

  • What you collected
  • What you delivered
  • Who did it
  • At what time and using what vehicle

That is achieved by:

  • Driver Logs onto Vehicle
  • Scans Location Barcode, so there is a record of where they are (GP Surgery, Clinic, Pathology Lab)
    • Selects “Collect” and Scans Bags / Items Collected
    • Selects “Deliver” and Scans Items Delivered
  • This Step is repeated until the Driver has finished
  • Driver Logs Out at end of Round

So that is how we get what, when, where etc – a basic audit trail.

Time Critical - Basic Warnings

DeliveryPoD has a feature called “Monitors” and we use these to:

  1. Create a Real-Time Display Board
  2. Send Escalation Emails Automatically

So we set these up for:

  • Items on Vehicles with the Time Thresholds you want
  • Items in Pathology Reception with Time Thresholds you want

These can filtered so they only apply to certain types of items etc, so they can form a sophisticated warning system.

We do have to point out, that you should not rely on this feature as technology is fallible (the mobile might be out of coverage, an email may not get through), so the feature should be viewed as an extra bit of assistance rather than people thinking it will catch everything!

Adding Routes and Schedules

You can add the “Collection Round Module” which adds the following to the solution:

  • Routes can be created such as “North Dorset”
  • Scheduled Visits can be added to the Route, along with Targeted Time Windows and Actions for the Driver
    • “The Harvey Practice” – 09:00 to 09:20,
      Deliver Empty Path Bags
      Collect Path Bags
  • You can set Tasks for each Visit

The Driver has an easy time, as they:

  • Logon to Device
  • Their Normal Van and Route are Pre-Selected (if set), but they can adjust.
  • A Schedule now appears on their Device
  • They select the Location  and are prompted to
    • Scan the Location Barcode
    • A Checklist of tasks is displayed, such as:
      • Deliver Empty Path Bags
      • Collect Full Path Bags
    • As Tasks are completed, they are ticked off the list
    • At the end of the visit, they click No More Actions which effectively says they are leaving that site
Route Scheduling for Pathology Collection Tracking

So what does this add?

  • See all actions and scans at a Site, at a glance
  • We can see whether Drivers are arriving within their time windows
    • If not, did they Start Early or Late?
    • Was the route on time, then it went wrong – typically traffic
    • Was a particular Surgery causing the driver a delay?
  • How long is a Driver at each location?
  • Do we have GP Surgeries that regularly cause a Driver issues

Drivers can also Record “Problems At Location”, for example:

  • Surgery was shut (may take photograph as proof)
  • Traffic meant they could not attend

This data can also be analysed to see if there are patterns such as a GP Surgery shutting early before bank holidays etc.