SpeedsPath Glossary of Terms

Specimen Tracking

Specimen Tracking refers to the end-to-end digital monitoring of patient samples as they move through different stages of the pathology laboratory workflow. In pathology lab management software (e.g., LIS/LIMS), specimen tracking ensures every sample is uniquely identified, time-stamped, and traceable to prevent mix-ups, delays, and diagnostic errors.

What Is Specimen Tracking?

Specimen Tracking refers to the end-to-end digital monitoring of patient samples as they move through different stages of the pathology laboratory workflow. In pathology lab management software (e.g., LIS/LIMS), specimen tracking ensures every sample is uniquely identified, time-stamped, and traceable to prevent mix-ups, delays, and diagnostic errors.

Why Specimen Tracking Matters in Pathology Labs?

Specimen tracking is essential for maintaining the integrity and accuracy of laboratory processes.

Key reasons include:

• End-to-end visibility of samples from collection → accessioning → processing → analysis → storage → disposal.
• Unique identification using barcodes, QR codes, or RFID tags for reliable traceability.
• Real-time status updates across all workflow stages (received, in process, completed, verified).
• Chain of custody management documenting every user interaction and movement of the specimen.
• Error reduction by minimizing manual handling and preventing mix-ups or sample loss.
• Location tracking (e.g., phlebotomy room, grossing station, histology, molecular lab).
• Audit trails for compliance with CAP, NABL, CLIA, and other regulatory standards.
• Integration with instruments to automatically update specimen status after test completion.
• Alerts & notifications for delayed, misplaced, or pending specimens.
• Improved turnaround time (TAT) through real-time workflow insights and bottleneck detection.

How Specimen Tracking Works in a Laboratory Information System (LIS)?

In a modern LIS like SpeedsPath, specimen tracking provides seamless monitoring. The system assigns unique identifiers, logs movements, updates statuses in real-time, and generates audit trails. This automation ensures traceability, reduces errors, and supports compliance.

Key Benefits of Specimen Tracking

• Prevents mix-ups and ensures patient safety.
• Enhances operational efficiency and reduces TAT.
• Supports regulatory compliance with detailed audit trails.
• Enables real-time alerts for better workflow management.
• Integrates with lab instruments for automated updates.

Common Challenges Without Specimen Tracking

• Manual tracking leading to errors and mix-ups.
• Difficulty in locating samples in large labs.
• Lack of audit trails for compliance issues.
• Delays in TAT due to poor visibility.
• Increased risk of sample loss or contamination.

Examples of Specimen Tracking in Pathology

• Tracking a blood sample from collection to hematology analysis.
• Monitoring tissue samples through histopathology processing.
• Following urine samples in a multi-site lab network.

SpeedsPath Makes Specimen Tracking Accurate & Effortless

Specimen tracking is vital for reliable diagnostics. With SpeedsPath, automate tracking, ensure traceability, and streamline workflows.

See how SpeedsPath enhances specimen tracking with barcodes and real-time updates.

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Related Terms

• Accessioning
• Barcode
• Chain of Custody
• Laboratory Information System (LIS)
• Turnaround Time (TAT)

FAQs

1. What is specimen tracking in a LIS?
   Specimen tracking is the digital monitoring of samples across all workflow stages, ensuring traceability, accuracy, and operational efficiency.
2. How does barcoding help in specimen tracking?
   Barcoding enables unique identification of samples, reducing labeling errors, manual entry mistakes, and misidentification.
3. Can specimen tracking reduce TAT delays?
   Yes. Real-time location and status updates allow labs to identify workflow bottlenecks and improve sample throughput.
4. Does specimen tracking support chain-of-custody documentation?
   Absolutely. The system logs every transfer, user action, and timestamp to maintain full accountability.
5. What happens if a sample goes missing?
   The LIS provides the last known location, user interaction, and time-stamped events to help quickly locate the sample.
6. Can specimen tracking integrate with analyzers or lab instruments?
   Yes. Most modern LIS platforms integrate with analyzers via HL7/ASTM interfaces, updating specimen status automatically.
7. Is specimen tracking useful for multi-site or networked labs?
   Yes, it ensures consistent visibility across collection centers, processing labs, and reporting units.
8. Does specimen tracking improve regulatory compliance?
   Yes. It creates complete audit trails required for CAP, NABL, CLIA, and ISO 15189 standards.
9. Can lab staff get alerts for delayed or pending specimens?
   Yes. Specimen tracking modules can generate alerts for overdue processing steps, missing data, or unassigned samples.
10. Can specimen tracking be customized for different lab workflows?
    Most LIS systems allow customization for specialty workflows like histopathology, cytology, microbiology, and molecular labs.

Want to learn more? Explore our LIS Glossary or check out our expert blogs on Anatomic Pathology, Molecular Diagnostics, Cytology, and Lab Information Systems.