Streamlining Your Sample Tracking Process

December 21, 2023


Any laboratory that handles seemingly endless quantities of samples knows the pain of mishandling one (or a whole batch). In some industries, sample mishandling can get you sued or run out of business. If you’re working with lots of samples from lots of sources, you should know that there are ways to streamline your sample tracking process to avoid those scenarios. This blog post will show you how SampleVision works with your organization’s laboratory information management system (LIMS) or laboratory information system (LIS) to keep track of samples and streamline many common laboratory workflows. SampleVision users don’t necessarily need a LIMS license, either, which can save costs.

Understanding the Importance of Streamlining Your Sample Tracking Process 

In today’s fast-paced business environment, effective sample tracking is crucial for success. By streamlining your sample tracking process, you can ensure that samples are efficiently managed, monitored, and accounted for throughout their lifecycle. This not only saves time and resources but also improves data integrity, stakeholder satisfaction, and overall lab productivity.

Working to streamline your sample tracking process gives you a clear understanding of the sample journey from request to results delivery. Mapping each As-Is workflow enables you to identify bottlenecks, track sample and consumable usage, and make data-driven decisions. By developing a streamlined To-Be sample tracking process with SampleVision, you can begin to eliminate manual errors, reduce duplicate efforts, and enhance collaboration and data access among team members.

Moreover, a well-defined tracking process lets you easily comply with regulatory requirements and maintain accurate records. This is especially important in industries such as healthcare, pharmaceuticals, or food and beverage, where sample integrity and traceability are critical. Once everyone understands the importance of streamlining your tracking process, you can take the necessary steps to optimize your sample management workflows with SampleVision.

Exploring the Features of SampleVision’s Sample Tracking Workflow

SampleVision offers a simple, eight-step sample tracking process for organizations of all sizes, in any industry. With its user-friendly mobile or desktop interface and advanced features, SampleVision works with your LIMS to efficiently manage and monitor samples across multiple collection sites and testing labs, from request to delivery.

SampleVision Workflow

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The basic workflow involves sample collection, sample logging, submission to the central testing lab, notifying the lab staff that samples are incoming, testing the samples, logging results in the testing lab’s LIMS, and notifying the submitters that results are available. One of the key features of SampleVision’s sample tracking workflow is that the samples are immediately posted into LIMS for tracking. You can easily track the status and location of each sample, ensuring that nothing gets lost or misplaced. The system also allows you to set up automated notifications and alerts, keeping you informed about when sample results are ready. You also have a choice of reporting formats.

You can define custom fields, create unique sample identifiers, and configure sample login and test assignments that align with your existing LIMS and its processes. This flexibility ensures that the system seamlessly integrates into your operations, enhancing efficiency, and accuracy.

Furthermore, SampleVision’s sample tracking workflow provides comprehensive reporting and analytics capabilities when interfaced with a LIMS. You can generate detailed reports on sample usage, turnaround times, and other key metrics from the LIMS. These insights enable you to identify areas for improvement, optimize resource allocation, and make data-driven decisions.

By taking advantage of SampleVision’s sample tracking capabilities, you can unlock the full potential of your sample management process and streamline your operations.

Implementing SampleVision’s Sample Tracking Process in Your Organization

Implementing SampleVision’s sample tracking process is a straightforward and seamless process. With the help of SampleVision’s implementation team, you can quickly set up the system to interface with your LIMS.

SampleVision’s sample tracking workflow can be configured to work with your organization’s unique requirements. There are several points in SampleVision’s default workflow where adjustments can be made so that your version of SampleVision is industry specific. Some of the adjustments that are possible include the ability to change field names and add different data capture field names depending on the template setups in the LIMS, establishing user roles and permissions, and configuring any necessary integrations with LIMS.

The following are some examples of how this might look:

  • In a food and beverage setting, a technician might collect a sample for microbial contamination testing at a grocery store. The technician uses the SampleVision app on their mobile device to capture the location information with global positioning system (GPS) data, then takes a photograph of the location for reference. This information accompanies the sample submission so the testing lab can access it.
  • In a pharmaceutical setting, the tablet press operator can pull samples out of the press, document the press settings in the notes field of the mobile app, and use the camera in their mobile device to scan a barcode for the shipping container. The sample is logged in to LIMS by a central lab staffer, and when the hardness and dissolution testing results are ready, the submitter gets a push notification.
  • In a clinical setting, specimens are collected at the point of care. Using a mobile device, the clinician submits the specimen orders with the SampleVision app and uses their camera to scan printed barcodes that will label each specimen for shipping. Specimens are sent to the central lab, where other clinicians perform the required testing. Results are logged into the lab’s LIMS or clinical LIS, and those results are pushed to SampleVision. The submitting clinician receives a push notification that the results are ready. Using the mobile app, the submitter can view a report of the results.
  • In a chemical manufacturing setting, a technician can access sampling ports at any point in the vast refinery. When sampling is complete, the technician can access the SampleVision app with their mobile device to log the sampling port location by GPS. Then the sample is logged and transferred to the central testing lab. When results are available, the submitter gets a push notification. A results report can be emailed to relevant stakeholders using the Share functionality in the mobile app.

SampleVision can streamline any sample management workflow, improve collaboration among team members, and ensure accurate and efficient tracking of samples throughout their lifecycle.

Maximizing Efficiency and Accuracy through Automation, Integration, and Reporting

Automation and integration play a crucial role in maximizing the efficiency and accuracy of your sample tracking process. By automating repetitive tasks and integrating SampleVision’s sample tracking workflow with your LIMS or LIS, you can save time, reduce errors, and enhance overall productivity.

SampleVision’s sample tracking workflow offers various automation features that simplify your daily sample management tasks. For example, submitters can track sample requests, approvals, and results or send digest reports by email to relevant stakeholders, so that crucial information from the LIMS remains at the fingertips of your organization’s decision makers. These types of automations eliminate the need for manual follow-ups and ensure timely actions.

SampleVision’s reporting tools enable you to demonstrate compliance with regulatory requirements. You can generate audit reports that document sample integrity, traceability, and adherence to industry standards. This not only ensures compliance but also instills confidence in your customers and stakeholders. When SampleVision is integrated with a LIMS, the reports provide comprehensive visibility into sample status, turnaround times, and other key performance indicators. You can highlight trends, identify bottlenecks, and measure the effectiveness of your sample management strategies.

By analyzing your LIMS reports, you can identify areas for improvement and take proactive measures to enhance tracking accuracy and laboratory efficiency. For example, if you notice a delay in sample delivery, you can investigate the root cause and implement corrective actions to prevent similar delays in the future. Similarly, if certain samples are frequently misplaced, you can modify your tracking process to ensure better traceability.

Maximizing efficiency through automation, integration, and reporting not only saves time and effort but also reduces the risk of errors and improves end-user satisfaction. It allows your laboratory staff and sampling technicians to focus on value-added tasks instead of manual data entry and administrative work, ultimately driving business growth. By leveraging SampleVision’s mobile capabilities and easy reporting, you can continuously improve your tracking accuracy, optimize your sample management process, and achieve better outcomes for your organization. 

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How could using SampleVision’s sample tracking workflow simplify operations in your organization? Reach out to us to find out how soon you could be using SampleVision.