Testing laboratories operate under extraordinary scrutiny. Whether performing drug and alcohol screening, DNA analysis, medical assessments, or environmental testing, the integrity of every result depends on meticulous process control. Chain of custody must be unbroken. Consent must be documented. Quality must be assured.
Manual processes cannot reliably meet these demands at scale. Spreadsheets lose information. Paper forms create gaps. Email-based coordination introduces delays. The consequences of process failure range from invalid results to legal challenges to regulatory sanctions.
Case management provides the systematic control that laboratory testing requires, ensuring every sample follows verified procedures from collection through result delivery.
The Laboratory Testing Challenge
High Volume, High Stakes
Testing laboratories handle significant case volumes:
Throughput pressure: processing thousands of samples monthly requires efficient systems.
Accuracy demands: each result potentially affects legal proceedings, employment decisions, or medical care.
Timing requirements: many tests have strict processing timeframes.
Documentation burden: regulatory and legal requirements mandate comprehensive records.
Balancing volume with accuracy requires systematic process control, not heroic individual effort.
Complex Coordination
Testing involves multiple parties across extended workflows:
Clients: organisations or individuals requesting tests.
Donors/subjects: people providing samples or undergoing assessment.
Sample collectors: staff who obtain specimens, potentially at multiple locations.
Laboratory technicians: personnel performing analysis.
Medical review officers: clinicians interpreting certain results.
Result recipients: authorised parties receiving outcomes.
Information must flow accurately between all parties while maintaining appropriate confidentiality and access controls.
Regulatory Requirements
Testing laboratories operate under strict oversight:
Accreditation standards: ISO 17025, UKAS, and other bodies require documented quality systems.
Chain of custody: legal defensibility requires proving sample integrity throughout processing.
Consent documentation: proper authorisation must exist before testing proceeds.
Data protection: personal and medical information requires appropriate handling.
Retention requirements: records must be maintained for defined periods.
Compliance isn't optional. Regulatory violations threaten the organisation's ability to operate.
Case Management for Testing Laboratories
Sample as Case
Each test becomes a case in the management system:
Case creation: when a test is requested, a case captures client details, test requirements, and subject information.
Workflow progression: the case moves through defined stages from request through result delivery.
Documentation accumulation: every document, form, and communication attaches to the case record.
Audit trail: complete history of who did what and when provides defensible records.
This approach handles everything from simple point-of-care screens to complex multi-specimen analyses with the same systematic control.
Test Type Workflows
Different tests require different workflows:
Urine and oral fluid testing: collection appointment, sample acquisition, laboratory analysis, result reporting.
Hair and blood testing: more complex collection procedures, extended analysis times, potentially multiple testing phases.
DNA analysis: consent documentation, sample collection, laboratory processing, potentially family coordination.
Medical assessments: appointment scheduling, examination procedures, documentation, certification.
Case management configures distinct workflows for each test type while maintaining consistent management principles across all.
Chain of Custody Control
Maintaining defensible chain of custody requires:
Specimen identification: unique identifiers linking samples to cases from collection through disposal.
Handling documentation: recording every transfer of custody with timestamps and signatures.
Condition monitoring: tracking storage conditions and processing environments.
Deviation recording: documenting any departures from standard procedures.
Case management enforces chain of custody by requiring documentation at each transfer point. Cases cannot progress without appropriate custody records.
Appointment and Collection Coordination
Scheduling Complexity
Sample collection involves multiple scheduling dimensions:
Subject availability: when can the donor attend?
Collector availability: which qualified collectors are available when and where?
Location options: clinic appointments, on-site collection, mobile collection, or home kit dispatch?
Urgency requirements: is immediate response required, or is flexible scheduling acceptable?
Case management handles scheduling by matching requirements to available resources, confirming appointments with all parties, and managing rescheduling when needed.
Collector Coordination
Sample collectors need comprehensive information:
Appointment details: who, when, where, what test.
Collection procedures: specific requirements for this test type.
Documentation requirements: forms and records to complete.
Subject identification: verification procedures before collection.
Mobile access enables collectors to receive assignments, access requirements, and submit completion documentation from any location.
Collection Documentation
At the point of collection, documentation captures:
Subject identification: verification of identity against provided details.
Consent confirmation: signed acknowledgment of consent to testing.
Sample details: specimen identifiers, collection time, collector identity.
Condition notes: any observations affecting sample validity.
Digital documentation at collection eliminates paper handling delays and creates immediate records in the case file.
Consent and Authorisation Management
Consent Workflows
Testing requires appropriate consent:
Consent capture: obtaining signed authorisation before testing proceeds.
Third-party consent: for minors or those lacking capacity, obtaining appropriate guardian consent.
Consent verification: confirming consent validity before processing.
Consent storage: maintaining consent documentation as part of case records.
Case management enforces consent requirements by blocking progression until consent documentation is complete.
Digital Consent
Modern consent processes can be paperless:
Electronic delivery: consent forms sent via email or SMS.
Digital signing: recipients sign on their devices.
Automatic attachment: signed forms attach to cases immediately.
Reminder automation: follow-up if consent isn't received promptly.
Digital consent accelerates processing while creating clearer records than paper alternatives.
Authorisation for Results
Result delivery requires proper authorisation:
Recipient verification: confirming authorised recipients for each case.
Multi-party scenarios: handling situations with multiple stakeholders (employer, subject, legal representative).
Conditional release: certain results may require review before delivery.
Access controls ensure results reach only authorised parties.
Laboratory Processing
Sample Reception
When samples arrive at the laboratory:
Receipt confirmation: recording sample arrival with condition notes.
Identity verification: matching samples to case records.
Condition assessment: checking sample integrity and acceptability.
Queue management: prioritising processing based on urgency and requirements.
Case management tracks samples from receipt through all laboratory stages.
Analysis Workflows
Laboratory analysis follows defined procedures:
Test assignment: allocating samples to appropriate analysts and equipment.
Method execution: following validated procedures for each test type.
Quality control: incorporating control samples and verification steps.
Result recording: capturing outcomes in structured formats.
Workflow stages ensure complete processing without skipped steps.
Quality Incident Management
When things go wrong, systematic handling is essential:
Incident capture: recording what happened with relevant details.
Severity classification: distinguishing minor deviations from significant issues.
Root cause analysis: understanding why the incident occurred.
Corrective action: implementing measures to prevent recurrence.
Case impact assessment: determining whether related cases are affected.
Quality incident workflows ensure problems are identified, investigated, and resolved systematically.
Result Management
Result Review
Results require appropriate review before release:
Technical review: verifying analytical accuracy and completeness.
Medical review: for certain tests, clinician interpretation of findings.
Authorisation: formal approval for result release.
Workflow stages ensure reviews happen in correct sequence with appropriate reviewers.
Positive and Negative Pathways
Different results require different handling:
Negative/pass results: typically straightforward delivery to authorised recipients.
Positive/fail results: may require additional verification, medical review, or specific communication procedures.
Inconclusive results: requires additional testing or alternative approaches.
Conditional workflow routing handles each scenario appropriately.
Result Delivery
Results reach recipients through appropriate channels:
Portal access: authorised parties view results through secure online access.
Email delivery: encrypted or secure email for certain recipients.
Direct notification: phone calls for urgent or sensitive results.
Integration delivery: automated transmission to client systems.
Case management tracks result delivery with confirmation of receipt.
Multi-Stakeholder Coordination
Client Portal Access
Clients who commission testing need visibility:
Order submission: placing test requests through portal interfaces.
Status tracking: monitoring case progression through workflow stages.
Result access: viewing results when available and authorised.
Reporting: aggregate views of testing activity and outcomes.
Portal access reduces enquiry calls while improving client service.
Subject Communication
Test subjects receive appropriate communication:
Appointment notifications: confirmation of collection arrangements.
Preparation instructions: what to do before collection.
Result notification: advising when results are available.
Follow-up coordination: arranging additional steps when needed.
Automated communication ensures consistent, timely information delivery.
Sample Collector Interface
Collectors access what they need:
Assignment notification: alerts when new collections are assigned.
Collection details: complete information for each appointment.
Documentation submission: uploading completed forms and paperwork.
Issue reporting: flagging problems requiring attention.
Mobile-optimised interfaces suit field-based collection work.
Compliance and Accreditation
Document Control
Accreditation requires document management:
Controlled documents: maintaining approved versions of procedures and forms.
Document history: tracking changes and approvals over time.
Training records: documenting staff competency with current procedures.
Audit readiness: having required documentation available for inspection.
Case management maintains document control as part of normal operations.
Quality Metrics
Quality systems require measurement:
Turnaround times: are tests completed within target timeframes?
Error rates: how often do quality incidents occur?
Rejection rates: how many samples fail acceptance criteria?
Complaint handling: how are client concerns addressed?
Dashboard reporting provides real-time quality visibility.
Audit Support
Regular audits assess compliance:
Evidence availability: can required records be located promptly?
Traceability: can processes be followed from request through result?
Deviation handling: are non-conformances properly managed?
Continuous improvement: is the system demonstrably improving?
Case management creates the documentation foundation that audit success requires.
Integration Considerations
Laboratory Information Systems
Testing laboratories may have specialist systems:
LIMS integration: connecting case management to laboratory information management systems.
Instrument interfaces: receiving results directly from analytical equipment.
Reporting systems: feeding data to external reporting platforms.
Integration eliminates duplicate entry while ensuring data consistency.
Client System Connections
Large clients may require system integration:
Order receipt: accepting test requests from client systems.
Result delivery: transmitting results directly to client platforms.
Status updates: providing real-time progression visibility.
API capabilities enable flexible integration with diverse client requirements.
Implementation Approach
Workflow Mapping
Successful implementation requires understanding current processes:
Document existing workflows: how do tests actually flow today?
Identify variations: what differences exist between test types?
Find gaps: where do current processes fail?
Design improvements: how should processes work with system support?
Accurate workflow mapping ensures the system matches operational reality.
Phased Deployment
Laboratory transitions benefit from staged approaches:
Pilot test types: start with selected test categories.
Parallel operation: run new and old systems together initially.
Progressive migration: move additional test types as confidence grows.
Full transition: complete migration once systems are proven.
Phased deployment reduces risk while building organisational capability.
Training and Change
People make systems work:
Role-based training: different training for collectors, analysts, and administrators.
Procedure integration: embedding system use into standard operating procedures.
Competency verification: confirming staff can use systems correctly.
Ongoing support: helping staff as questions and issues arise.
Technology implementation succeeds when people are properly prepared.
Ready to systematise your testing operations?
SwiftCase helps testing laboratories maintain chain of custody, coordinate sample collection, and ensure quality control across high-volume operations. Workflow automation keeps every test on track.