A streamlined specimen collection process is a key part of any hospital’s workflow. Even small inefficiencies or errors can lead to delays, compromised specimen integrity, or the need for recollection, ultimately affecting patient care and operational efficiency.
While barcode specimen collection helps reduce these risks by standardizing workflows and minimizing manual processes, the value of these systems extends beyond the point of collection. Reporting and analytics play a key role in helping healthcare organizations understand how specimen collection workflows are being performed across their teams.
With the right insights, lab managers and clinical leads can identify trends, monitor compliance, and uncover opportunities for improvement. Below, you’ll find three reports that can be used in your specimen collection process that help you better understand and optimize your collection process.
1. Detailed Activity by User
One of the most useful ways to understand how a specimen collection workflow is functioning is by examining the activities performed by individual caregivers. This report type provides a comprehensive view of caregiver sessions and activity details within a specified date and time interval.
A Detailed Activity by User report captures important information about user interactions with the system, allowing supervisors and administrators to review how phlebotomists are engaging with the specimen collection workflow. By reviewing these activity logs, team leaders can:
- Monitor caregiver sessions and overall system usage
- Understand how long collection tasks take
- Identify workflow bottlenecks or unusual activity patterns
- Provide targeted coaching or training where necessary
Ultimately, the Detailed Activity by User report type provides transparency into daily operations, enabling healthcare organizations to ensure that workflows are being followed consistently and efficiently.
2. Incorrect or Incomplete Collection Events
Even with a structured workflow in place, deviations can occur. Whether due to distractions, unfamiliarity with the system, or attempts to bypass steps, these deviations can introduce risk into the specimen collection process.
A report that captures incorrect and incomplete collection activity highlights situations by listing the time between the scan of a patient’s armband and the scan of a labeled specimen or documentation of a not drawn reason. By analyzing this data, organizations can detect patterns such as:
- Delays between patient identification and specimen scanning
- Missed or skipped workflow steps
- Instances where expected documentation is incomplete
- Potential workarounds that bypass established safety protocols
This level of visibility is essential for maintaining patient safety and regulatory compliance. When workflow deviations are identified early, leaders can address them proactively through additional training, process refinement, or system configuration adjustments.
Rather than relying on anecdotal observations, this report type provides concrete data that helps teams reinforce best practices and maintain consistent adherence to specimen collection protocols.
3. Specimens with ‘Not Drawn’ Reasons
Not every ordered specimen can be collected successfully during the first attempt. There are many valid reasons why a specimen may not be drawn, including patient refusal, difficult venous access, patient unavailability, or clinical circumstances that prevent collection.
A ‘Not Drawn’ Reason Report provides visibility into these events by listing specimens for which a not drawn reason was entered within a specified date range.
This report type serves several important purposes. First, it allows laboratory and nursing leadership to better understand the frequency and causes of unsuccessful collection attempts. By analyzing these trends, organizations can determine whether certain units, shifts, or patient populations are experiencing higher rates of non-draw events.
Second, this report helps validate that caregivers are properly documenting why a specimen was not collected. Accurate documentation ensures that laboratory teams and ordering providers have the information they need to determine next steps, such as rescheduling a draw or canceling the order.
Finally, tracking the reasons why specimens are not collected can reveal operational insights. For example, a high number of “patient unavailable” entries may indicate coordination challenges between clinical staff and phlebotomy teams. Similarly, repeated entries for difficult access might highlight the need for specialized collection resources.
By capturing and analyzing this information, organizations can better understand the circumstances surrounding unsuccessful collections and develop strategies to reduce their occurrence.
Turning Data into Actionable Insight
Barcode specimen collection technology helps reduce errors and improve efficiency at the bedside, but its impact is even greater when organizations leverage the healthcare data generated by these systems. Reporting capabilities within solutions like MobiLab® provide healthcare leaders with the visibility they need to continuously monitor and improve their workflows.
As healthcare organizations continue to prioritize patient safety and operational efficiency, having the right reporting tools in place is essential. With the reporting capabilities built into MobiLab, teams gain the visibility they need to monitor performance, reinforce best practices, and continuously improve the specimen collection workflow.