Process Mapping

1. Process Mapping to Accompany Module 2

2. The Process Map Who is Responsible? What Procedures are Needed? What are the Potential Errors? What are the Quality Indicators? Order placed Patient presents to lab Requisition completed and reviewed Specimen type determined Specimen collected Specimen logged Specimen accepted or rejected • Specimen assigned as requested • Routine QC checks • Specimen analyzed • Test results analyzed • Test results recorded • Test results reported • Documents and records filed

3. Use of Process Mapping to Resolve Laboratory Errors Tracking the steps of a process can be effective in determining cause of errors and help to resolve them.

4. Mapping the Process

5. Objectives After completing this activity, you will be able to: • Identify variables included in Pre-Analytical, Analytical, and Post-Analytical processes. • Organize processes to enhance detection of errors within the laboratory. • Correlate this module with QA/QC applications. • Explain how Process Mapping can be used to resolve problems with quality assurance as quality indicators show. • Demonstrate the use of Process Mapping in the laboratory to your lab staff at a Staff Meeting.

6. Process Map • Visually depicts the sequence of events to produce an outcome • May contain information such as cycle time, inventory, and equipment information • Structure + Processes = Outcome

7. The Laboratory Processes • Processes within a quality system are well defined and assure work is performed the same way each time • Success of a quality system is dependent on processes that: • Make errors difficult to commit • Make errors visible if committed • Absorb errors that are committed

8. Process Design • Design good processes to meet customer needs • Eliminate steps that do not add value to the customer • Arrange equipment and supplies close to staff to eliminate time in motion

9. Process Standardization • Standard Work • Processes must be standardized to create standard work – one way of doing things! • Performed the same way each time • Process standardization is achieved through well-written standard operating procedures and guidelines • Hold staff accountable for following SOPs

10. Laboratory Workflow Process Post-Analytic Processes Pre-Analytic Processes Analytic Processes • Test ordering • Specimen collection • Specimen transport • Specimen receipt and processing • Testing • Results review & follow-up • Interpretation • Result reporting & archiving • Specimen management & follow-up

11. Laboratory Processes • Path of lab activities that originate with the physician’s order and end with the lab result. • These lab activities must be based upon quality processes. • DISCUSSION: Describe the steps in your laboratory • Pre-analytical Analytical Post-analytical

12. Pre-AnalyticalProcesses /Variables Physician order Order for collection received by laboratory Specimen Collected and labeled Requisition follows specimen Test order added to test list / log Specimen delivered and processed Analytical

13. AnalyticalProcesses /Variables Glucose Lab Procedure Supply check QC Instrument check Test Analysis Reject Result Accept

14. Post-AnalyticalProcesses /Variables Critical Result Staff notification Record Result Report Result Maintain Documents and Records

15. Activity:Create a Process Map Purpose: • Mapping a process (all steps from the beginning to the end of an activity) is a tool that allows analysis and optimization of workflow and service delivery. • In this activity, you will work in groups to map a process that your lab could improve on.

16. Process Mapping:Key Messages • Mapping and analyzing processes are useful management tools. They provide an organized method of improving flow and evaluating issues that arise in the laboratory. • Any process may be mapped, not just specimen flow. • The Job Aid: Tips for Using Process Mapping, presents valuable guidance for using the process mapping tool to jumpstart improvement upon returning to individual laboratories. • The use of standardized procedures prevents variation in the system; thereby avoiding many pitfalls.

17. Process Map

18. Summary After completing this module and the associated activity, participants can: • Identify variables included in Pre-Analytical, Analytical, and Post-Analytical processes • Organize processes to enhance detection of errors within the laboratory • Correlate this module with QA/QC applications