Project Overview

Northlake Community Hospital experienced repeated specimen identification
issues within its laboratory workflow. Manual verification processes,
paper requisitions, and inconsistent specimen tracking created patient
safety risks, delayed laboratory results, and operational inefficiencies.

The goal of this project was to analyse the current process,
identify root causes, define requirements, and recommend a safer,
barcode-enabled specimen verification and tracking solution.

Business Problem

• 52 specimen identification exceptions recorded within 90 days
• 23 laboratory results delayed by more than 60 minutes
• 11 repeat collections per month
• 2 wrong-patient near misses
• 18 patient complaints related to delays and recollection
• 25 minutes of staff rework required per exception

These issues created patient safety concerns, increased operational costs,
and reduced confidence in laboratory workflows.

Project Objectives

• Reduce specimen identification errors
• Improve patient safety
• Reduce repeat specimen collections
• Improve laboratory turnaround times
• Reduce staff rework
• Create a reliable audit trail
• Improve compliance and traceability

Stakeholder Analysis

Current State (AS-IS)

The existing process relied on printed labels, paper requisitions,
manual confirmation checks, and inconsistent specimen verification.

1. Clinician orders laboratory test
2. Nurse or phlebotomist identifies patient manually
3. Specimen collected
4. Label attached manually
5. Specimen transported to laboratory
6. Laboratory staff verify specimen manually
7. Mismatches require investigation and rework

Future State (TO-BE)

The proposed workflow introduces barcode verification and digital tracking
at every critical stage.

1. Clinician places digital lab order
2. Patient wristband scanned
3. Specimen tube scanned
4. System verifies correct patient-to-order match
5. Transport scan creates chain-of-custody record
6. Laboratory receipt scan confirms arrival
7. Matched specimens auto-accessioned into LIS

Gap Analysis

Requirements Analysis

Key Functional Requirements

• Patient wristband barcode scanning
• Specimen tube barcode scanning
• Order-to-specimen matching
• Automated mismatch alerts
• Exception logging
• Chain-of-custody tracking
• Auto-accessioning into the laboratory system

Key Non-Functional Requirements

• 99.5% matching accuracy
• 2-second verification response time
• 99% system uptime
• PHIPA compliance
• HL7/FHIR interoperability capability

Recommended Solution

Implement a barcode-enabled specimen tracking pilot that verifies
patient identity and specimen information at collection and laboratory
receipt. The solution provides automated matching, exception handling,
auditability, and end-to-end traceability.

Business Case Summary

• Recommended Option: Barcode Tracking Pilot
• Estimated Cost: CAD 18,500
• Timeline: 12 Weeks
• Estimated Annual Benefit: CAD 7,332
• Improved patient safety and workflow efficiency

Project Delivery Approach (SDLC)

1. Planning
2. Requirements Analysis
3. Solution Design
4. Configuration & Development
5. User Acceptance Testing
6. Deployment
7. Maintenance & KPI Monitoring

Expected Benefits

• Reduced specimen identification errors
• Reduced patient safety risk
• Reduced repeat collections
• Improved laboratory turnaround times
• Reduced staff rework
• Improved patient experience
• Strengthened audit trail and compliance

Business Analysis Techniques Used

• Stakeholder Analysis
• AS-IS Process Mapping
• TO-BE Process Design
• Gap Analysis
• Requirements Engineering
• Business Case Development
• SDLC Planning
• Risk Analysis
• KPI Definition