QUALIFIED SPECIMEN SERVICES TECHNICIAN

SPECIMEN SERVICES PRACTICAL LOGBOOK 2012

Copyright Notice All rights reserved; no part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise without the prior permission of The New Zealand Institute of Medical Laboratory Science, PO Box 505, Rangiora, New Zealand 7440.

Specimen Services Logbook 2012

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Logbook Tasks

Assessment 1 Assessment 2 Assessment 3 Assessment 4 Assessment 5 Assessment 6 Assessment 7 Assessment 8

Receipt of Blood Specimens Receipt of Non-Blood Specimens Electronic Test Registration Centrifuge Aliquot Management Storage and Transportation Safety Safety Quality

Each assessment must be completed within the year the candidate sits the written examination.

Instruction for the Use of this Logbook

1. 2. 3. 4.

It is recommended that more than one assessor be used (if possible) to avoid bias. Standard Operating Procedures (SOPs) must be followed at all times. Unless otherwise stated all assessment criteria MUST be met. The comment box on the assessment pages for criteria that are not met is to assist the candidate to meet the criteria on their next attempt.

If a procedure or piece of equipment is not routinely performed or used in the candidates department every effort should be made for the candidate to view and attempt the procedure in another laboratory, a note to the effect that the candidate has viewed and understood should then be clearly stated in the logbook. In order to give candidates sufficient time to retrain and practise tasks that require reassessment it is recommended that the re-sitting of tasks be undertaken at least 1 week post the initial assessment.
The successful completion of Assessments 1 8 is a prerequisite to sitting the written examination.

5.

6.

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Criteria for Assessment

The assessment of the students performance will be based on the following criteria: Application: Accuracy: Efficiency: Consistency: Quality: understanding of the theory and limitations behind the procedure. ability to perform tasks as per Standard Operating Procedures (SOPs). ability work accurately within an acceptable time frame. ability to obtain expected (or predetermined) results consistently. ability to fulfil the Quality Assurance requirements for all procedures.

Conditions of Assessment
To meet the level of competence required, the student must be able to demonstrate that he or she is able to: 1. 2. 3. 4. Apply theoretical knowledge of a procedure. Complete the listed tasks without direct supervision as they apply to your laboratory under standard working conditions. Refer erroneous or abnormal results to a laboratory scientist. Adhere to a culturally sensitive practice.

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Certification of Completed Logbook

Candidate Name.. Laboratory Laboratory Address.. .. Supervisors Name Number of Assessors.. Length of time in Specimen Services (Hours). Predicted Completion Date of 4000 hours Specimen Services Date.

Departmental Manager / Supervisor or Equivalent The Departmental Manager / Supervisor or equivalent must be a Medical Laboratory Scientist or other approved person (example Pathologist) with a current Annual Practising Certificate. I certify that the above candidate has successfully completed the Specimen Services Practical Logbook and required length of service. Print name: MLSB Registration No: Signature: Date: ...

Post to NZIMLS Executive Office at least two weeks before the examination date. NZIMLS Executive Office PO Box 505 Rangiora 7440 Entry to the written examination may be denied if this certificate is not received by the due date.

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List of Assessors
Please ensure that all the assessor signatures/initials that appear in this document are identified below along with their MLSB APC number where applicable:

Name (print)

Title

Signature

1.

2.

3.

4.

5.

6.

7.

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Assessment 1:

Receipt of Blood Specimens

Name of Candidate: .... Name of Assessor/s: ...................... The Assessor is to observe the Candidate and tick as the practical skills and behaviours are demonstrated. Insert comment/s where criteria are not met. Competencies Health & Safety Demonstrates knowledge of appropriate PPE Follows the documented procedure for handling blood spills and contaminated request forms/ specimens. Documentation Follows the documented procedure for acknowledgment of the receipt of specimens. Follows the documented procedure for laboratory numbering system/bar-coding. Checks that the minimum labelling requirements are met according to approved procedure. Checks to ensure that the relevant information is on the request form. Checks that specific Blood Bank specimen and request form requirements are met. Follows the documented procedure for handling of unlabelled /mislabelled and inadequately labelled specimens. Follows the documented procedure for contacting the appropriate person(s) for a recollection of specimen(s). Triage Identifies priority requests requiring immediate attention. Comments Assessor Initials

Meets laboratory TAT / KPIs

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Handling and Transport Checks handling and transportation requirements have been met. Special handling requirements

Time dependent Light sensitive tests Temperature control 37C, 4C, Frozen, Room temperature

Follows the documented procedure for sharing/splitting specimen between sections/departments. Sample Suitability Checks that the correct specimen/blood tube has been received for the test ordered. Checks the correct blood/additive ratio and minimum volumes of specimens.

Criteria and Conditions of Assessment Met Observed: Receipt of Blood Specimens Date: Assessors Signature:

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Assessment 2:

Receipt of Non-Blood Specimens

Name of Candidate: .... Name of Assessor/s: ...................... The Assessor is to observe the Candidate and tick as the practical skills and behaviours are demonstrated. Insert comment/s where criteria are not met. Competencies Health & Safety Demonstrates knowledge of appropriate PPE. Identifies and follows documented procedure for potentially highly infectious samples. Follows the documented procedure for handling specimen spills and contaminated request forms/ specimens. Documentation Follows the documented procedure for acknowledgment of the receipt of specimens. Follows the documented procedure for laboratory numbering system/bar-coding. Checks that the minimum labelling requirements are met according to approved procedure. Checks to ensure that the relevant information is on the request form. Follows the documented procedure for handling of unlabelled /mislabelled and inadequately labelled specimens. Follows the documented procedure for contacting the appropriate person(s) for a recollection of specimen(s). Comments Assessor Initials

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Triage Identifies priority requests requiring immediate attention.

Meeting laboratory TAT / KPIs

Handling and Transport Checks handling and transportation requirements have been met. Follows the documented procedure for sharing/splitting specimen between sections/departments. Sample Suitability Checks that the correct specimen has been received for the test ordered. Checks the minimum volume of specimen has been collected.

Criteria and Conditions of Assessment Met Observed: Receipt of Non-Blood Specimens Date: Assessors Signature:

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Assessment 3:

Electronic Test Registration

Name of Candidate: .... Name of Assessor/s: ...................... The Assessor is to observe the Candidate and tick as the practical skills and behaviours are demonstrated. Insert comment/s where criteria are not met. Competencies Performs computer and registration programme log on procedure. Enters patient information according to documented procedure. Enters requesting doctor, location and any copy to doctor/locations. Enters time and date of collection, specimen arrival and registration time. Ensures a unique laboratory number (barcode number) is generated and entered as per laboratory protocol. Enters specific details according to laboratory procedure e.g. fasting status, pregnancy, urgency, reference number. Enters test codes/ profiles as per laboratory procedure. Comments Assessor Initials

Recognises common test abbreviations Recognises common clinical conditions and abbreviations

Enters clinical details as per laboratory procedure.

Checks all information entered matches request form details. Special circumstances

Performs patient registration using a coded identity Follows the organisations policy on identifying patient aliases

Handling difficult to read forms as per laboratory procedure. Identifies suitability of specimens for test-adds.

Criteria and Conditions of Assessment Met Observed: Electronic Test Registration Date: Assessors Signature:

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Assessment 4:

Centrifuge

Name of Candidate: .... Name of Assessor/s: ...................... The Assessor is to observe the Candidate and tick as the practical skills and behaviours are demonstrated. Insert comment/s where criteria are not met. Competencies Operation Performs operational checks on the centrifuge. Comments Assessor Initials

Temperature, time, speed, g force (rcf)

Is able to adjust centrifuge g force (rcf) for various test requirements. Is able to demonstrate correct balancing of centrifuge. Operates equipment in an approved manner. Recognises safe and unsafe working state of equipment. Can demonstrate the procedure to follow if a tube breakage occurs. Performs centrifuge preventative maintenance. Can demonstrate the procedure to follow if an instrumentation breakdown occurs. Demonstrates accurate record keeping. Samples and Centrifugation Demonstrates knowledge of holding time requirements before centrifugation. Ensures centrifuge temperature, speed and time appropriate for the sample type and tests.

Criteria and Conditions of Assessment Met Observed: Centrifuge Date: Assessors Signature:

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Assessment 5:

Aliquot Management

Name of Candidate: .... Name of Assessor/s: ...................... The Assessor is to observe the Candidate and tick as the practical skills and behaviours are demonstrated. Insert comment/s where criteria are not met. Competencies Demonstrates knowledge of appropriate PPE and safety precautions. Follows correct decapping and aliquoting process to maintain specimen integrity. Chooses appropriate secondary sample container. Follows process for labelling of secondary tubes for aliquoting. Follows process for identification of various sample aliquot types e.g. plasma, serum, and urine. Demonstrates aseptic technique for required tests. Demonstrates quality check of aliquots: Volume, Bubbles, Haemolysis, and Lipaemia. Demonstrates audit trail of aliquoted samples. Comments Assessor Initials

Criteria and Conditions of Assessment Met Observed: Aliquot Management Date: Assessors Signature:

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Assessment 6:

Storage and Transportation

Name of Candidate: .... Name of Assessor/s: ...................... The Assessor is to observe the Candidate and tick as the practical skills and behaviours are demonstrated. Insert comment/s where criteria are not met. Competencies Follows documented procedure for correct storage conditions for all specimens and tests. Follows documented procedure for correct transport conditions for all specimens and tests. Follows documented procedure for sending frozen specimens to referral laboratories. Demonstrates knowledge of correct procedure for packaging referred work. Comments Assessor Initials

Complies with Land Transport Regulations Complies with IATA regulations Compiles with Postal regulations

Selects appropriate packaging for all referred specimens and tests. Prepares documentation according to laboratory protocols for referred work. Performs documented procedure for acknowledging work received from referral laboratories.

Criteria and Conditions of Assessment Met Observed: Storage and Transportation Date: Assessors Signature:

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Assessment 7:

Safety

Name of Candidate: .... Name of Assessor/s: ...................... The Assessor is to observe the Candidate and tick as the practical skills and behaviours are demonstrated. Insert comment/s where criteria are not met. Competencies Takes responsibility for personal safety. Uses appropriate personal protective equipment (PPE). Observes laboratory safety requirements. Identifies hazards in the workplace and protects self and others. Prepares and uses appropriate agent(s) for cleaning and disinfection. Follows laboratory procedure for handling of chemicals e.g. acid. Takes correct action when chemical spills occur. Follows laboratory procedures for the disposal of waste/contaminated material. Takes correct action when spillages of blood and other biological fluids occur. Demonstrates use of laboratory incident reporting system. Follows documented procedure for handling Blood and Body Fluid accidents. Demonstrates knowledge of fire procedure. Demonstrates knowledge of organisational emergency response plans. Comments Assessor Initials

Criteria and Conditions of Assessment Met Observed: Safety Date: Assessors Signature:

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Assessment 8:

Quality

Name of Candidate: .... Name of Assessor/s: ...................... The Assessor is to observe the Candidate and tick as the practical skills and behaviours are demonstrated. Insert comment/s where criteria are not met. Competencies Discuss the latest ISO 15189 standard in relation to specimen services. Demonstrate an audit trail of a sample through specimen reception. Follows documented procedures for record retention and storage. Provide current signed competency / training records. Following laboratory procedures, takes responsibility for completing a log for the monitoring and maintenance of a fridge and/or freezer for the period of at least 3 weeks. Following laboratory procedures, take responsibility for completing a log for the monitoring and maintenance of a centrifuge for the period of at least 3 weeks. Follows laboratory telephone protocols including the knowledge of the limitations of scope or practice. Comments Assessor Initials

Confidentiality policy Release of results Response to general enquiries

Criteria and Conditions of Assessment Met Observed: Quality Date: Assessors Signature:

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