Laboratory testing plays a critical role in Veteran care, but there is a complex process behind every specimen that moves from a collection site to the laboratory. Knowing where that specimen is, who handled it, when it was transported, and whether it remained within appropriate conditions can be essential to laboratory operations and patient safety.
DSS is bringing greater visibility to that process with Order Tracking Manager (OTM) Lab Specimen Tracking, a new capability within OTM Lab that digitally tracks specimens from collection through transport and receipt at the laboratory.
For many laboratory teams, managing specimen transport can involve highly manual processes. Specimens may be gathered in a staging area and scanned into an Excel spreadsheet before transport. The spreadsheet is printed and placed inside the container as a packing list, and staff at the receiving laboratory scan the vials again and compare them against the spreadsheet.
The process gets specimens from one location to another, but it can leave gaps in visibility. If a specimen is delayed, a container seal is broken, or another issue occurs during transport; staff may have limited information to determine what happened and when.
OTM Lab Specimen Tracking replaces that manual process with an electronic chain of custody.
Specimen Tracking follows each sample from collection through transport and receipt at the laboratory. Each specimen receives a unique identifier, and staff scan vials into designated containers while documenting information such as STAT status, handling requirements, and other notes.
The system also tracks the container, including temperatures, pickup and delivery times, and who handles it at each step. At the receiving laboratory, staff scan specimens as they arrive, creating a digital chain of custody throughout the process.
Supervisors can quickly see whether a specimen has been collected, is in transit, or has been received, providing greater visibility without relying on phone calls or paperwork.
That visibility becomes especially important when something goes wrong. In one instance, specimens arrived at a laboratory too warm and had to be redrawn. Tracking timestamps and temperatures throughout transport can help laboratory teams identify where problems occurred.
OTM Lab Specimen Tracking also tracks transport containers, including where and when they are placed for pickup and when they are received, helping reduce uncertainty when containers go missing.
The digital chain of custody also supports reporting and audit requirements by documenting specimen movement, transport status, receipt of information, issues, and comments throughout the process.
Veterans may never see the technology tracking their specimens, but they depend on the process working correctly. Laboratory results can influence diagnoses, treatment decisions, and procedures, making visibility into specimen status important to timely care.
OTM Lab Specimen Tracking supports VA's High Reliability Organization journey by creating more standardized, visible workflows that can help reduce opportunities for error and strengthen patient safety. The application also includes controls designed to guide users through transport and receiving workflows and reduce potential scanning mistakes.
Modernizing laboratory operations also means improving the processes surrounding the test. OTM Lab Specimen Tracking creates a digital chain of custody from collection through laboratory receipt, giving VA teams greater visibility into specimen movement and accountability at each handoff.
For Veterans, a more reliable specimen workflow can help ensure samples reach the right place under the right conditions, supporting patient safety and reducing unnecessary delays in care.
Contact DSS today to learn more about how OTM Lab Specimen Tracking can help modernize laboratory workflows, strengthen chain of custody, and support safe, reliable care for Veterans. Subscribe to our blog page to stay informed of the stories that matter to you.