Cambridge laboratory confronts complex workflow challenges in sample tracking and report management

In this case study, we explore the transformation of a Cambridge-based contract clinical pathology laboratory that was grappling with significant workflow challenges. The laboratory's existing system for tracking and processing samples, managing pathology reports, dispatching reports to clients, and handling invoice processing was a cumbersome mix of home-grown systems, manual processes, and duplicate data entry into Sage. These inefficiencies not only slowed down operations but also increased the risk of errors, making it clear that a more robust and streamlined solution was needed.

Initial Challenge

The clinical pathology laboratory faced several critical issues that hindered their operational efficiency. The reliance on manual processes led to significant paper handling, which was both time-consuming and prone to error. Additionally, the need for duplicate data entry into multiple systems, particularly Sage, not only wasted valuable time but also introduced the possibility of inconsistencies and inaccuracies in record-keeping. The laboratory required a custom software solution that could automate these workflow processes, thereby improving efficiency, accuracy, and overall productivity.

Specifically, the challenges included:

• Manual Tracking and Processing of Samples: The existing system relied heavily on manual input, which was slow and error-prone.
• Management of Pathology Reports: Producing accurate and timely pathology reports was a labor-intensive process, with significant room for human error.
• Dispatch of Reports and Invoice Processing: The manual handling of report dispatch and invoice generation was inefficient, delaying client communication and billing.

Process

To address these challenges, our team undertook the development of a bespoke software solution tailored to the laboratory's specific needs. The first step involved a thorough analysis of the existing workflow processes, identifying pain points, and understanding the laboratory's operational goals. This collaborative approach ensured that the solution we developed was aligned with the laboratory’s unique requirements.

The custom software solution we delivered provided end-to-end automation of the laboratory's workflow processes. Key features of the solution included:

• Automated Sample Tracking and Processing: As samples arrived at the laboratory, they were automatically logged and tracked through the system, reducing the need for manual intervention.
• Pathology Report Management: The software streamlined the creation of pathology reports, ensuring that they were produced accurately and efficiently.
• Automated Report Dispatch: Upon completion, reports were automatically emailed to clients, significantly reducing the time taken to deliver results.
• Integrated Invoice Processing: The solution seamlessly recorded job costs and uploaded them to Sage for billing, eliminating the need for duplicate data entry and reducing the risk of errors.

The software was developed using modern methodologies and technologies, ensuring that it was not only reliable and scalable but also easy to maintain and adapt to future needs. Throughout the development process, we maintained close communication with the laboratory’s team, making adjustments as necessary to ensure the final product met their expectations.

Impact and Result

The implementation of the custom software solution had a profound impact on the laboratory's operations. The automation of key workflow processes led to a significant reduction in manual tasks, paper handling, and the need for duplicate data entry, which in turn improved the throughput of the organisation.

Some of the most notable outcomes included:

• Increased Efficiency: By automating sample tracking, report management, and invoice processing, the laboratory was able to operate more efficiently, freeing up staff to focus on more critical tasks.
• Improved Accuracy: The risk of errors, both in data entry and report production, was greatly reduced, leading to more accurate and reliable pathology reports.
• Enhanced Customer Service: The automated dispatch of reports and faster invoice processing improved the laboratory’s communication with clients, resulting in better customer satisfaction.
• Scalability and Reliability: The new system provided a platform that could easily scale with the laboratory's growth, ensuring that they could continue to meet the demands of their clients without compromising on quality or efficiency.

Overall, the custom software solution we developed transformed the laboratory's operations, providing a scalable, reliable, and easy-to-maintain platform for managing their workflow processes. This enabled the laboratory to continue delivering high-quality clinical pathology services to their clients, with improved efficiency, accuracy, and customer satisfaction.