Table 6: Recommendations for laboratory and pathology result tracking and notification

· Specify what data are to be labeled and tracked during specimen processing and delivery, and result review and notification

- Name of ordering physician

- Patient name and identifier

- Type of test

- Date test is scheduled

- Date test is conducted

- Facility that conducts the test

- Date results are reviewed

- Name of result reviewer

- Patient notification date

· Establish clear protocol of when and how results are logged, filed, reviewed and communicated to patients

· Document each step of laboratory/pathology specimen tracking and notificationàreview on a regular basis for mishaps or discrepancies

- Paper log book, filing systems for patient charts or laboratory/pathology order forms, or computer system

- Multiple checks and balances (e.g., separate documentation procedures for patient chart and organization’s tracking system; automated reminders for biopsy orders that require follow-up)

· Explain (orally and with written material e.g., flow charts) and ensure patient understanding of result notification process

- When to expect results

- How results will be communicated e.g., by letter, fax, phone call, automated telecommunications system, or follow-up appointment

- Encourage patients to call if they haven’t heard anything by a certain date)

· Ensure patients complete and sign the HIPAA form indicating their contact preferences

· Notify patients of positive and negative results

- Employ more urgent communication methods e.g., immediate phone call from physician for critical or complicated results

· Ensure that no results are filed without reviewer initials and patient notification

· Mechanism to ensure that patients are tracked until the positive finding is treated or the patient refuses treatment

- Staff are alerted to patients who fail to keep their follow-up appointments when results need to be delivered or findings need to be treated

Data from Arnold [55], and Kentucky Medical Association Patient Safety Task Force [56].