How do I delegate result filing?

This video guides on how admin staff can start filing more pathology results. The video explains the process, handling urgent cases, and when not to file certain results.

Or if you prefer a step-by-step guide:

Step by step guide to delegating filing of bloods

1. Familiarise with Filing Protocols

• Obtain the Filing Crib Sheet: Ensure you have the pathology filing crib sheet, which provides guidance on what results admin staff can file. It includes a list of conditions under which results can be filed as “normal” or “satisfactory.”

2. Review Incoming Results

• Access Results Inbox: Navigate to the pathology results section in your system to view incoming results. 
• Check Results Status: Review the status of each result to determine the required action.

3. File Simple Results

• Normal Results: For results like serum magnesium levels that are within normal ranges, follow the crib sheet instructions. Mark these results as “satisfactory” with “no action” and add any necessary comments if required.
• Use the Protocol: If you encounter results that are straightforward and within normal limits, file them according to the predefined protocol.

4. Handle More Complex Results

• Detailed Review: For more complex results such as bowel cancer screening or eGFR (estimated Glomerular Filtration Rate), follow the protocol to review and file appropriately.
• Check Protocol Guidance: Look for guidance specific to these results, indicated by three stars. These can be accessed manually or set up to be configured for specific staff roles.

5. Use Protocol Guidance for Specific Tests

• Identify and File Based on Protocol: Utilise protocol guidance to decide how to file results. Always file the battery not the entire report. For example, for Urea and electrolytes, review the eGFR and decide if any action is required.
• Follow Automated Instructions: The system might prompt you with automated instructions based on predefined criteria.

6. Manage Results with Issues

• Review Hidden Results: If some results are already filed or hidden, review them to understand how they were processed and whether any actions were missed.
• Check Existing Filings: Confirm the filing status of results by viewing who processed them and when.

7. Handle Unusual or Ambiguous Results

• Assess Complex Cases: For results like eGFR or kidney failure risk equations that may not provide clear results, rely on the system’s calculation or guidance. 
• Do Not File if Unsure: For results where guidance indicates “Do not file” due to significant drops or other concerns, leave these results for further clinical review.

8. Use System Features Efficiently

• Access Protocols and Templates: Use system features such as icons or test tube images to access protocol and guidance for filing. This can help clarify how to handle specific results if you have forgotten what the preset to file the result as. 
• Leverage Preset Messages: Use preset messages, copied from the protocol for audit purposes or when required, which explain the action taken or the result status.

9. Handle Results with Urgent Actions

• Immediate Attention Needed: For results requiring urgent attention, such as high or abnormal values, ensure they are flagged for immediate review or action. The system should guide you to handle these results promptly.

10. Document and Save Actions

• Complete Documentation: Save all filed results which documents actions taken in the system. Ensure that all steps are recorded properly to maintain accurate records.
• Review and Confirm: Double-check the documentation to ensure accuracy and completeness before finalising.

11. Continuous Improvement and Feedback

• Monitor Filing Process: Regularly review and monitor the filing process to ensure that it aligns with practice protocols.
• Provide Feedback: Offer feedback on the filing system or protocols to improve efficiency and address any issues or ambiguities.

12. Contact for Support

• Seek Help if Needed: If you encounter difficulties or have questions about filing protocols, contact support or system administrators for assistance.