What should be included in a sample agenda for a laboratory (lab) management review?

Sample Agenda for Laboratory Management Review

A comprehensive laboratory management review agenda should include quality assurance monitoring, performance evaluation, error analysis, and process improvement components to ensure optimal laboratory operations and patient outcomes.

Pre-Review Preparation

• Compile relevant quality indicators and performance metrics from the previous review period 1
• Gather documentation of any non-conforming events, errors, or incidents 1
• Collect feedback from laboratory users (clinicians, nurses, other departments) 1
• Prepare summary reports of proficiency testing and external quality assessment results 1

Opening Items

• Introduction and attendance 1
• Review of previous meeting minutes and action items 2
• Overview of laboratory performance since last review 1

Quality Management System Review

• Assessment of pre-analytical processes:

  • Specimen collection, handling, transportation, and storage protocols 1
  • Sample rejection rates and reasons 1
  • Documentation of test requests and requisition forms 1

• Evaluation of analytical processes:

  • Instrument performance and maintenance records 1
  • Quality control data and trends 1
  • Calibration verification results 1
  • Method validation and verification activities 1

• Review of post-analytical processes:

  • Timeliness of reporting results 1
  • Critical value notification compliance 1
  • Report format and clarity assessment 1
  • Test result storage and retrieval systems 1

Personnel and Training

• Staff competency assessment results 1
• Training needs identification 1
• Continuing education activities 1
• Personnel safety incidents and compliance with safety protocols 1

Quality Assurance Activities

• Proficiency testing/external quality assessment performance 1
• Internal quality control performance 1
• Corrective and preventive actions (CAPA) review 1
• Document control system effectiveness 1

Resource Management

• Equipment performance and maintenance 1
• Inventory management and supply chain issues 1
• Budget review and resource allocation 3
• Information system performance and needs 1

Risk Management

• Identification of potential errors and risks 4
• Root cause analysis of significant errors 1
• Implementation of risk mitigation strategies 4
• Evaluation of effectiveness of previous risk reduction measures 1

Performance Improvement

• Review of quality indicators and metrics 4
• Turnaround time analysis 1
• Customer satisfaction survey results 1
• Benchmarking against peer laboratories 4

Regulatory Compliance

• Status of accreditation requirements 3
• Changes in relevant regulations or standards 5
• Compliance with documentation requirements 1
• Results of recent inspections or audits 3

Strategic Planning

• Review of laboratory mission and objectives 5
• Evaluation of new testing methodologies 1
• Technology assessment and acquisition plans 5
• Workflow optimization opportunities 1

Action Items and Closing

• Assignment of responsibilities for identified issues 1
• Timeline for implementation of corrective actions 1
• Date for follow-up review 2
• Documentation of management review conclusions 2

Common Pitfalls to Avoid

• Focusing only on analytical processes while neglecting pre- and post-analytical phases where most errors occur (60% and 25% respectively) 1
• Failing to document corrective actions and their effectiveness 1
• Not involving staff in quality improvement initiatives, which reduces ownership and compliance 1
• Creating overly complex documentation that isn't user-friendly or accessible at the bench 1
• Neglecting to close the feedback loop with users of laboratory services 1
• Implementing too many improvement initiatives simultaneously rather than focusing on high-impact areas 1