PingMeDoc™ Collect: safety and quality
A collection is only useful if the sample reaches the lab correctly.
Collect puts controls before the visit, at the patient, after the draw and around every exception. They are steps in the workflow, so they happen on every collection.
01 Before collection
The right people, with the right information.
- Verified lab
- A lab uploads its registration or licence. PingMeDoc staff check it against the lab name and address before the lab can post.
- Verified phlebotomist
- A photo, an ID proof and a qualification certificate are checked by PingMeDoc staff before a phlebotomist can take a job.
- Rules accepted
- Both sides read and accept written rules before working. When the rules change, they are asked to accept again.
- Tubes and fasting on the job
- The job lists the tubes and whether fasting is required. The posting form suggests tubes from the test names and warns about a late fasting slot.
02 At the patient
The right patient, checked before the needle.
- Visit code
- The patient receives a 4-digit code on WhatsApp when the job is taken. The phlebotomist enters it on arrival. An arrival without the code is recorded as such.
- Identity check
- The phlebotomist asks the patient for their full name and age and matches both with the job. If they do not match, the rule is not to draw and to call the lab.
- Fasting check
- When the job needs fasting, the phlebotomist asks when the patient last ate. Fewer than 8 hours means no draw, and the visit is marked failed with that reason.
- Labelling
- Every tube is labelled in front of the patient: full name, age and sex, date and time, and the collector's initials.
03 After collection
Evidence that travels with the sample.
- Tube photo
- A photo of the labelled tubes is required before the collection can be saved. The lab can open it from the job.
- Delivery status
- The rules ask for delivery within 4 hours of the draw. A collected sample that has not reached the lab in that time raises a flag.
- Lab receipt
- The lab checks the tubes against the photo and the job and confirms receipt.
- Sample-problem reporting
- A haemolysed, unlabelled, insufficient, leaked, clotted or late sample is reported with a defined reason, and PingMeDoc reviews it.
04 When something goes wrong
A defined route for every exception.
- Failed visit
- Patient not available, address not found, patient refused, not fasting, no vein found: each is a reason the phlebotomist picks, and the lab sees it.
- Incident report
- Needle-stick injury, a fainting patient, an unsafe address, harassment, an accident or a spill is reported from the job. The app shows what to do at once and PingMeDoc support calls.
- Recollection
- A failed visit or a rejected sample can be posted again with a new slot.
- Operational review
- Flags go to PingMeDoc operations. A person decides what happens next, after a phone call. Nobody is suspended automatically.
What Collect is not
These controls sit beside your lab's quality system. They do not replace it.
Collect is not a laboratory and holds no laboratory accreditation of its own. Your lab's acceptance criteria, protocols and quality management apply to every sample it receives. Where your written protocol is stricter than Collect's rules, yours wins.
Questions
Safety questions
How does Collect check that the right patient was visited?
The patient receives a 4-digit visit code and the phlebotomist enters it on arrival. Before the draw the phlebotomist confirms the patient's full name and age against the job.
Is a phlebotomist suspended automatically after a flag?
No. A flag is a prompt for PingMeDoc operations to look. A person makes the decision, after a phone call.
Does Collect replace my lab's quality system?
No. Collect adds checks around the home visit and the handover. Your lab's own acceptance criteria, protocols and quality management still apply to every sample.
What statuses does a collection go through?
Waiting for a phlebotomist, phlebotomist assigned, on the way, at the patient, sample collected, delivered to lab and completed. A job can also end as cancelled or could not collect.
Does Collect show the phlebotomist on a map?
No. Collect shows status changes, not a live location. The lab sees who took the job and can call them from the job card.
How is the patient told about the visit?
The lab tells its patient that a phlebotomist from PingMeDoc Collect is coming on its behalf. When the job is taken, the patient receives the 4-digit visit code on WhatsApp.
What if the lab forgets to confirm receipt?
A delivered job that the lab has not confirmed is confirmed automatically after 24 hours, so the phlebotomist is not left waiting.
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