Laboratory manager

APPENDIX III - Ordering New QC ORGANISMS in Soft

As new media, reagents, kits or methodologies are added to the list of items QC’d in Microbiology, it may be necessary to order new ATCC organisms for our stocks in order to test these items. First check QC Organisms List to ensure we don’t already have the ATCC strain in our stock. If not, follow the instructions below for adding new ATCC strains to our list. Each one will be entered in Soft like a patient’s specimen and then frozen in triplicate in the appropriate QC storage box. The QA technologist in charge will ask the LIS officer to change one of the “QC SPARE” MRN to the new ATCC # and then proceed as follows:

1. 
   Order Entry:
   

~ MRN: (Put the ATCC number followed by the acronym ATCC) i.e. 29212 ATCC

~ Sex: N

~ Spec: X

~ NAME:

LAST:

Put the first letter of the genus. Then put a period. Then put the first three letters of the species, followed by the ATCC number. i.e. E. faecalis 29212

Put the ATCC number followed by the acronym ATCC. i.e. 29212 ATCC

~ Age: 0

~ Attn.ph: 00001

~ Clinic: QCMIC (Pt. defaults to “Q” and Depot to “A1”.

~ Req.by: 00001

~ Tests ordered: (Hit the CTRL key and the letter A simultaneously) QCMIC =

~ Source: NONE

~ F6 F6 F6

~ Study: Enter the appropriate study. You can press the F2 key to search the QC options:

QCMON Organisms are subbed monthly from the freezer and used regularly.

QCKIT Organisms are subbed as needed from freezer and used for QC of kits.

QCNR Organisms are ATCC strains that are used infrequently.

QCANO2 ANO2 dependant organisms are subbed Mon/Wed/Fri.

QCCO2 CO2 dependant organisms are subbed Mon/Wed/Fri.

QCMSC Organisms are subbed Monday.

QCFSC Organisms are subbed Friday.

QCSLA Organisms are subbed monthly to NA slants.

QCMSU Organisms are used on Mon. for QC of antibiotic disc, E-test.

QCTSU Organisms are used on Tue. for QC of ID discs, reagents, etc.

QCVT2 Organisms are used on Mon for QC of Vitek N020, P536, P532.

QCANT Organisms are used for QC of antisera.

QCMED Organisms are used to test media that must be QC as required by CLIA
~ F12 F12 Pick a label printer.

2. 
   Sub-culturing organisms:
   

3. 
   Generate Freezer labels for the organisms:
   

4. 
   Enter freezer vial location into Softmic work card:
   

~ Enter the appropriate freezer information by wanding the freezer labels

~ Enter the item(s) that this particular organism is used for under COM (i.e. KB/ MUG)

~ Enter the accession number(s) of duplicates of this ATCC strain if they have been generated for QC of other items. Refer to these as clones (i.e. clone is G0262007 for Denim Blue)

5. 
   Update Appendix XI - QC Organisms List.
   

APPENDIX IV - Order Entry for New QC TESTS

When new media, reagents, kits or methodologies are added to the list of items QC in Microbiology and we already have the ATCC strain in our QC stocks, it may be necessary to reorder the strain so that the labels will reflect what the organism will be tested for. The QA technologist in charge will ask the LIS officer to release a “Spare QC” MRN and then proceed as follows:

~ Go to order entry.

~ MRN: (Put the ATCC number followed -1) If this MRN has already been used, try again with -2. Keep trying until achieving an MRN that has not been used before.

~ Sex: N

~ Spec: X

~ NAME:

LAST:

FIRST:

~ Age: 0

~ Clinic: QCMIC (Pt. defaults to “Q” and Depot to “A1”.

~ Req.by: 00001

~ Tests ordered: (Hit the CTRL key and the letter A simultaneously) QCMIC =

~ Source: NONE

~ F6 F6 F6

~ Page down and pick the appropriate study (what the organism is being used for) i.e. QCTSU.

~ On the back of the soft work card F9 COMM

~ Enter the item(s) that this particular organism is used for under COM (i.e. KB/ MUG) (It is not necessary to freeze this strain. You can refer to the original ATCC for location in the freezer.)

APPENDIX V - Printing QC Labels Procedure

1. 
   Choose R (receiving worklist)
   
2. 
   Choose the appropriate list *See below for choosing the correct one.
   
3. 
   Wand the barcode from the Printing Template that indicates “From order.” Arrow up and wand the barcode that indicates “To order”. Spacebar out the “tested date”.
   
4. 
   F12
   
5. 
   “a” will mark the whole list. The labels will print in work list order. (You can use F5 and mark individually if needed. Note: When you mark individually, they will print in the order in which they were marked)
   
6. 
   F7
   
7. 
   R
   
8. 
   Choose a label printer. Press .
   
9. 
   One label may be for the inoculum tube, one for the purity plate and one is for the actual media, or as required
   

There are many QC lists on the receiving work list. The ones that will be use most commonly are:

• 
  QCCO2 QC CO2 S/C label (Mon/Wed/Fri)
  
• 
  QCFSC QC Friday S/C label (Fridays)
  
• 
  QCMSC QC Monday S/C label (Mondays)
  
• 
  QCMSU QC Monday setup (KB/E-test Mondays)
  
• 
  QCVT2 QC Vitek 2 labels (VT2 QC Mondays)
  
• 
  QCTSI QC Tuesday setup (reagents/discs Tuesdays)
  
• 
  QCMON QC monthly S/C label (ATCC S/C monthly)
  
• 
  QCMED QC media (on receipt)