Page 22 - 2022 Risk Basics - Systems

SVMIC Risk Basics: Systems

• If the provider who ordered the tests is not in the office when the

results are received, a surrogate reviewer should be assigned to
fulfill this responsibility.

Lapses in communication of diagnostic and lab tests as well as

coordination of care among consultants create challenges for outpatient
practices. The importance of handling lab and diagnostic test results

consistently across the practice cannot be overemphasized. By adopting
office-wide strategies for tracking, the entire staff can work together as

a cohesive unit and successfully manage oversight of this important
process. The value of making the tracking system consistent across the

entire practice is even more evident on days when staff absences require
the employees to assist a provider with whom they may not be familiar. If

a single tracking system is consistently used for all providers, the risk of
losing important tests or follow-ups is significantly reduced.

Effective paper tracking systems do not need to be overly complex. In
fact, the best systems and processes are typically simple, clear and

consistently utilized by the entire team. When systems are tested and
are proven to effectively close the loop, make sure everyone is trained

on the system and agrees to use it. Fragmented systems, or those not
consistently followed, will undoubtedly lead to a patient falling through

the cracks. Some examples of types of paper tracking systems follow.

Types of Paper Tracking Systems

Log Book

Logs may be kept of every test/referral that is ordered on a patient.

The log should include an area for the patient’s name, date, the test/
referral ordered, whether the results have been received, and whether

the patient has been notified. When the hard copy report on a test

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