Enhancing preanalytic surgical specimen management: experience of a system implementation initiative

Preanalytic quality control of surgical specimens is often inadequately managed. This study aimed to share the experience of improving quality through the implementation of a system for preanalytic surgical specimens. After initial workflow mapping and process optimization, a pathology specimen transfer system was piloted and subsequently implemented hospital-wide. Ongoing monitoring and adjustments were made based on established standards and operational needs. Data were analyzed using R Studio software. The system reduced errors from 24.82 to 2.40%, including reductions of 86.85% in requisition mistakes, 95.30% in label errors, and 100% in illegible handwriting. From 2020 to 2023, the interval between specimen removal and submission was halved, and delayed fixation decreased from 0.46 to 0.22%. The system effectively standardized processes, enhanced efficiency, and reduced errors in preanalytic surgical specimens. Quality improvement was dependent on thorough workflow mapping and optimization, as well as ongoing monitoring and adjustments.