Tissue Sample Tracking System

Tissue Sample Tracking System FAQs

What is a tissue tracking system?

A specimen tracking system allows you to monitor the movement and status of samples from collection to the laboratory.

Once collected, samples are moved between wards, operating theatres, and transport teams before reaching the lab. Without a digital system, this is typically managed using paper logs or spreadsheets, making it difficult to track where samples are, who handled them and when they were transferred.

Using a barcode-based tissue sample tracking system like Orca Scan, you can scan and record each step, creating a clear chain of custody and a complete digital record for every sample.

How are tissue samples tracked in hospitals?

When a sample is collected, it is labelled with a barcode that links it to the patient and required tests. Once it reaches the lab, the barcode is scanned, and the sample is tracked through each stage, such as accessioning, examination, and storage, through a Laboratory Information Management System (LIMS).

Before reaching the lab, you can use a tissue tracking system like Orca Scan to track samples during collection, transport and handover. Each scan updates the sample’s location and shows who last handled it, so you always know where it is.

What are the benefits of tracking tissue samples?

A tissue sample tracking system helps you improve traceability and reduce errors:

• Maintain a clear chain of custody, with every scan recording who handled the sample and when
• Reduce the risk of mislabelled specimens by replacing manual data entry
• Increase visibility of sample status and location across departments
• Reduce lost samples and recollection by identifying issues earlier
• Create clear audit trails for compliance, inspections, and patient safety reviews

What information is recorded in a tissue sample tracking system?

A tissue sample tracking system allows you to record key details so each sample can be identified and traced.

You can capture:

• Sample name
• Tissue Type
• Preservation Method
• Sample status
• Collection date
• Expiry date
• Storage location
• Storage position
• Device identifier
• Lot number

With Orca Scan, you can also add custom fields, including photos, signatures, and attachments, so you can capture any additional data required for clinical or compliance processes.

Can I track samples across multiple wards or hospitals?

Yes. With a tissue sample tracking system like Orca Scan, you can track samples across wards, departments, and sites in one shared system.

Each scan updates the sample’s status and location in real time, so you can see where samples are, who last handled them, and what stage they are at.

Features such as Asset Maps allow you to view the GPS location of each sample, while Views give you a consolidated list of inventory across all your sites. This makes it easier to coordinate between teams, reduce delays, and maintain a consistent chain of custody across your organisation.

What happens if a sample is lost or delayed?

With Orca Scan, if a sample is lost or delayed, you can quickly identify where it was last scanned and who handled it. Each scan creates a timestamped record, so staff can trace the sample’s journey and pinpoint where an issue occurred. This helps teams resolve problems faster, reduce the risk of lost specimens, and prevent similar issues in the future.

Does Orca Scan integrate with existing hospital systems?

Yes, we have a range of integrations with existing systems, so your sample data can flow between systems without additional manual entry.

With Orca Scan, you can:

• Connect directly to Google Sheets, Excel, SQL databases and more
• Use our API to integrate with your internal systems or databases
• Export data for reporting and analytics

If you have any questions or specific integration requirements, feel free to reach out to our team.

How do I set up chain of custody tracking with Orca Scan?

Orca Scan is a powerful barcode-scanning platform that works on smartphones, tablets, and hardware scanners. By scanning samples at the point of collection, you can record key information and track exactly where your samples are as they move through the hospital.

To get started:

1. Download the Orca Scan barcode app
2. Create a new sheet using the Tissue Tracking template
3. Scan the barcode on the sample
4. Enter additional information such as storage location, preservation method or subject ID
5. Add any notes relating to tests, procedures or handling
6. Save and close

Each scan automatically records the time and device used, creating an audit trail for every sample.