Policy Statement
The Retesting Policy outlines the procedures and criteria for conducting retests within Oil Analysis Laboratories. This policy aims to ensure the reliability and accuracy of test results.
Scope
This policy applies to all employees, contractors, and interns involved in testing activities at Oil Analysis Laboratories.
Objectives
- To provide a structured approach for retesting samples to confirm the accuracy of results.
- To maintain the integrity and reputation of Oil Analysis Laboratories.
Background
Retesting may be initiated for various reasons, including but not limited to:
- Diagnostician Request: If the diagnostician identifies inconsistencies or anomalies in the initial test results that warrant further investigation.
- Customer Request: If the customer questions the validity of the results and formally requests a retest.
Procedures
Criteria for Retesting
- Diagnostician Request: A retest is mandatory if the diagnostician identifies significant discrepancies between initial results and expected outcomes or control samples.
- Customer Request: A retest will be conducted if a customer formally requests it and provides a valid reason for the recheck.
Retesting Process
- Sample retention: all samples shall be retained for a minimum of 1 week following testing of the sample to allow for recheck requests by the lab and customer to be made if required.
- Sample Isolation: The original sample, if available, should be isolated for retesting in the Laboratory Information Management System (LIMS). This may be found in the LIMS outstanding tests lists under the rechecks checkbox.
- Documentation: Using the LIMS interpretation window select re-run sample, document the reasons for retesting, including whether the request came from a diagnostician or a customer.
- Notification: If not already discussed with the lab, tick notification to send a phone alert to the relevant personnel. The sample progress will automatically be updated in the customer sample progress tracking to reflect the sample is now undergoing testing again.
Analysis and Comparison
- Conduct Retest: Perform the retest following standard operating procedures and using calibrated equipment. Record all data in the LIMS as per any other sample. All routine test retests should be performed in triplicate so the diagnostician has at least three new data points to review.
- Data Analysis: Compare the retest results with the original data stored in the LIMS to assess discrepancies.
- Final Reporting: If the retest confirms the original results, proceed with reporting through the LIMS. If discrepancies persist, investigate to identify the cause. The comments should either reflect the reissued report if data has changed or data confirmed if the recheck data did not statistically differ from the original data reported to the client if the request is a customer request and post reporting of the report.
By adhering to this Retesting Policy and utilising the Laboratory Information Management System for documentation and tracking, Oil Analysis Laboratories aims to uphold the highest standards of analytical rigor, thereby ensuring the reliability and credibility of its test results.