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Asset Type
Microbiology Identification System
Manufacturer
Model
What This Guide Helps With
Use this guide when repeated sample-condition or volume-related errors interfere with reliable processing or testing.
Step-by-Step Troubleshooting
1. Protect Patient Results
Do not repeatedly process the same patient specimen through an analyzer that is consistently reporting a sample-condition or volume problem.
Have laboratory staff determine the appropriate alternate specimen or testing workflow.
Expected outcome: Repeated error handling does not delay or compromise patient testing.
2. Confirm the Exact Reported Condition
Determine whether the analyzer reports:
- Insufficient sample
- Excess sample
- Bubble-related processing problem
- Clot or obstruction concern
- Repeated sample-processing failure without a specific cause
Identify whether the issue occurs with one specimen or multiple specimens.
Expected outcome: The error is characterized by sample, frequency, and location.
3. Inspect the Specimen Externally
Have laboratory personnel inspect the specimen for:
- Visible bubbles or foam
- Clotting
- Particulate material
- Incorrect volume
- Leakage
- Improper preparation
- Improper container
Clinical Engineering should not modify or reprocess patient specimens.
Expected outcome: Obvious specimen-related causes are identified or ruled out.
If the problem is limited to an unsuitable specimen and the analyzer works normally with appropriate material, equipment troubleshooting can stop.
4. Verify Container and Holder Position
Inspect the container, rack, holder, and loading position.
Confirm the container is stable, upright, undamaged, and seated correctly.
Expected outcome: The analyzer can access the specimen consistently.
5. Check for External Contamination or Obstruction
Inspect accessible loading and fluid-handling areas for dried residue, spills, foreign material, or damaged disposable components.
Clean only according to approved methods.
Expected outcome: No accessible contamination or obstruction is contributing to sample-processing errors.
6. Compare With Known-Good Material
When permitted, laboratory personnel should process an appropriate known-good sample or control.
Determine whether the error:
- Follows the original specimen
- Occurs only in one position
- Occurs with multiple acceptable samples
Expected outcome: The comparison distinguishes a specimen problem from an analyzer-side problem.
7. Look for a Pattern Across Positions or Samples
Determine whether failures occur consistently at one loading position, with one rack, or across the entire analyzer.
A repeating position-specific pattern may indicate an equipment issue even when individual specimens appear normal.
Expected outcome: The problem pattern is identified clearly enough to guide escalation.
8. Verify Normal System Status
Confirm the analyzer is fully initialized and does not have active aspiration, transport, loading, or other system faults.
Do not bypass sample detection or volume safeguards.
Expected outcome: The analyzer is otherwise in its normal operating state.
9. Perform Final Functional Verification
After correcting an external issue, verify appropriate material can be processed without repeated sample-volume, bubble, or clot-related errors.
Laboratory staff should complete required quality verification.
Expected outcome: Sample processing is reliable and the laboratory accepts the analyzer for use.
If the Problem Persists
If specimen condition, volume, containers, holders, loading, accessible contamination, known-good comparisons, and system status have been checked, common external causes have been ruled out.
The remaining issue may involve an aspiration path, fluid detection function, positioning mechanism, internal sensor, pump, tubing path, or control condition requiring service-level evaluation.
The device should be:
- Removed from service
- Labeled Out of Service
- Sent for repair or bench evaluation
- Evaluated using appropriate manufacturer documentation and approved test equipment
- Repaired or configured only by qualified personnel
Do not clear, adjust, or disassemble internal fluid paths without approved procedures. Knowing when to stop external troubleshooting is proper troubleshooting.
Complete manufacturer-appropriate functional and laboratory verification before return to service.
Clinical Use Tip
A specimen-specific failure may not indicate equipment failure, but repeated errors across acceptable specimens should be treated as an analyzer reliability issue.
Work Order Documentation (CCR Method)
CCR = Complaint, Cause, Resolution
Complaint
What was reported by the clinical staff.
Example:
"Laboratory staff reported repeated sample-volume errors on multiple runs using the bioMerieux VITEK 2 Compact."
Cause
What was observed during troubleshooting.
Example:
"Clinical Engineering found a sample rack with a damaged position that prevented containers from seating consistently."
Resolution
What action was taken.
Example:
"Removed the damaged rack from use, verified proper sample positioning with a known-good rack, and confirmed normal processing with laboratory verification."
Helpful Details to Include (If Known)
- Exact displayed message
- Whether one or multiple specimens were affected
- Visible bubbles, foam, or clotting
- Approximate sample condition
- Container condition
- Rack or holder condition
- Position involved
- Known-good comparison
- Accessible contamination
- Repeat frequency
- Result after correction
- Final analyzer status
Final Thought
Separate specimen-related causes from equipment causes methodically, use known-good comparisons when appropriate, and escalate when repeated errors occur with acceptable samples and normal external conditions.
That is successful troubleshooting.