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Asset Type
Microbiology Identification System
Manufacturer
Model
What This Guide Helps With
Use this guide for a reported aspiration, pipetting, transfer, or similar fluid-handling error involving externally verifiable causes.
Step-by-Step Troubleshooting
1. Protect Specimen Integrity
Stop processing affected patient specimens if the analyzer cannot reliably perform the required fluid-handling step.
Laboratory staff should retain or redirect specimens according to their validated workflow.
Expected outcome: No specimen is processed through an unreliable fluid-handling path.
2. Confirm the Exact Error
Determine whether the issue:
- Occurred once or repeatedly
- Affects one sample or multiple samples
- Is position-specific
- Occurs with one consumable or many
- Happens at the same stage each time
Record the displayed message exactly.
Expected outcome: The failure pattern is clearly defined before troubleshooting begins.
3. Inspect the Specimen and Container
Have laboratory personnel verify that the specimen and container meet the validated workflow.
Inspect externally for:
- Insufficient volume
- Foam or bubbles
- Clotting or particulate material
- Leaking container
- Damaged container
- Incorrect tube or container
- Improper placement
Do not manipulate patient specimens beyond Clinical Engineering scope.
Expected outcome: The specimen presentation does not show an obvious condition that would interfere with aspiration.
4. Inspect Racks, Holders, and Positioning
Verify the sample container is held upright and reaches its intended position without excessive movement.
Inspect racks or holders for damage, contamination, warping, or missing components.
Expected outcome: Sample containers are positioned consistently for normal processing.
5. Inspect Accessible Fluid-Handling Areas
With the system in a safe state, inspect externally accessible areas for:
- Dried residue
- Spillage
- Obstruction
- Mispositioned disposable items
- Evidence of a collision
- Bent or visibly damaged externally accessible components
Do not straighten, adjust, or disassemble an internal probe or pipetting mechanism without an authorized procedure.
Expected outcome: No external contamination or obstruction is interfering with movement or aspiration.
6. Compare With a Known-Good Sample Setup
When permitted, laboratory staff can use an appropriate known-good sample setup or control to determine whether the error follows the specimen or remains with the analyzer.
Expected outcome: The comparison helps separate specimen-related causes from an analyzer fluid-handling problem.
7. Verify Normal Initialization and System State
Confirm the analyzer has completed startup normally and has no active mechanical, positioning, loading, or fluid-handling faults.
Do not reset protected calibration or motion parameters.
Expected outcome: The analyzer is otherwise ready for operation.
8. Observe One Controlled Retry
After correcting an obvious external cause, allow one approved retry using appropriate material.
Stop repeated attempts if the same aspiration or pipetting fault immediately recurs.
Expected outcome: The fluid-handling step completes normally without recurrence.
If operation is normal and the laboratory completes required verification, troubleshooting can stop.
9. Perform Final Functional Verification
Verify normal handling of an appropriate test or control, absence of repeat fluid-handling errors, and successful laboratory verification before return to service.
Expected outcome: Fluid handling is consistent and reliable.
If the Problem Persists
If specimen presentation, containers, racks, positioning, accessible contamination, known-good comparisons, and system state have been verified, common external causes have been ruled out.
The remaining problem may involve an internal probe or pipetting mechanism, motion system, aspiration path, sensor, pump, alignment, 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 perform unsupported probe alignment, internal tubing work, or motion calibration. Knowing when to stop external troubleshooting is proper troubleshooting.
Complete required mechanical, analytical, and laboratory verification before return to service.
Clinical Use Tip
A recurring aspiration or pipetting problem can compromise specimen processing even when the analyzer continues operating; remove the affected function from clinical use until verified.
Work Order Documentation (CCR Method)
CCR = Complaint, Cause, Resolution
Complaint
What was reported by the clinical staff.
Example:
"Laboratory staff reported repeated aspiration errors while processing samples on the bioMerieux VITEK 2 Compact."
Cause
What was observed during troubleshooting.
Example:
"Clinical Engineering found a damaged sample holder that allowed the container to sit at an incorrect angle."
Resolution
What action was taken.
Example:
"Removed the damaged holder from use, verified correct positioning with an intact holder, and confirmed normal processing with laboratory verification."
Helpful Details to Include (If Known)
- Exact aspiration or pipetting message
- Sample or control involved
- Container type and condition
- Sample volume appearance
- Presence of bubbles, foam, or visible particulate
- Rack or holder condition
- Position affected
- Accessible contamination
- Known-good comparison
- Whether error repeated
- Final verification result
Final Thought
Start with specimen presentation and positioning before assuming a failed fluid-handling mechanism. Stop repeated testing when the failure persists, escalate appropriately, and document the verified correction.
That is successful troubleshooting.