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What This Guide Helps With
Aspiration or probe-related errors occur because of sample presentation, insufficient volume, obstruction, contamination, tubing, positioning, or service-level mechanism conditions.
Step-by-Step Troubleshooting
1. Protect Patient Testing and Confirm the Error
Stop affected testing and move urgent samples to another verified analyzer when necessary. Record the exact displayed aspiration, probe, or pipetting message and identify whether it affects one sample or multiple samples.
Expected outcome: The exact failure pattern is known and testing continuity is protected.
2. Inspect the Affected Sample
Check the sample tube for adequate volume, clotting, excessive foam, bubbles, abnormal viscosity, damaged tube condition, or improper fill. Do not repeatedly aspirate a questionable sample.
Expected outcome: The sample is physically appropriate for aspiration or is replaced/recollected according to laboratory policy.
3. Verify Sample Tube Placement
Confirm the tube is fully seated, correctly positioned, and compatible with the loading method in use. Inspect caps or adapters that may interfere with normal presentation.
Expected outcome: The sample is presented correctly to the analyzer.
4. Test With a Known-Good Sample
Use an appropriate nonpatient or known-good sample to determine whether the error follows the original specimen or occurs regardless of sample.
Expected outcome: A known-good sample aspirates normally. If so, the problem is isolated to the original specimen or its presentation.
5. Inspect Accessible Probe Area
With the analyzer in a safe state, visually inspect accessible probe and aspiration areas for dried material, obvious contamination, displaced tubes, labels, or other external obstruction. Do not bend, realign, or manually manipulate the probe mechanism.
Expected outcome: No visible external obstruction remains in the probe path.
6. Check Accessible Tubing and Fluid Connections
Inspect externally accessible tubing for kinks, pinching, disconnection, visible air, leakage, or empty associated fluid containers.
Expected outcome: External fluid paths appear intact and properly connected.
7. Review Whether the Error Is Sample-Specific or System-Wide
Compare behavior across multiple known-good samples, racks, or positions. Repeated aspiration errors across unrelated samples suggest an analyzer-side problem rather than specimen quality.
Expected outcome: The problem is clearly isolated to a specimen or shown to be reproducible at the analyzer level.
8. Perform an Approved Cleaning or Recovery Process
If appropriate under normal laboratory operating procedures, complete the approved external cleaning or analyzer recovery process available to trained users. Do not enter restricted service routines.
Expected outcome: Normal aspiration resumes without repeated errors.
9. Perform Final Functional Verification
Run appropriate nonpatient material or QC and confirm aspiration completes consistently without probe or pipetting errors.
Expected outcome: Aspiration is reliable and QC or analyzer checks are acceptable. Troubleshooting can stop.
10. Escalate Repeated Aspiration Failure
If multiple known-good samples produce the same error after accessible causes are ruled out, discontinue external troubleshooting.
Expected outcome: The analyzer is removed from affected use and referred for qualified service evaluation.
If the Problem Persists
Common specimen, sample-volume, positioning, contamination, and accessible tubing causes have been ruled out. The remaining problem may involve an internal probe mechanism, pump, valve, sensor, fluidics component, alignment, or control system.
Remove the analyzer from service, label it Out of Service, and arrange repair or service evaluation using Sysmex documentation and approved test equipment. Do not attempt internal probe alignment, pump repair, or disassembly unless qualified and authorized.
After service, verify aspiration reliability, analyzer checks, and acceptable QC before return to patient testing. Knowing when to stop external troubleshooting is proper troubleshooting.
Clinical Use Tip
Repeatedly aspirating a clotted or questionable specimen can worsen analyzer contamination and delay testing; evaluate the specimen before rerunning it.
Work Order Documentation (CCR Method)
CCR = Complaint, Cause, Resolution
Complaint
What was reported by the clinical staff.
Example:
"Laboratory staff reported repeated aspiration errors when attempting to run several samples."
Cause
What was observed during troubleshooting.
Example:
"Clinical Engineering found a dried specimen label fragment obstructing the accessible sample presentation area."
Resolution
What action was taken.
Example:
"Removed the external obstruction with the analyzer safely stopped, verified normal sample presentation, and confirmed successful aspiration and acceptable QC."
Helpful Details to Include (If Known)
- Exact aspiration or probe message
- Whether one or multiple samples were affected
- Sample volume and tube condition
- Presence of clotting, foam, or bubbles
- Tube position and adapter condition
- Visible probe-area contamination or obstruction
- Accessible tubing condition
- Known-good sample result
- QC result after correction
- Final analyzer status
Final Thought
Aspiration problems should be narrowed logically from the specimen and sample presentation toward the analyzer. Avoid invasive probe work, verify performance after correction, and escalate repeated system-wide failures.
That is successful troubleshooting.