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Ordering Errors, Handling

I. PRINCIPLE:

The policy of United Clinical Laboratories is that a test cannot be deleted from CLICS once results have been released. At this point, a result may have been reviewed and acted upon by a clinician. Records of that result must be maintained even if the test was ordered in error. This protocol outlines the steps to follow when an ordering error has occurred and results have been released. Refer to the Reported Erroneous Result Log” protocol for tests that are ordered correctly but reported results are in error.

II. PROCEDURE

Any test that is ordered in CLICS and has had results released WILL NOT be a candidate for deletion via the CLICS Delete screen. Check the test status via the Inquiry Screen and follow the steps outlined based on the test status indicated.

  1. Results have been released but cumulative report has not printed:
    If the test status is “Released” or “Throwaway Reported”:
    1. Add the canned comment “Test ordered in error; no charge for this test.” to the Report Comment field.
    2. Proceed to either the Order Maintenance or Price Change screen and enter the charge of $0.00 for the test to prevent it from billing; be sure to save the change.
      If the test(s) was ordered through an interfaced system (e.g.: Mercy, Finley, etc.,) make sure appropriate credits are issued through the interfaced system as well.
  2. Cumulative report has printed:
    1. If the test status is “Cumulative Reported”:
      1. Call the Cathedral Square office to intercept the report.
      2. Add the canned comment “Test ordered in error; no charge for this test.” to the Report Comment field.
      3. Proceed to either the Order Maintenance or Price Change screen and enter the charge of $0.00 for the test to prevent it from billing; be sure to save the change.
        If the test(s) was ordered through an interfaced system make sure appropriate credits are issued through the interfaced system as well.
    2. If the test status is “Billed”, “Discharge Summary Printed” or “Ready for Archive”:
      1. Add the canned comment “Test ordered in error; no charge for this test.” to the Report Comment field.
      2. Call the Cathedral Square office and notify them that a credit must be issued for the test ordered in error, give them the patient ID number, the test accession number, the test configuration code and the price.
        If the test(s) was ordered through an interfaced system make sure appropriate credits are issued through the interfaced system as well.
        Note: After business hours, proceed to the Order Maintenance screen. Open the test to be credited on the screen and do a screen print. Write instructions on the screen print that the test is to be credited due to an ordering error, sign and date the note. Send the screen print to the Cathedral Square office.
    1. July 2003 M. English

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