Getting on the Same Page
Empowering Bench Staff Through Proficiency Testing Resources
For many bench technicians, performing clinical proficiency testing (PT) can feel like a stressful addition to routine patient care or an administrative hurdle. When professional personnel lack broader context, the role of proficiency testing as a vital quality assessment tool can get lost in the day-to-day of laboratory medicine. Laboratory managers play a critical role in bridging this gap. By expanding the conversation from compliance to also include shared quality ownership, you can align your entire team with the overarching goal of accurate patient testing. In this article, we have provided helpful information and resources that our technical coordinators (MLS), have developed to empower everyone who participates in proficiency testing.
Demystify the Schedule: Feeling overwhelmed can sometimes stem from the unknown. Ensure your team has direct access to the Shipping and Due Dates calendar, available on the WSLH PT Resources page. When bench staff know exactly what to expect and when, PT events become predictable, manageable parts of the workflow rather than sudden disruptions.
Bring Visibility to the PT Process: Use of the WSLH Proficiency Testing Tracking Sheet can bring transparency to the entire laboratory team. With a tracking sheet, staff can quickly see where a proficiency testing sample is in the process, reducing confusion and helping prevent missed deadlines or overlooked tasks.
Turn Results into Micro-Training Moments: One of the most missed opportunities in many laboratories is limiting PT result review to supervisors or quality personnel. Turn the arrival of graded PT reports into an inclusive discussion. Ask for bench-level feedback. Involve the staff who performed the testing by asking: What did we do well? Were any results unexpected? Next, investigate collaboratively. If results require follow-up, use the WSLH Post-Event Troubleshooting Guide and Failure Corrective Action Worksheet. Investigating errors, such as clerical mistakes, specimen mix-ups, or calibration issues, transforms a corrective action into a shared problem-solving exercise.
Leverage Your Provider: Our Technical Coordinators (MLS) all have bench experience, and are here to support your laboratory’s quality improvement efforts. Encourage your staff to utilize the Proficiency Testing Handbook (PDF) and Sample Storage Instructions (PDF) to thoroughly understand the pre-analytical, analytical, and post-analytical processes for your entire testing system.
When the entire laboratory shares a unified understanding of PT’s purpose, participation shifts from an obligatory task to an engaging, shared routine. By leveraging targeted resources and maintaining open lines of communication with your CMS-approved proficiency testing provider, laboratory managers can empower their teams to take true ownership of the process. Ultimately, when every technician gains clarity through shared knowledge, laboratories can test the accuracy of their entire system—pre-analytical, analytical, and post-analytical—with greater confidence.
