Quality Control Introduction

The Quality System

Organization Personnel

Equipment

Purchasing & Inventory

Process Control (QC & EQA) & Specimen Management

Information Management

Documents & Records

Occurrence Management

Assessment

Process Improvement

Customer Service

Facilities & Safety

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The Quality Assurance Cycle

Patient/Client Prep Sample Collection Reporting Data and Lab Management Safety Customer Service Personnel Competency Test Evaluations

Sample Receipt and Accessioning

Record Keeping Quality Control Testing Sample Transport

Quality Control

Definitions Qualitative Quality Control Quantitative QC How to implement Selection and managing control materials Analysis of QC data Monitoring quality control data
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What is Quality Control?

Process or system for monitoring the quality

of laboratory testing, and the accuracy and precision of results Routinely collect and analyze data from every test run or procedure Allows for immediate corrective action

Designing a QC Program
Establish written policies and procedures

Corrective action procedures Train all staff Design forms Assure complete documentation and review

Qualitative vs.Quantitative
Quantitative test

measures the amount of a substance present Qualitative test determines whether the substance being tested for is present or absent

Qualitative QC
Quality control is performed for both, system

is somewhat different Controls available Blood Bank/Serology/Micro RPR/TPHA Dipstick technology Pregnancy

Stains, Reagents, Antisera

Label containers

contents concentration date prepared placed in service expiration date/shelf life preparer
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Media Preparation

Record amount prepared Source Lot number Sterilization method Preparation date Preparer pH Expiration date
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Microbiology QC
Check: Sterility Ability to support growth Selective or inhibitory characteristics of the medium Biochemical response Frequency Test QC organisms with each new batch or lot number Check for growth of fastidious organisms on media of choice incubate at time and temp recommended RECORD Results on Media QC form
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Quality Control: Stains and Reagents

Gram stain QC

Use gram positive and gram negative organisms to check stain daily Other : Check as used positive and negative reactions

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Stock QC organisms
Organisms to be maintained must be

adequate to check all media and test systems. E. coli MacConkey, EMB, susceptibility tests Staphylococcus aureus Blood agar, Mannitol Salt, susceptibility tests Neisseria gonorrhoeae chocolate, MartinLewis
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Detecting Errors
Many organisms have predictable

antimicrobial test results Staphylococcus spp. are usually susceptible to vancomycin Streptococcus pyogenes are always susceptible to penicillin Klebsiella pneumoniae are resistant to ampicillin
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Sources of Error
If you encounter an unusual pattern

rule out error by checking identification of organisms repeat antimicrobial susceptibility test
Report if repeat testing yields same result, or refer

the isolate to a reference laboratory for confirmation

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Quality Control Quantitative Tests

How to implement a laboratory quality control program

Implementing a QC Program Quantitative Tests

Select high quality controls Collect at least 20 control values over a period of 20-30 days for each level of control Perform statistical analysis Develop Levey-Jennings chart Monitor control values using the Levey-Jennings chart and/or Westgard rules Take immediate corrective action, if needed Record actions taken
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Selecting Control Materials Calibrators

Has a known concentration of the substance

(analyte) being measured Used to adjust instrument, kit, test system in order to standardize the assay Sometimes called a standard, although usually not a true standard This is not a control

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Selecting Control Materials Controls

Known concentration of the analyte

Use 2 or three levels of controls Include with patient samples when performing a test Used to validate reliability of the test system

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Control Materials Important Characteristics

Values cover medical decision points Similar to the test specimen (matrix) Available in large quantity Stored in small aliquots Ideally, should last for at least 1 year Often use biological material, consider biohazardous
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Managing Control Materials

Sufficient material from same lot number or

serum pool for one years testing May be frozen, freeze-dried, or chemically preserved Requires very accurate reconstitution if this step is necessary Always store as recommended by manufacturer

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Sources of QC Samples
Appropriate diagnostic sample Obtained from:

Another laboratory EQA provider Commercial product

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 Assayed

Types of Control Materials

mean calculated by the manufacturer must verify in the laboratory Unassayed less expensive must perform data analysis Homemade or In-house pooled sera collected in the laboratory characterized preserved in small quantities for daily use
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Preparing In-House Controls

Criteria for Developing Quality Controls for HIV

Low positive Between the cut off and positive control At a level where variability can be followed Generally ~2 times the cut off

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Production of a QC Sample Production Protocol

Materials Calculation of Volume

stock sample diluent QC batch Method Validation Acceptance Criteria batch stability

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Process for Preparing In-house Controls

Serial dilution of high positive stock sample Select suitable dilution Produce large batch Test stability Test batch variation Dispense, label, store
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Making Suitable Dilutions

100 ul serum in tube 1 Mix and Transfer Discard

100ul diluent in each tube

Each tube is a 1:2 dilution of the previous tube

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Selecting a Suitable Sample Dilution

Serial Dilutions on Abbott AxSYM HIV-1/HIV-2 MEIA
20 18 16 14 12 10 8 6 4 2 0 2048 8192 65536 1024 4096 16384 32768 2 4 8 32 64 256 131072 262144 524288 16 128 512

S/Co Ratio

Pos Cont 3.3 Cut Off 1.0 Neg Cont 0.38

Doubling Dilutions

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Batch Production
Prepare positive sample

centrifuge heat inactivate Mix positive sample in diluent magnetic stirrer Bottle batch in numbered lots of suitable volume
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Stability Testing
Assess the rate of deterioration
QC Sample Day 7 Storage -20c Day 14 Day 21 Day 28

4c

16-25C
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Batch Validation
Dispense aliquots Test aliquots Confirm desired titre level

compare against target value Confirm minimal batch variation acceptable if CV <20% aim for <10%
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Storage of QC Samples
Validated batch aliquoted into smaller user

friendly volumes for storage Establish a storage protocol:

store at -20oC in use vials stored at 4oC use 0.5 ml vial maximum of one week freeze-dried (requires accurate reconstitution) chemically preserved
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Quality Control -Quantitative

Analysis of QC Data

How to carry out this analysis?

Need tools for data management and analysis

Basic statistics skills Manual methods Graph paper Calculator Computer helpful Spreadsheet Important skills for laboratory personnel
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Analysis of Control Materials

Need data set of at least 20 points, obtained

over a 30 day period Calculate mean, standard deviation, coefficient of variation; determine target ranges Develop Levey-Jennings charts, plot results

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Establishing Control Ranges

Select appropriate controls Assay them repeatedly over time at least 20 data points Make sure any procedural variation is represented: different operators different times of day Determine the degree of variability in the data to establish acceptable range

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Measurement of Variability
A certain amount of variability will naturally

occur when a control is tested repeatedly. Variability is affected by operator technique, environmental conditions, and the performance characteristics of the assay method. The goal is to differentiate between variability due to chance from that due to error.
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Measures of Central Tendency

Data are frequently distributed about a

central value or a central location There are several terms to describe that central location, or the central tendency of a set of data

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Measures of Central Tendency

Median = the value at the center (midpoint)
of the observations Mode = the value which occurs with the greatest frequency Mean = the calculated average of the values

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Calculation of Mean

X +X +X (X ) =
1 2

... + X n

X = Mean X1 = First result X2 = Second result Xn = Last result in series n Total number of results

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Calculation of Mean: Outliers

1. 2. 3. 4. 5. 6.

192 mg/dL 194 mg/dL 196 mg/dL 196 mg/dL 160 mg/dL 196 mg/dL

7. 200 mg/dL 8. 200 mg/dL 9. 202 mg/dL 10. 255 mg/dL 11. 204 mg/dL 12. 208 mg/dL 13. 212 mg/dL
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Calculation of Mean
1) 192 mg/dL 2) 194 mg/dL 3) 196 mg/dL 4) 196 mg/dL 5) 196 mg/dL 6) 200 mg/dL 7) 200 mg/dL 8) 202 mg/dL 9) 204 mg/dL 10) 208 mg/dL 11) 212 mg/dL Sum = 2,200 mg/dL Mean = the calculated average of the values The sum of the values (X1 1 + X2 + X3 X11) divided 2 3 11 by the number (n) of observations The mean of these 11 observations is (2200 11) = 200 mg/dL

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Calculation of Mean: ELISA Tests

Collect optical density (OD) values for controls

for each assay run Collect cutoff (CO) value for each run Calculate ratio of OD to CO (OD/CO) for each data point or observation This ratio standardizes data Use these ratio values to calculate the mean

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Normal Distribution
All values are symmetrically distributed

around the mean Characteristic bell-shaped curve Assumed for all quality control statistics

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Normal Distribution
Frequency
X

4.7

4.8

4.9

Mean

5.1

5.2

5.3
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Normal Distribution
16 14 Mean 12 10 8 6 4 2 0 192 194 196 198 200 202 204 206 208 210 212
# o f O b s e rv a tio n s

Serum glucose (mg/dL)

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Accuracy and Precision

The degree of fluctuation in the measurements is

indicative of the precision of the assay. The closeness of measurements to the true value is indicative of the accuracy of the assay. Quality Control is used to monitor both the precision and the accuracy of the assay in order to provide reliable results.

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Precision and Accuracy

Precise and inaccurate Precise and accurate

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Imprecise and inaccurate

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Measures of Dispersion or Variability

There are several terms that describe the

dispersion or variability of the data around the mean: Range Variance Standard Deviation Coefficient of Variation
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Range
Range refers to the difference or spread

between the highest and lowest observations. It is the simplest measure of dispersion. It makes no assumption about the shape of the distribution or the central tendency of the data.

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2) Calculation of Variance (S

(X X ) = mg 2 /dl 2 S = N 1
2 2
1

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Calculation of Variance
Variance is a measure of variability about the

mean. It is calculated as the average squared deviation from the mean. the sum of the deviations from the mean, squared, divided by the number of observations (corrected for degrees of freedom)

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Degrees of Freedom
Represents the number of independent

data points that are contained in a data set.

The mean is calculated first, so the

variance calculation has lost one degree of freedom (n-1)

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Calculation of Standard Deviation

S=

(x x ) N 1
1

= mg/dl

variance
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Calculation of Standard Deviation

The standard deviation (SD) is the square root of

the variance it is the square root of the average squared deviation from the mean SD is commonly used (rather than the variance) since it has the same units as the mean and the original observations SD is the principle calculation used in the laboratory to measure dispersion of a group of values around a mean

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Standard Deviation and Probability

For a set of data with a normal distribution, a value will fall within a range of: +/- 1 SD 68.2% of the time +/- 2 SD 95.5% of the time +/- 3 SD 99.7% of the time

X
Frequency 68.2% 95.5% 99.7%
-3s2s -1s Mean +1s +2s +3s

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Standard Deviation and Probability

In general, laboratories use the +/- 2 SD criteria for

the limits of the acceptable range for a test When the QC measurement falls within that range, there is 95.5% confidence that the measurement is correct Only 4.5% of the time will a value fall outside of that range due to chance; more likely it will be due to error
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Calculation of Coefficient of Variation

The coefficient of

variation (CV) is the standard deviation (SD) expressed as a percentage of the mean Ideally should be less than 5%

SD CV = x 100 mean

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Monitoring QC Data

Monitoring QC Data
Use Levey-Jennings chart Plot control values each run, make decision

regarding acceptability of run Monitor over time to evaluate the precision and accuracy of repeated measurements Review charts at defined intervals, take necessary action, and document

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Levey-Jennings Chart
A graphical method for displaying control

results and evaluating whether a procedure is in-control or out-of-control Control values are plotted versus time Lines are drawn from point to point to accent any trends, shifts, or random excursions
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Levey-Jennings Chart
1 .2
-2 0 -2 0 -1 5 -1 5 -1 0 -1 0 -5

-5

+3SD +3SD +2SD +2SD

0 .8

+1SD +1SD Mean Mean

0 .4

-1SD -1SD -2SD -2SD

0

-3SD -3SD

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Levey-Jennings Chart Co n tro l V alu es (e.g . m g /d L )

Record Time on X-Axis and the Control Values on Y-Axis Record Time on X-Axis and the Control Values on Y-Axis
115 110 105 100 95 90 85 80
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Time (e.g. day, date, run number)

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Levey-Jennings Chart Co n tro l V alu es (e.g . m g /d L )

Plot Control Values for Each Run Plot Control Values for Each Run

115 110 105 100 95 90 85 80

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Time (e.g. day, date, run number)

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Calculate the Mean and Standard Deviation; Calculate the Mean and Standard Deviation; Record the Mean and +/- 1,2 and 3 SD Control Limits Record the Mean and +/- 1,2 and 3 SD Control Limits
+3SD

Levey-Jennings Chart

115

110 +2SD 105

+1SD

100 Mean
-1SD -2SD -3SD

95 90 85 80
1 1 2 2 3 3 4 4 5 5 6 6 7 7 8 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Day
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Record and Evaluate the Control Values

115 +3SD 115
+2SD +1SD

Levey-Jennings Chart -

110 110 105 105

100 Mean 100

-1SD -2SD -3SD

95 95 90 90 85 85 80 80 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Day
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Findings Over Time

Ideally should have control values clustered about

the mean (+/-2 SD) with little variation in the upward or downward direction Imprecision = large amount of scatter about the mean. Usually caused by errors in technique Inaccuracy = may see as a trend or a shift, usually caused by change in the testing process Random error = no pattern. Usually poor technique, malfunctioning equipment
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Statistical Quality Control Exercise

Hypothetical control values (2 levels of

control) Calculation of mean Calculation of standard deviation Creation of a Levey-Jennings chart

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When does the Control Value Indicate a Problem?

Consider using Westgard Control Rules Uses premise that 95.5% of control values

should fall within 2SD Commonly applied when two levels of control are used Use in a sequential fashion

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Westgard Rules
Multirule Quality Control Uses a combination of decision criteria or

control rules Allows determination of whether an analytical run is in-control or out-of-control

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(Generally used where 2 levels of control

material are analyzed per run)

Westgard Rules

12S rule 13S rule 22S rule

R4S rule 41S rule 10X rule

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Westgard 12S Rule

warning rule One of two control results falls outside 2SD Alerts tech to possible problems Not cause for rejecting a run Must then evaluate the 13S rule

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12S Rule = A warning to trigger careful inspection = A warning to trigger careful inspection 2S
of the control data of the control data
+3SD +2SD +1SD Mean -1SD -2SD -3SD

12S rule violation

1 1

2 2

3 3

4 4

5 5

6 6

7 7

8 8

9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Day
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Westgard 13S Rule

If either of the two control results falls outside

of 3SD, rule is violated Run must be rejected If 13S not violated, check 22S

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measurement exceeds the +3SD or -3SD control limit measurement exceeds the +3SD or -3SD control limit
+3SD +2SD +1SD Mean -1SD -2SD -3SD

13S Rule = Reject the run when a single control = Reject the run when a single control 3S

13S rule violation

1 1

2 2

3 3

4 4

5 5

6 6

7 7

8 8

9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Day
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Westgard 22S Rule

2 consecutive control values for the same

level fall outside of 2SD in the same direction, or Both controls in the same run exceed 2SD Patient results cannot be reported Requires corrective action

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22S Rule = Reject the run when 2 consecutive control = Reject the run when 2 consecutive control 2S
+3SD +2SD +1SD Mean -1SD -2SD -3SD

measurements exceed the same measurements exceed the same +2SD or -2SD control limit +2SD or -2SD control limit

22S rule violation

1 1

2 2

3 3

4 4

5 5

6 6

7 7

8 8

9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Day
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Westgard R4S Rule

One control exceeds the mean by 2SD, and

the other control exceeds the mean by +2SD The range between the two results will therefore exceed 4 SD Random error has occurred, test run must be rejected

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measurement exceed the +2SD and the other measurement exceed the +2SD and the other exceeds the -2SD control limit exceeds the -2SD control limit
+3SD +2SD +1SD Mean -1SD -2SD -3SD

R4S Rule = Reject the run when 1 control = Reject the run when 1 control 4S

R4S rule violation

1 1

2 2

3 3

4 4

5 5

6 6

7 7

8 8

9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Day

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Westgard 41S Rule

Requires control data from previous runs Four consecutive QC results for one level of

control are outside 1SD, or Both levels of control have consecutive results that are outside 1SD

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Westgard 10X Rule

Requires control data from previous runs Ten consecutive QC results for one level of

control are on one side of the mean, or Both levels of control have five consecutive results that are on the same side of the mean

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10x Rule = Reject the run when 10 consecutive control = Reject the run when 10 consecutive control x
measurements fall on one side of the mean measurements fall on one side of the mean
+3SD +2SD +1SD Mean -1SD -2SD -3SD

10x rule violation

1 1 2 2 3 3 4 4 5 5 6 6 7 7 8 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Day
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Westgard Multirule QC

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When a rule is violated

Warning rule = use other rules to inspect the

control points Rejection rule = out of control

Stop testing Identify and correct problem Repeat testing on patient samples and controls Do not report patient results until problem is solved and controls indicate proper performance
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Solving out-of-control problems

Policies and procedures for remedial action Troubleshooting Alternatives to run rejection

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Summary
Why QC program?

Validates test accuracy and reliability

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Summary: How to implement a QC program?

Establish written policies and procedures Assign responsibility for monitoring and reviewing Train staff Obtain control materials Collect data Set target values (mean, SD) Establish Levey-Jennings charts Routinely plot control data Establish and implement troubleshooting and corrective action protocols Establish and maintain system for documentation
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