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Slide 1-

Error Reduction and Prevention in Surgical Pathology Raouf E. Nakhleh, MD Mayo Clinic Florida
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Disclosure None 2
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Objectives At the end of the presentation participants should be able to: Identify where errors occur within the test cycle Implement effective methods to help detect and prevent errors Apply general principles of error reduction to enhance the overall quality of surgical pathology
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Agenda Source, frequency and significance of errors General principles of error reduction Identification errors (pre-analytic) Reasons for diagnostic (analytic) error Clinical history and clinical correlation Prospective and retrospective case reviews Post-analytic errors Report completeness Communication beyond the report
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Error Rates
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Error Rates Inter-institutional review
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Errors in Surgical Pathology Pre-analytic Wrong identification: 27-38% Defective specimens: 4-10% Analytic Diagnostic mis-interpretation: 23-29% Post-analytic Defective report: 29-44% Am J Clin Pathol 2008;130:238-246
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The Doctors Company Am J Surg Pathol 2004;28:1092-1095 272 surgical pathology claims (1998-2003) 166 (61%) false negative 73 (27%) false positive Analytic 10 (4%) frozen section 22 (8%) operational 13 mix-ups Pre-analytic 3 floaters Analytic Post-analytic 2 mislabeled biopsy site One transcription error, “no” omitted before malignant cells
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171 Jury Verdict and Settlements Arch Pathol Lab Med. 2007;131:615-618 LexisNexis search
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Surgical Pathology Cases False negative, 73% Analytic False positive, 19% System errors, 8% Pre-analytic 4 lost or mixed-up specimens 2 floaters lead to false positive 1 no communication of lack of chorionic villi in POC leading to ruptured tube Post-analytic
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Risk Pre-analytic Specimen identification Clinical information Analytic Diagnostic accuracy Post-analytic Report completeness Communication of significant results
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Factors That Lead to Errors Hand-offs Weak links Complexity Risk of error increases with every step Inconsistency Level of training, performance, procedures, communication, language or taxonomy
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Factors That Lead to Errors Human intervention Machines are better at routine tasks Humans are better in unexpected conditions Time constraints Forces compromise Inflexible hierarchical culture
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Error Reduction Sustained error reduction generally comes with a comprehensive persistent effort Unlikely to succeed with one intervention Continuously examine and redesign systems Build-in prevention and detection systems
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Error Reduction Build-in QA and QC monitors Continuously monitor and analyze QA and QC data Intervene at the earliest sign of variations Share quality assurance data Communicate to all workers that their work matters to patients
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Error Reduction in Anatomic Pathology Standardize all procedures Remove distractions Accessioning, grossing, cutting, microscope, sign-out Make people aware of this potential Automate where possible Specimen handling, analyzers Comprehensive computer systems
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Error Reduction in Anatomic Pathology Remove inconsistent tools Handwriting Reduce complexity Automation Lean design Make everyone aware of hand-offs (problem points) Reduce reliance on memory Checklists
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Error Reduction in Anatomic Pathology Enhance communication Electronic medical record Computer physician order entry (CPOE) Adequate and appropriate staffing Batch work Redundancy Suitability Adequate and appropriate facilities Space, lighting Reduce the stress level
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Pre-analytic Errors Specimen identification Specimen information Handling problems Fixation
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Specimen Identification Reasons for ID errors Dependent of numerous individuals and locations outside the control of the laboratory Inconsistent training Inconsistent application of labeling standards
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Specimen Identification CAP study of 1 million surgical specimens in 417 Laboratories 6% deficiencies (Median 3.4%) Specimen ID problems 9.6% Information problems 77% Handling problems 3.6% Others 9.7% Arch Pathol Lab Med 1996;120:227
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Root Cause Analysis of VA Laboratories 227 Root Cause Analysis Reports ID errors accounted for 182/253 adverse events 132 (73%) pre-analytic, 37 (20%) analytic, 13 (7%) post-analytic Mislabeling associated with “batching” (35) Manual entry of lab forms (14) Failure of 2 person verification in blood bank (20) 27/37 analytic relabeling of containers-blocks-specimens
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Specimen Identification Joint Commission patient safety goal Improve the accuracy of patient identification CAP patient safety goal Improve patient and sample identification Mishaps have led to disastrous examples of wrong surgery or treatment
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Specimen Identification PSG provide the muscle to be able to attack this problem Need to adopt specimen identification as an institutional goal (change the culture) QA measure for clinics, OR, etc. Cannot be achieved from within the laboratory
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Specimen Identification Sustained awareness campaign Change the culture Extensive education and training with annual refresher sessions Recent report of specimen time-out Strict adherence to labeling standards and labeling procedures Remote order entry (forcing function) Newer technology may be helpful Make everyone in the process aware of pitfalls and the possibility of misidentified specimens
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Factors that Improve Performance Limit preprinting of labels (batch printing) Look for ID errors prior to release of results (QC checks) Investigate patient ID when not on file Continuously monitor ID errors Check report vs. requisition Use strict acceptance (rejection) criteria Arch Pathol Lab Med 2006;130:1106-1113
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Improvement in Patient Identification 1 year, 0.8% 2 years, 2.7% 3 years, 3.8% 4 years, 4.1% 5 years, 5.6% 6 years, 6.2% Arch Pathol Lab Med 2003;126:809-815
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Specimen ID Surgical specimen identification error: A new measure of quality in surgical care. Surgery 2007;141:450-5 Dept of Surgery, John Hopkins 21,351 surgical specimens 91 surgical specimen (4.3/1000) ID errors 18 not labeled 16 empty containers 16 laterality incorrect 14 incorrect tissue site 11 incorrect patient 9 no patient name 7 no tissue site 0.512% outpatient clinic, 0.346% operating rooms
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Gross Room and Histology Lab Significant opportunity for error 2009 Q-Probes study in 136 labs 1.1/1000 mislabeled cases 1.0/1000 mislabeled specimens 1.7/1000 mislabeled blocks 1.1/1000 mislabeled slides
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Gross Room and Histology Lab Error frequency Before and at accessioning 33.3 % Block labeling and dissection 31.9 % Tissue cutting and mounting 30.4% Errors detected at the one or two steps immediately after the error Include periodic error checks throughout the system
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Gross Room and Histology Lab – Solutions Lean redesign Am J Clin Pathol 2009;131:468-477 Reduce case ID errors 62% Reduce slide ID errors 95% Lean production – advantages Eliminates procedural steps (simplification) Aligns and even out workflow (eliminate batch work) Judicial use of technology Barcodes, readers, labelers (consistency) Standardization of procedures (consistency)
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Reasons for Diagnostic Error Lack or wrong clinical history Lack of clinical correlation Lack of training and experience Inappropriate and inconsistent application of diagnostic criteria and terminology Human fallibility Time constraints
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Error Factors Factors that correlated with error Pathologist Specimen type (breast, gyn >>GI, Skin) Diagnosis (non-dx, atypia >>neg) Sub-specialization # of pathologist on report Factors not correlated with error Workload Years of experience Use of special stains Am J Clin Pathol 2007;127:144-152
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Clinical History Clinical information in surgical pathology 771,475 case from 341 institutions 2.4% of cases have no history 5594 (0.73%) required additional information 31% resulted in a delay in diagnosis 6.1% of cases new information lead to substantial change in diagnosis Arch Pathol Lab Med 1999;123:615-619
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Clinical History Study of amended reports 10% additional clinical history 20% clinician identifies clinicopathologic discrepancy Arch Pathol Lab Med. 1998;122:303-309 Malpractice Claims 20% failure to obtain all relevant information Am J Surg Pathol 1993;17:75-80
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Clinical History Affects diagnostic accuracy R/O tumor Medical disease Affects report completeness No published studies on attempts to improve clinical history
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Clinical History Solutions Electronic medical record Other IT solutions
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Solutions Frozen section and final diagnosis Know the situation Look up case Ask questions Know your limitations Access to electronic medical record helpful Choose your words wisely Get a second opinion when necessary
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Standardized Diagnostic Criteria Breast borderline lesions Rosai Am J Surg Pathol 1991;15:209-21 17 proliferative lesions 5 pathologists with interest in breast disease Each used his/her criteria No agreement on any case by all 5 pathologists 33% diagnoses spanned hyperplasia to CIS Some pathologists consistently more benign or more malignant High level of variability
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Standardized Diagnostic Criteria Schnitt Am J Surg Pathol 1992;16:1133-43 24 proliferative lesions Six expert breast pathologists Used the same diagnostic criteria (Page) Complete agreement in 58% of cases Agreement of 5 or more in 71% Agreement of 4 or more in 92% No pathologists was more benign or malignant than others
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Standardized Diagnostic Criteria Use of standardized checklists Increases report completeness Everyone uses the same language Facilitates establishment and comparison of treatment protocols Forces pathologists to update their knowledge
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Redundancy (Review of Cases) Principle method used to prevent or detect cognitive errors Most AP labs have limited # of specimens for double read Breast, thyroid, pigmented skin lesions, Barrett’s dysplasia, Brain tumors Taught early in training (instinctive) One method to keep up to date Problematic for small groups
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Consultations 0.5% of all cases (median .7%, 0-2%) Arch Pathol lab med 2002;126:405-412 Less in larger groups Presence of experts on staff ASCP guidelines Am J Clin Pathol 2000;114:329-335 Problem prone case Defined by the individual, group, clinician, patient or literature
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Frequency of Routine Second Opinion Malignant diagnosis Breast CA on needle Bx 42% Prostate CA on needle Bx 43% Melanoma 58% GI CA on biopsy 34% Unpublished data (2001) from PIP program
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Frequency of Routine Second Opinion Benign diagnosis Breast 6% Prostate 18% Nevi 8% Unpublished data (2001) from PIP program
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Routine Review Before Sign-out CAP 2008 Q-Probes study Archives Pathol Lab Med 2010;134:740-743 45 Laboratories, 18,032 cases 6.6% (median 8.2%) had review before sign-out 78% reviewed by one additional pathologist. 46% for a difficult diagnosis 43% per departmental policy
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Routine Review Before Sign-out 45% malignant neoplasm Most common organ systems GI 20%, breast 16%, skin 13%, GYN 10% Labs with review policy Higher review rates (9.6% vs. 6.5%) Reviewed a higher % of malignancies (48% vs. 36%)
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Routine Second Opinion 13% of case were seen by >1 pathologist Disagreement rate 4.8% vs. 6.9%, P=.004 Amended report rate 0.0 vs. 0.5% Best selection of case to be reviewed remains unknown Am J Clin Pathol 2006;125:737-739
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Routine Second Opinion Comparison of rates of misdiagnoses over two one year periods Without routine second review With routine second review Results 10 misdiagnoses without review out of 7909 cases (1.3%) 5 misdiagnoses with review out of 8469 cases (0.6%) Pathology Case Review 2005;10:63-67
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Routine Second Opinion Study of amended reports 1.7 million cases in 359 labs 1.6/1000 amended report reviewed after sign-out 1.2/1000 amended reports reviewed before sign-out Arch Pathol Lab Med. 1998;122:303-309
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Pre-Sign out Quality Assurance Tool Am J Surg Pathol 2010;34:1319-1323 Randomly selects an adjustable % of case for review by a second pathologist Disagreements similar to retrospective reviews TAT slightly shorter (P=0.07) Amended reports decreased by 30% Amended reports for diagnostic edit decreased 55%
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Method of Review (Renshaw and Gould) Tissue with highest amended rates: Breast 4.4%, endocrine 4%, GYN 1.8%, cytology 1.3% Specimen types with highest amended rates: Breast core bx 4.0%, Endometrial curettings 2.1% Diagnoses with highest amended rates: nondx 5%, atypical/suspicious 2.2% Am J Clin Pathol 2006;126:736-7.39
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Method of Review (Renshaw and Gould) Reviewing nondiagnostic and atypical /suspicious – review 4% of cases and detect 14% of amended reports Reviewing all breast, GYN, non-GYN cytology and endocrine material – review 26.9% of cases and detected 88% of amended reports.
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Method of Review (Raab et al) Targeted 5% random review vs. focused review 5% random review – 195/7444 cases (2.6%) Focused review 50/380 cases (13.2%) Thyroid gland (pilot), GI, bone and soft tissue, GU P<.001 Major errors: Random 27(0.36%) vs. Focused 12 (3.2%) Am J Clin Pathol 2008;130:905-912
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Solutions Standardization Cancer checklists Terminology Redundancy Case reviews Multi-disciplinary teams and conferences Clinical correlation
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Post-Analytic Risk Complete reports Effective and timely communication of important results
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Post-analytic Complete reporting Evidence based medicine: oncology Commission on Cancer of the American College of Surgeons Cancer Program Standards 2004 90% of cancer reports must have required elements based on the CAP’s publication Reporting on Cancer Specimens Summary checklists
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Post-analytic Branston et al. European J Cancer 38;764:2002 Randomized controlled trial of computer form-based reports 16 hospitals in Wales 1044 study , 998 control 28.4% increase in report completeness Acceptable by pathologist Preferred by clinicians
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Based on regulatory mandates all institutions have critical value policies Policies apply to clinical pathology, radiology and other areas where testing is done (cardiology, respiratory therapy, etc) Policies typically mandate that result is reported within a specified timeframe (usually 30 or 60 min) Clinical Labs report >95% within 30 min 62 Critical Value Policies
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Effective Communication of Important Results Regulatory mandates CLIA 88 immediately alert … an imminent life- threatening condition, or panic or alert values Joint Commission develop written procedures for managing the critical results, define CR, by whom and to whom, acceptable time LAP There is a policy regarding the communication, and documentation thereof, of significant and unexpected surgical pathology findings
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Tissue processing takes hours and up to a day to complete – Why 30-60 min to report? ?? Critical – most diagnoses are important for treatment but not imminently life threatening Poor agreement among pathologists and clinicians Most reported cases of patient harm related to communication problems are due to lack of communication or missed communication not delay 64 Surgical Pathology and Cytology
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Do you believe that there are critical values in: Surgical Pathology, 44/73 yes, 24 blank Cytology, 31/57 yes, 22 blank Surgical Pathology – Call ASAP Bacteria in heart or BM 91% Organism in immune compromised patient 85% Cytology – Call ASAP Bacteria or fungi in CSF 81% and 88% © 2010 College of American Pathologists. All rights reserved. 65 Pereira et al AJCP 2008;130:731
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Arch Pathol Lab Med 2009;133:1375 1130 Laboratories surveyed 75% had AP “Critical Diagnosis” policy 52% of those with policy listed specific diagnoses Specific conditions included in the policy All malignancies 48.3% Life threatening infection 44.6% 66 Effective Communication of Important Results
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Effective Communication of Important Results Urgent diagnoses Imminently life threatening Very short list Reported quickly e.g. New infection in an immune compromised patient Significant unexpected diagnoses Not imminently life threatening Unusual or unexpected Difficult to anticipate Needs communication & documentation e. g. carcinoma in biopsy taken for medical disease
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Summary Source, frequency and significance of errors General principles of error reduction Identification errors (pre-analytic) Reasons for diagnostic (analytic) error Clinical history and clinical correlation Prospective and retrospective case reviews Post-analytic errors Report completeness Communication beyond the report 68