PathArchiv™ | Automated Block and Slide Archiving

PathArchiv automates sample handling, recording and archive management, virtually eliminating sample loss while substantially reducing staff Full-Time Equivalent (FTE), easing personnel shortages.

Homegrown file room management, slow error prone work...

Clinical lab personnel have built homegrown file room management systems, first using paper and now using electronic spreadsheets. In both cases, the weak link is the manual recording and handling of samples that suffers from the 'mean human error' rate as well as ongoing labor costs. Not surprisingly, this process deals with missing samples on a regular basis while simultaneously absorbing a significant percentage of the laboratory staff to sort, record, file, and pick samples, in addition to personnel time required to search for missing and lost samples.

SPOT Imaging's research showed that in the quest to address this issue clinical lab managers have developed a wish list for their next solution:

❑ Reduce file room FTE

❑ Reduce / eliminate lost samples

❑ Purpose built archive to manage sample loans and collections

❑ Minimize implementation costs

❑ Minimize storage container costs

❑ Maximize storage density

PathArchiv | A new era of file room management

An automated resource designed for histology labs by histology labs

Reduce labor costs and free up valuable staff time

Case studies show that one of the biggest advantages that PathArchiv can deliver to your lab is the reduction in staff time required to manage the sample file room. In one high volume lab, personnel went from 8 FTE to 3 FTE, while doubling their sample filing. The resultant savings to the lab file room budget enabled extra staff to be transferred to open positions, reducing staffing shortages.

Financial officers especially welcome the savings. They would require growth on the order of 20x the amount of the savings to gain the same margin (based on a 5% profit margin).

Eliminate lost samples

PathArchiv helps to eliminate samples losses, dramatically reduce them by mitigating contributing factors: manual transcription and record entry, manual sample filing and sample loan procedures.

PathArchiv uses automation to:

1) Read sample barcodes

2) File samples into their magazines

3) Record the location of the sample

This process removes baseline human error and engages human intervention to address special cases and exceptions to the standard operating procedure. The result is a reduction in misfiled or unreturned samples.

Cost-effective, standard storage containers

The format of the storage containers was not FTE to the whims of the engineers. A strict requirement was that the storage containers were to use the standard format box and magazine insert size. Purchasing all new shelving would be cost prohibitive and any new storage containers had to maintain a reasonable purchase price.

PathArchiv ensures that the capital purchase of the solution does not get overwhelmed by add-on shelving purchases required to house a custom storage format and that the ongoing storage consumables cost does not negate the labor savings the system delivers. PathArchiv enables a practical storage solution–upfront and ongoing.

Maximize sample storage density

PathArchiv breaks the long-held paradigm of sequential sample storage, which was a simple, reliable system for human filing clerks to understand and maintain. Each sample was stored in its numerical order based on case number and subsample designator. The downfall is the reserve space, typically on the order of 25%, required in the storage magazine to accommodate late arriving samples. This space reduces the effective density of sample storage.

PathArchiv does not need reserve space in the storage magazines. Since it tracks the location of every specimen, specimens can be filed into the next available space, enabling the full loading of the storage magazines. The result is a 33% decrease in the space required (100%/75% = 133%) and a corresponding decrease in off-site storage and associated fees.

Picking is easily facilitated. PathArchiv provides the archive clerk with a list of locations. Refiling fees are also eliminated. Returned samples are processed along with the new entries into the archive. PathArchiv just updates its entries and tracks the new locations.

User Work Flow Budgeting ROI Integration - Maintenance Reference - Resources

User Work Flow

PathArchiv-Slide filing workflow

Key to PathArchiv-Slide workflow is the unattended automated recording and filing of slides that allow your personnel to be freed up to perform sample picking or other more important laboratory work tasks.

Slide filing work steps:

Free up lab personnel

200 slides are easily loaded for 50 minutes of unattended operation without laborious sequential sorting or prefilling of proprietary slide trays that other solutions require. PathArchiv leverages its automation to free up lab personnel for other lab tasks.

Slide scanning and filing with
automated alerts

During this process PathArchiv is documenting each label, storing the case/slide data and position in magazine and the location of the magazine in the storage box. Any written labels or unread barcodes are flagged and sent to the exceptions list while the instrument continues uninterrupted during scanning. The exceptions list is accessed by any network-connected device and brings up each slide record showing the image of the label. The operator can enter the human readable characters ensuring all samples are logged into the system and retrievable in the future.

PathArchiv-Block filing workflow

The PathArchiv-Block workflow automates barcode reading and sample location recording, speeding up the process while virtually eliminating human transcription errors and the need for missing sample search parties.

Block filing work steps:

Process automation of 50 blocks
in 2 minutes

The PathArchiv block tracker automatically processes a magazine containing 50 blocks in 2 minutes, freeing the operator to handle other tasks such as loading the block tracker or filling out paperwork. During this process PathArchiv documents each cassette label, stores the case/block data and position in the magazine and the location of the magazine in the storage box. Any written labels or unread barcodes are flagged and sent to the exceptions list while the instrument continues scanning uninterrupted. The exceptions list is accessed by any network-connected device and brings up each block record showing the image of the label. The operator can enter the human readable characters ensuring all samples are logged into the system and retrievable in the future.

PathArchiv handles exceptional samples

PathArchiv handles broken and whole mount slides as well as whole mount cassettes that cannot run through the standardized automation provided in the PathArchiv-Block instrument. These low volume, 'Exceptional Samples' are recorded by the PathArchiv ExTrak™ Scanner which is a human-assisted automated recording system that records these samples into the main database ensuring all samples, standard or exceptional, are managed.

PathArchiv retrieval and loan management workflow

The PathArchiv retrieval order form is available from any network-connected device. Simply click the PathArchiv bookmark in your browser, enter your user passcode and select Retrieval. Pathologists readily submit their request by entering the case number, samples needed, delivery location, contact and loan duration. The completeness of this entry systematically eliminates the unrecorded 'sneaker' loans that cause sample losses.

Pick list for the order

The order is then posted to “Retrievals List” that file room personnel use to generate the pick list for the order.

Picked samples are recorded and tracked against their due date and if late, posted to the “Chase list” for follow-up. Individual samples are tracked ensuring that even partial returns are identified ensuring the return is complete. Returned samples are processed right along with the newly filed samples eliminating the labor, errors and third-party charges associated with legacy sequential filing. PathArchiv can do this because it is tracking every sample across its entire life in the system and does not rely on a sequential filing order required by manual systems.

Access the recorded data

The PathArchiv software records a full history of each sample’s transactions allowing standardized reports, sample searches and data analysis of the sample archive. Data integrity is assured by internal backups as well as the institutional central server backups, providing a routine recovery of sample tracking data if ever needed.

Budgeting ROI

PathArchiv: Bought to secure sample tracking, paid for through savings

Let us run your figures

PathArchiv installations not only secure samples from loss but also enable cost savings over legacy processes. SPOT Imaging has built a Return-On-Investment (ROI) calculator to provide your budgeting committee with estimates of the impact that PathArchiv will have on the cost of running your sample archive room. The following factors contribute to the overall cost and savings that PathArchiv will deliver to your organization.

Automated filing and recording frees up staff time

PathArchiv’s ROI starts with providing automated slide filing that allow operators to load up to 200 slide and then walk away for 50 minutes to perform other lab or file room tasks. Block magazines can be loaded as they are delivered from microtomy. A magazine of 50 blocks is completed in 2 minutes and can be loaded at the staff’s leisure. Studies of PathArchiv installations show a 2-8x reduction in staffing requirement depending on how efficient and accurate the legacy process was.

Customer Provides:

Number of cassettes per year
Number of slides per year
Daily staff hours for slides
Daily staff hours for blocks

Automation virtually eliminates search parties

While we cannot say that PathArchiv will eliminate all samples losses, it does dramatically reduce sample losses by eliminating the most significant contributing factors:

Manual transcription and record entry
Manual sample filing
Unoptimized sample loan procedures

Every file room member has their personal experience as part of a sample search party. These adventures are outside their assigned work for the day and generally either result in overtime additions to the budget or upstaffing to compensate for the lost time.

Customer Provides:

Daily staff time spent searching for lost samples
Average full cost of employee per hour

Storage density

PathArchiv fills storage magazines to 98% capacity because it does not need to leave room for late arriving samples like legacy sequential storage methodology. This results in a 30% savings in storage consumables as well as offsite storage charges.

Customer Provides:

Current storage magazine density
Current cost for storage box sets
Off-site ($/Cubic Ft/Year)

Eliminate refiling

PathArchiv does not require refiling samples back into the original sequential storage boxes and processes refiled samples along with its standard new sample filing workflow. A second saving comes from the elimination of refiling charge from an outside storage facility, which typically halves the yearly charges for retrieval/refiling.

Customer Provides:

Current yearly retrieval/refiling charges

Industry standard storage containers...

PathArchiv uses the industry standard storage box format. This standard storage format provides several benefits.

Standard common shelving

When considering migrating to a next-generation file room archiving system an important consideration is the type of shelving required to hold the sample storage containers. By using the compact and self-contained standard containers, most customers can use their existing shelving or only need to purchase common/standard shelving units. Many proprietary storage systems require proprietary shelving/cabinet solutions that inflate the cost of adoption.

Cost of consumable storage containers

PathArchiv storage containers are less expensive than the major manufacturers’ pricing after factoring in the 30% higher storage density. The savings are even greater when compared to steel drawer systems.

Shipping and long-term storage formats

Another aspect of the storage container is whether the format is easily handled and shipped. If the storage format is large, it will be a challenge requiring additional staff time and shipping costs. If you currently use expensive steel drawer storage you are faced with either the high cost of using the drawers as the long-term storage or the added labor to transfer the samples out of the drawers into less expensive long-term storage containers. Neither method is cost effective. PathArchiv’s storage containers are compact and easy to handle and ship as well as being cost effective for both short-term and long-term storage.

Integration - Maintenance

The SPOT pathology integration process

The SPOT Imaging Team understands that your equipment and software has to perform to be of value. At SPOT Imaging, meeting your expectations happens over four phases of the solutions life cycle:

Client information gathering
Proposal and demonstration
Installation and integration
Updates and maintenance

LIS interface support

PathArchiv implementations generally do not require LIS integration as LIS provide a self-contained sample archive management system that contain scan-in sample entry, sample search and management tools, sample request order forms, pick lists retrieval forms and loan management tools.

Integration and validation…

In the event that a LIS interface is required by the customer, SPOT Imaging has a number of existing interfaces as well as the development resources to produce a new interfaces. The SPOT Imaging integration and development teams manage the integration work-task-based schedule to assist your IT team through planning, installation, training, sand box validation testing and final 'Go Live' launch and audit.

Complete File Room System Includes:

PathArchiv-S, PathArchiv-B, ExTrack, SPOT Archiver Software/DB, PrintArchiv, PathNAS, PathConnect,

LAN Setup(Router-Switch-Cables), Slide-Magazine (consumable), Block-Magazine (consumable), Storage Box (consumable)

Reference - Resources

Building the Digital Pathology Roadmap…

Helping Pathology Partners

Develop roadmaps that provide:

Professional Images from streamlined workflows
Shared central image archive
Secure telepathology interface
Synchronized LIS connectivity

Based on the principles of:

Practical, budget positive solutions that pay for themselves
Integrated, step-wise implementation
Fits your existing infrastructure of equipment and software
Solid experience from > 55 years of problem solving