Sample receipt process flowchart
A laboratory sample receipt process for delivery checks, documentation review, sample identification, condition assessment, acceptance, accessioning and exception handling.
What the sample receipt process is
The workflow makes receipt more than a signature by separating paperwork, identity and condition checks before a sample can enter the laboratory system. It is deliberately a starting point: adapt the roles, criteria, records and escalation thresholds to the services and risks your laboratory actually manages.
The meaningful branches are not footnotes. Required submission information present?, Sample ID matches the request? and Receipt acceptance criteria met? decide whether routine work can proceed or whether the laboratory must hold, clarify, investigate or escalate the work.
This template does not establish compliance with any standard or regulation. Confirm the procedure, safety controls, authorization roles and retention requirements that apply at your site before making it effective.
What this flowchart covers
In this template
- Five stages from receive through record across the roles that own this workflow.
- A documented positive and negative path for required submission information present?, so an exception stays visible rather than disappearing from the flow.
- The sample id matches the request? gate before routine work continues, with a hold, investigation or remediation path where it does not.
- A final receipt acceptance criteria met? decision that routes both outcomes through controlled records and closure.
- Editable swimlanes and labels that can be aligned with the laboratory's approved methods, local forms and quality-system terminology.
When to use this template
- You receive samples from customers, production, field teams or another laboratory and need a repeatable way to accept, hold or reject them.
- You are revising an SOP, training material or audit-ready process map and need the failure paths visible alongside the routine path.
- Several teams own parts of the workflow and need a shared view of the handoffs, evidence and escalation points.
How it works
Set the real roles and records
Replace the example lanes with the people who actually perform Sample Reception, Laboratory Coordinator, Quality Assurance. Add the SOP, form, system or logbook that provides evidence at each handoff.
Define the decision criteria
Write the site-specific rule behind each decision, especially required submission information present?, sample id matches the request? and receipt acceptance criteria met?. Do not leave a result-dependent decision to informal judgement.
Test the exception paths
Walk a recent non-routine case through the hold, clarification, investigation or remediation branches. Change the chart wherever the real response differs from the draft.
Approve and review the procedure
Route the completed process through your document-control and approval process, train the affected roles and review it when methods, systems, responsibilities or risks change.
Frequently asked questions
What does this sample receipt process flowchart cover?
The workflow makes receipt more than a signature by separating paperwork, identity and condition checks before a sample can enter the laboratory system. It includes the decision points and exception routes needed to prevent a failed check or unclear handoff from being treated as routine work.
Can this template be used in a regulated laboratory?
It is an editable starting point, not a compliance claim. Regulated and accredited laboratories should align the roles, records, acceptance criteria, method controls and approvals to their applicable framework and approved quality system.
How should we adapt the workflow?
Start with the actual records and roles used at the site, define the criteria behind each decision, then test the exception branches against a recent real case. Remove steps that do not occur and add required local controls before approval.