Sample rejection process flowchart

What the sample rejection process is

This chart begins when a sample exception is identified and routes the assessment through a local rejection decision. It then keeps both outcomes visible: a rejected sample is held and the submitter is notified, while an acceptable sample returns to normal receipt.

The chart does not treat the first decision as enough. Documentation and disposition must also be complete, or the workflow returns to review and record resolution before the outcome is closed.

This template does not establish compliance with any standard or regulation. Define your rejection criteria, sample status controls, notification method, disposition authority and records before making it effective at your site.

What this flowchart covers

In this template

• Four stages from exception assessment through a recorded rejection decision.
• A labelled decision that applies local rejection criteria to the identified exception.
• Visible paths for a held rejection and a sample released to normal receipt.
• A documentation-and-disposition gate with a review route for unresolved records.
• Editable swimlanes for reception, supervisory assessment and quality oversight.

When to use this template

• You need to show how a receipt or handling exception becomes an accept, hold or reject decision.
• You want submitter notification, final disposition and record completion to be visible in the same workflow.
• You are revising sample acceptance criteria or training reception and quality roles.

How it works

1. Define local rejection criteria

   Replace the broad decision with the criteria your laboratory has approved. Keep the examples and thresholds in the controlled local procedure, not a generic template.

2. Map sample statuses

   Name the physical and system status used for a held or rejected sample and the path that returns an acceptable sample to normal receipt.

3. Set notification and disposition roles

   Identify who notifies the submitter, who can make the final disposition and what record confirms both actions.

4. Review a real exception

   Walk a recent acceptance and rejection case through the chart. Add every actual review, clarification and record handoff before approving the workflow.

Frequently asked questions

What is included in a sample rejection process?

The workflow assesses an identified exception against local criteria, places a rejected sample on hold or sends an acceptable one to normal receipt, then verifies that documentation and disposition are complete before recording the decision.

Does an identified sample exception always mean rejection?

No. The exception needs assessment against the criteria your laboratory has defined. The chart shows both paths so a sample that can proceed is not handled as rejected, and a rejected sample remains controlled.

What should happen when rejection documentation is incomplete?

Keep the final decision open, obtain the required review or record clarification and document the resolution. Closing the sample status without the supporting disposition leaves the exception unresolved.