Activities related to Phase 3 - Personnel

  • Identify potential conflicts of interest for every personnel member.

    Based on, among others, the CV, assess for each personnel member the presence of potential conflicts of interests. Financial and political considerations should not influence the quality of work of the personnel member.

    If a potential conflict of interest is found, determine if this conflict may have a serious effect on the functioning of the laboratory. If so, take appropriate measures (find a solution together with the employee).

    An example could be a staff member working at a public laboratory in the morning and working for a private laboratory in the afternoon. This staff member may refer patients to the private laboratory in the afternoon to ensure work in the private laboratory where his/her salary may be higher.
  • Define authorizations for performing specific tasks per personnel member and include this in the personnel file of each staff member.

    In a quality management system it is important to know who is responsible to do which job, so that persons not appropriately trained to perform a specific task will not do this task anyway, risking the quality of performance.

    In phase 1 already a more general authorization matrix was made that defines per position in the laboratory which functions may be performed in the laboratory and which not. Specify in the job description of each staff member which task this staff member is authorized to perform. Examples of such tasks can be:

    • Use of a specific piece of equipment
    • Authorization to enter the maximum containment laboratory
    • Collect primary samples
    • Issue result reports
    • Review result reports
    • Use of computer system
    • Enter the laboratory archive

    This activity also increases the confidentiality of patient information. It is now traceable who can view this information.
  • Create a personnel substitution matrix.

    To guarantee continuity of work, a personnel substitution matrix must be made. This matrix shows for every personnel member who takes over his/her responsibilities in case this personnel member is absent (due to sickness or requested leave). Store this document in a logical location so that it can easily be accessed when somebody is (unexpectedly) absent.

    If more explanation is needed: see the example personnel substitution matrix.

    * Template Personnel Substitution Matrix
  • Make sure that enough personnel members are trained in providing first aid or that access to first aid is ensured.

    First aid should always be available. When the laboratory is not connected to a hospital, make sure that enough personnel members are trained in providing first-aid so that there is always a personnel member trained in first aid present in the laboratory.