Checklist template

Laboratory and diagnostic imaging for veterinary hospitals

A ready-to-use checklist with 110 items in 6 sections, covering Analyzers, Quality control, Sample handling, Radiography, Ultrasound, Records. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 110 Items
  • 94 Yes / No checks
  • 6 Scored ratings
  • 124 Points

Use this template How audits work

1. Analyzers 23 items

  1. The chemistry analyzer passed its start-up self-check today Yes / No 1 pt
  2. The hematology analyzer passed its start-up self-check today Yes / No 1 pt
  3. The manufacturer's daily and weekly maintenance tasks are initialed on each analyzer's checklist Yes / No 1 pt
  4. Reagents, rotors and slides are within their expiry dates Yes / No 1 pt
  5. Refrigerated reagents are warmed to room temperature for the time on the package insert before use Yes / No 1 pt
  6. The lot number and the date opened are recorded for each reagent pack Yes / No 1 pt
  7. The patient's species is selected on the analyzer for each run Yes / No 1 pt
  8. Analyzers stand on a level surface away from the vibration of the centrifuge Yes / No 1 pt
  9. Analyzers are out of direct sunlight and away from heat sources Yes / No 1 pt
  10. The centrifuge lid lock works Yes / No 1 pt
  11. A chart at the centrifuge gives the speed and time for serum, urine, hematocrit and fecal samples Yes / No 1 pt
  12. The oil is wiped from the 100x objective of the microscope after use Yes / No 1 pt
  13. The microscope is covered when not in use Yes / No 1 pt
  14. The refractometer reads 1.000 with distilled water Yes / No 1 pt
  15. Urine test strip bottles are closed and marked with the date opened Yes / No 1 pt
  16. Cytology stains are replaced on the schedule set by hospital policy Yes / No 1 pt
  17. A separate stain set is kept for ear and fecal smears Yes / No 1 pt
  18. Rapid test kits (heartworm, feline leukemia, parvovirus) are stored at the temperature on the label Yes / No 1 pt
  19. The blood glucose meter is a veterinary model set to the species code of the patient Yes / No 1 pt
  20. Date of the last service visit for the chemistry analyzer Date
  21. Analyzers are plugged into an uninterruptible power supply Yes / No 1 pt
  22. The laboratory refrigerator holds no food or drink Yes / No 1 pt
  23. Upkeep of laboratory analyzers Rating
    • Maintained and recorded 5 pts
    • Running but maintenance behind 3 pts
    • Errors or expired reagents found 1 pt

2. Quality control 17 items

  1. Control material is run on the chemistry analyzer at the frequency set by the manufacturer Yes / No 1 pt
  2. Date of the last control run on the chemistry analyzer Date
  3. Control material is run on the hematology analyzer at the frequency set by the manufacturer Yes / No 1 pt
  4. An out-of-range control result is followed by a recorded corrective step before patient samples are run Yes / No 1 pt
  5. Control materials are within their expiry dates Yes / No 1 pt
  6. A blood smear is examined for every blood count that the analyzer flags Yes / No 1 pt
  7. A spun hematocrit is compared with the analyzer result when the result does not fit the patient Yes / No 1 pt
  8. Split samples are sent to the reference laboratory for comparison on the schedule set by company policy Yes / No 1 pt
  9. Each employee who runs an analyzer has a signed training record for that analyzer Yes / No 1 pt
  10. Printed results show reference ranges for the patient's species Yes / No 1 pt
  11. Analyzer error codes are logged with the action taken Yes / No 1 pt
  12. Rapid tests are read with a timer at the time stated in the instructions Yes / No 1 pt
  13. The specific gravity of the fecal flotation solution is checked with a hydrometer on the schedule set by hospital policy Yes / No 1 pt
  14. The urine sediment procedure (volume, speed, time) is posted at the centrifuge Yes / No 1 pt
  15. A list of critical values that must be reported to the veterinarian at once is posted in the laboratory Yes / No 1 pt
  16. Control runs out of range in the last month Number
  17. Quality control of in-house testing Rating
    • Controls run on schedule and acted on 5 pts
    • Controls run irregularly 3 pts
    • No control records 1 pt

3. Sample handling 20 items

  1. Every tube is labeled with the patient's name, the owner's last name and the date when the sample is drawn Yes / No 1 pt
  2. A chart in the laboratory shows the tube required for each test (lavender, red, serum separator, blue) Yes / No 1 pt
  3. Tubes containing anticoagulant are filled to the fill line Yes / No 1 pt
  4. Blood counts are run within the time after collection set by the analyzer manufacturer Yes / No 1 pt
  5. Serum is separated from the clot before a sample is stored or sent out Yes / No 1 pt
  6. Hemolyzed, lipemic and clotted samples are noted on the result or drawn again Yes / No 1 pt
  7. Urine is analyzed within 30 minutes of collection or refrigerated Yes / No 1 pt
  8. The urine collection method (cystocentesis, catheter, free catch) is recorded with the result Yes / No 1 pt
  9. Fecal samples not examined within 2 hours are refrigerated Yes / No 1 pt
  10. Samples awaiting the courier are kept in a designated bin or refrigerator with their requisitions Yes / No 1 pt
  11. Requisitions for cytology and biopsy samples include the clinical history and the site sampled Yes / No 1 pt
  12. Biopsy tissue is fixed in about 10 parts formalin to 1 part tissue Yes / No 1 pt
  13. Biopsy jars are labeled on the jar, not on the lid Yes / No 1 pt
  14. Formalin jars are stored and shipped apart from cytology slides Yes / No 1 pt
  15. Cytology slides are labeled in pencil on the frosted end Yes / No 1 pt
  16. Culture swabs are in transport medium that is within its expiry date Yes / No 1 pt
  17. Reference laboratory results pending for more than 7 days Number
  18. Blood samples are kept for the retention period set by hospital policy so tests can be added Yes / No 1 pt
  19. Gloves are worn when handling urine and fecal samples Yes / No 1 pt
  20. Sample handling and labeling Rating
    • Labeled at collection and processed on time 5 pts
    • Labeled but delays in processing 3 pts
    • Unlabeled or spoiled samples found 1 pt

4. Radiography 19 items

  1. A technique chart by species, body part and thickness is posted or loaded as presets in the generator Yes / No 1 pt
  2. The body part is measured with calipers before the exposure is set Yes / No 1 pt
  3. Each image carries the patient's identification and the date Yes / No 1 pt
  4. A left or right marker is placed in the beam before exposure, not added on the screen afterward Yes / No 1 pt
  5. The exposure index of each image sampled is within the range given by the imaging system manufacturer Yes / No 1 pt
  6. Positioning aids are free of hair and stains Yes / No 1 pt
  7. Standard views for each study (two views at right angles, three views of the chest) are posted Yes / No 1 pt
  8. Chest images sampled were taken at peak inspiration Yes / No 1 pt
  9. Retakes are logged with their reason Yes / No 1 pt
  10. Images retaken last month (%) Number
  11. A test image shows no artifact from hair, dirt or contrast agent on the detector Yes / No 1 pt
  12. The X-ray table top is wiped between patients Yes / No 1 pt
  13. Images are stored in the image archive and backed up off site Yes / No 1 pt
  14. Studies sent for outside reading include the clinical history Yes / No 1 pt
  15. Dental X-ray sensors are covered with a new sleeve for each patient Yes / No 1 pt
  16. The digital detector calibration is run on the schedule set by the manufacturer Yes / No 1 pt
  17. Date of the last service of the X-ray unit Date
  18. Contrast agents are within their expiry dates and stored as their label states Yes / No 1 pt
  19. Image quality on 5 studies sampled Rating
    • All diagnostic, marked and positioned correctly 5 pts
    • 1 or 2 with positioning or marker faults 3 pts
    • Several non-diagnostic images 1 pt

5. Ultrasound 18 items

  1. Probes are wiped free of gel and disinfected after every patient with a product approved by the manufacturer Yes / No 1 pt
  2. Probe faces have no cracks Yes / No 1 pt
  3. Probe cables are not kinked or run over by the cart wheels Yes / No 1 pt
  4. Probes rest in their holders when not in use Yes / No 1 pt
  5. Gel bottles are not topped up from a bulk container Yes / No 1 pt
  6. The machine's air filters are cleaned on the schedule set by the manufacturer Yes / No 1 pt
  7. Presets for abdomen, heart and small parts are set up on the machine Yes / No 1 pt
  8. The patient's name is entered before each scan, with no images saved under a previous patient Yes / No 1 pt
  9. Saved images are labeled with the organ shown Yes / No 1 pt
  10. The positioning cushion is wiped between patients Yes / No 1 pt
  11. Sterile gel or a sterile probe cover is used for needle sampling under ultrasound guidance Yes / No 1 pt
  12. The steps of the emergency rapid scan of the chest and abdomen are posted at the machine Yes / No 1 pt
  13. A list names the employees approved to operate the ultrasound machine Yes / No 1 pt
  14. The cart wheels lock Yes / No 1 pt
  15. The room lights can be dimmed for scanning Yes / No 1 pt
  16. Date of the last service of the ultrasound machine Date
  17. Ultrasound scans performed last month Number
  18. Condition and care of the ultrasound equipment Rating
    • Clean, intact and ready 5 pts
    • Working but probes or cables poorly kept 3 pts
    • Damaged probes or gel residue left on them 1 pt

6. Records 13 items

  1. In-house results are in the patient record on the day of the test Yes / No 1 pt
  2. Each result is reviewed and initialed by a veterinarian before it is filed Yes / No 1 pt
  3. The date the owner was told of abnormal results is noted in the record Yes / No 1 pt
  4. The laboratory log lists the patient, date, test and operator for every in-house test Yes / No 1 pt
  5. Reference laboratory results are checked off against the pending list as they arrive Yes / No 1 pt
  6. A written interpretation by a veterinarian is on file for every radiographic study sampled Yes / No 1 pt
  7. Written findings are entered in the record for every ultrasound scan sampled Yes / No 1 pt
  8. Analyzer maintenance records are kept for the period set by hospital policy Yes / No 1 pt
  9. Images are retained for the period required by local regulation Yes / No 1 pt
  10. Requests from specialists for images or results are logged with the date sent Yes / No 1 pt
  11. Name of the laboratory lead Short text
  12. Overall in-house diagnostics Rating
    • Analyzers controlled, samples handled and images diagnostic 5 pts
    • Results reliable with gaps in checks or records 3 pts
    • Unreliable results or non-diagnostic images found 1 pt
  13. Corrective actions required in the laboratory and imaging Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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