When only part of an external laboratory report arrives

The laboratory sends one page, but the hospital expected several parts against the request. Record what arrived and keep the remaining parts visible. Marking the whole request complete can remove the outstanding work from the next colleague's view.

This is an administrative receipt and handover routine. The responsible clinician decides what the available report means and what clinical action or urgency applies. Reception should not wait for a complete set before following the hospital's required clinical escalation procedure.

Check the document against the request

Confirm the identifiers through the hospital's approved process and find the original request reference. Record the date, source and document reference. If identity details conflict or the attachment cannot be read, preserve the received item in the authorised record and refer the discrepancy to the responsible person.

Distinguish a report that explicitly states partial from a package of documents that appears incomplete. Ask the laboratory to clarify missing administrative elements through the approved contact route. Do not infer that an absent page means a test was negative, cancelled or never performed.

Keep two work items visible

One task is to place the received document with the responsible clinical reviewer. Another is to establish what remains outstanding from the original request. They may have different owners and completion points.

In a fictional request LAB-014, document A arrives while document B remains outstanding. The tracker can show A received and handed over, with B awaiting clarification. It should not imply that the clinician has reviewed A merely because reception attached it to the record.

The WHO laboratory handbook provides background on referral traceability. The split into receipt and outstanding administrative work is our suggested desk process.

Close only the action that has evidence

Use the external referral tracker for the request trail and the review handover sheet for the transfer to the clinical team. Keep the original references when a further page or corrected report arrives.

Record the laboratory's clarification and the colleague accepting the remaining follow-up. Clinical priorities and contact timing come from the responsible team and local procedure, not a deadline on this worksheet. At shift change, have the receiving staff member explain which document is available and which administrative question still needs an answer.