What a complete requisition contains, and why gaps start chain of custody wrong
A complete requisition tells the lab who ordered the work, who pays, which project it belongs to, what the sample is, where, when and by whom it was collected, and which analyses are wanted. When any of that is missing, the chain of custody starts with a gap that someone has to chase later, and every handover after it inherits the doubt. Digital intake asks for the right fields at the moment of ordering, so the record starts complete.
A requisition arrives with the client name and a sample type, and nothing else. No project reference, no collection date, and the handwriting on the location is a guess. The sample is already in the lab. Someone now has to phone, wait for an answer and fill in the blanks, while the record of that sample has a hole in it from its very first line.
What does a complete requisition contain?
The exact fields depend on the test and the client, but the questions behind them are the same. A lab should never have to ask any of these after the sample has arrived:
- Who ordered the work, and who pays if that is a different party
- Which project or case the sample belongs to, with the client's own reference
- What the sample is: type, identification and any sample-level notes
- Where, when and by whom it was collected
- Which analyses are wanted, and anything the lab needs to know about handling
- Any extra details this test type or client always needs
Why do missing fields start the chain of custody wrong?
The chain of custody is a record of who had the sample, when and where, from the first registration to the final report. Every handover is only as trustworthy as the entry before it. A field that was blank, guessed or filled in days later at intake leaves the first entry in doubt, and the timestamps and signatures that follow cannot repair it. The gap is not found when it is made. It is found when a client questions a result or an audit asks for the record.
How do you stop missing fields at the source?
By asking for the right fields at the moment the order is placed, not when the sample is on the bench. In Milva Lab, the order is registered digitally by the client in a portal or by a field team on site, and the record carries client details, project reference, sample type and collection notes from the moment of submission. Custom fields per test type and client mean the form only asks for what that sample needs. Photo and GPS capture can be added at the sample level for field registrations.
If nothing changes, every incomplete requisition costs a phone call and leaves a weak first entry in a record that has to hold up later. A useful test for your own lab: take last week's requisitions and count how many needed a follow-up before work could start. If the answer is more than none, the chain of custody is starting wrong.
Frequently asked questions
What does a complete sample requisition contain?
Who ordered the work and who pays, the project or case reference, what the sample is, where, when and by whom it was collected, the analyses wanted, and any details the test type or client always needs.
Why do missing fields on a requisition matter for chain of custody?
The chain of custody starts at the first registration. A blank or guessed field leaves the first entry in doubt, and every handover after it inherits that doubt.
How does digital intake prevent incomplete requisitions?
The order is registered at the point of ordering, with client details, project reference, sample type and collection notes captured at submission. Custom fields per test type and client mean the form asks for what that sample needs, so nothing has to be chased after the sample arrives.
Can field teams register samples with photos and location?
Yes. Photo and GPS capture are available at the sample level for field registrations through the Milva mobile app, coming soon to the App Store and Google Play.
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Five questions on intake, requisitions, client updates, and chain of custody. See where an auditor would look first.
Martin Mikkelsen
CCO, Milva Lab