Medical laboratory workflow charts serve as powerful visual tools that map out the step-by-step processes involved in managing patient samples, from collection to final reporting. By turning complex procedures into clear, structured laboratory workflow diagrams, these charts help labs gain a deeper understanding of how tasks flow, where delays occur, and what can be improved.
More than just a planning aid, Laboratory workflow charts play a key role in driving operational efficiency, ensuring consistent accuracy, and supporting safer patient care. Whether identifying laboratory workflow process gaps or aligning team responsibilities, they provide the clarity needed to enhance performance and maintain high standards across the board.
1. What is a Laboratory Workflow Chart?
Running a clinical laboratory involves managing a wide range of interconnected tasks, often happening simultaneously across teams and departments. From collecting a patient sample to delivering results to a clinician, each step must be accurate, timely, and compliant with protocols. That’s where workflow charts come into play.
A medical laboratory workflow chart is more than just a visual aid, it’s a strategic tool that helps labs make sense of their daily operations. By mapping out processes visually, these charts reveal the sequence of tasks, pinpoint who’s responsible for each step, and highlight areas that could be improved or automated. Whether you’re managing a small diagnostic lab or a large hospital-based facility, having a workflow chart ensures that every process is carried out with purpose, consistency, and efficiency.
Let’s break down what these charts are and the different types commonly used in laboratories.
I. Definition and Purpose Of Laboratory Workflow Diagram
A laboratory workflow chart is a visual outline of how samples move through your lab, from the point of entry (sample collection) to the final output (results delivery). It includes every major step along the way, such as labeling, testing, quality checks, and reporting.
The purpose of a workflow chart is to make processes transparent and easy to follow. When each step is clearly laid out, it becomes easier to:
- Identify inefficiencies like unnecessary steps or repeated tasks
- Improve turnaround times by spotting delays or slow handoffs
- Ensure consistency by aligning with standard operating procedures
- Support training and onboarding, making it easier for new staff to understand how things work
- Maintain quality and compliance, especially during audits or inspections
In essence, workflow charts act as a roadmap that helps lab teams work smarter, not harder.
II. Lab Flow Chart Types and LIMS Workflow Diagram
Not every laboratory workflow diagram chart follows the same design. The type you choose should reflect your lab’s needs, the level of detail required, and how many people or departments are involved. Here are the three most commonly used chart formats in clinical settings:
A. Lab Flowcharts
Lab Flowcharts are the most widely used and recognized format. They use basic symbols – rectangles for tasks, diamonds for decisions, and arrows for direction, to represent each step in a process.
These charts are ideal for outlining linear or moderately complex workflows, such as the sample accessioning process or a single test pathway, helping visualize the entire path of workflow of the laboratory processes for greater efficiency and clarity.
Pros:
- Easy to create and interpret
- Great for training and quick overviews
Cons:
- It can become crowded or confusing when dealing with multiple roles or parallel processes
Laboratory Workflow Example:
Lab flowchart showing the workflow for lab tests. It also shows the test status in the lab result viewer. CPOE, computerized physician order entry; LIS, laboratory information system
B. Swimlane Diagrams
Swimlane diagrams take the traditional flowchart a step further by assigning lanes to different departments, roles, or systems. This makes them perfect for cross-functional processes where multiple people are involved in completing a task.
For example, one lane could represent the phlebotomy team, another the lab techs, and another the data entry staff. This format helps clarify who is responsible for what and when.
Pros:
- Excellent for highlighting handoffs and accountability
- Helps reduce duplication and gaps in responsibility
Cons:
- Slightly more complex to build and maintain
Laboratory Workflow Example:
Source: https://www.edrawmax.com/templates/1016398/
C. Process Maps
Process maps offer a more detailed view of your operations. In addition to steps, they often include inputs, outputs, required resources, performance metrics, and even compliance checkpoints.
They’re most useful when you need to dive deeper; for instance, during process improvement projects or accreditation preparation.
Pros:
- Comprehensive and data-rich
- Supports decision-making and long-term planning
Cons:
- Requires more time, data, and stakeholder involvement to develop
Whether you’re starting from scratch or looking to refine your existing laboratory workflow processes, understanding these chart types, and when to use them, is the first step toward building more efficient, safer, and more collaborative lab operations.
Laboratory Workflow Example:
Source: https://biosistemika.com/blog/laboratory-processes-mapping/
Learn How LIS plays a crucial role in effective specimen handling
2. Laboratory Workflow Process: Detailed Analysis and Key Components
To be truly effective, a laboratory workflow chart must do more than just show the steps in a process, it should communicate clearly, assign responsibility, and reflect the actual flow of operations. Whether you’re reviewing a current workflow or building a new one, understanding the foundational elements of these charts is essential.
Every chart relies on a common language of symbols and structure. It breaks the laboratory workflow process into logical stages and outlines who is responsible at each point. When these elements are thoughtfully applied, the chart becomes more than just a diagram, it becomes a practical guide for ensuring smooth operations, reducing errors, and keeping everyone on the same page.
Let’s explore the key building blocks of an effective laboratory workflow chart.
I. Symbols and Notations
At the heart of every workflow chart are the symbols that represent each action or decision. These symbols serve as a universal language, easy to interpret by anyone involved in the process, regardless of role or department.
Here are some of the most commonly used symbols:
- Rectangle – Represents a process or task
For example: “Label Sample” or “Run Blood Test.” These are the active steps where work gets done. - Diamond – Represents a decision point
For instance: “Is the sample valid?” A yes or no path follows from here, guiding what happens next. - Arrow – Indicates the flow or direction of the process
Arrows show how each step connects to the next, making the sequence of operations easy to follow. - Oval – Represents the start or end of a process
Used to mark the beginning (e.g., “Sample Collected”) or conclusion (e.g., “Results Reported”) of the workflow.
Using consistent symbols across the chart not only keeps things clean and organized but also reduces confusion, especially when multiple teams are involved or when the chart is used for training.
II. Stages of the Laboratory Process
Dividing the workflow into key phases helps in isolating problems, improving communication, and ensuring that the right protocols are followed at the right time. Most medical laboratory workflows are divided into three core stages:
A. Pre-Analytical Phase
This is where everything begins. Pre-Analytical mistakes here can have downstream effects, so precision and protocol matter.
- Sample Collection:
The patient’s sample is drawn, whether it’s blood, urine, or another specimen. Proper technique and correct identification are crucial. - Labeling & Accessioning:
Each sample is labeled with unique identifiers and logged into the system. This step ensures traceability and reduces the risk of mix-ups. - Transportation:
Samples must be transported to the lab under controlled conditions to preserve integrity. Any delay or mishandling at this stage could invalidate the test.
B. Analytical Phase
This is the core of the laboratory workflow process, where diagnostic testing takes place.
- Sample Processing:
The sample may require preparation steps such as centrifugation or aliquoting before it’s ready for testing. - Testing & Analysis:
Samples are tested using instruments or manual techniques. Accuracy and calibration are key here to produce valid results. - Quality Control:
Before results are finalized, internal checks are run to ensure everything meets required standards. Control samples or duplicate testing may be used.
C. Post-Analytical Phase
This phase focuses on interpreting, communicating, and archiving results.
- Result Reporting:
Once approved, results are shared with clinicians, often through a Laboratory Information System (LIS). - Data Analysis:
Complex or abnormal results may be flagged for follow-up. Trends over time can also be analyzed for clinical insights. - Record Storage:
All data is securely stored for future access, compliance checks, or further analysis.
III. Roles and Responsibilities
A well-functioning lab requires clear role definition at every stage of the workflow. Assigning responsibility ensures accountability and smoother handoffs between tasks.
- Phlebotomists:
These professionals handle sample collection, patient ID verification, and initial labeling. They’re often the first point of contact in the workflow. - Lab Technicians:
Responsible for running the tests, maintaining equipment, and performing quality checks. Their work forms the backbone of the analytical phase. - Pathologists:
They review, interpret, and sign off on complex results, especially for critical or abnormal findings. - Clerical/Admin Staff:
These team members manage the paperwork, ensure proper documentation, and handle the dispatch of results to clinicians, or patients.
To visualize these responsibilities clearly, swimlane diagrams are especially helpful. They allow each role or department to have its own lane, making it easy to track who does what and when across the workflow.
Understanding and applying these core components in the LIMS workflow diagram is what transforms a basic process chart into a highly functional tool for lab management. When everyone knows the flow, their role in it, and how each action connects to the bigger picture, labs operate with greater confidence, consistency, and care.
3. Interpreting Laboratory Workflow Diagrams for Efficiency
Once a medical laboratory workflow chart is created, the real value comes from how it’s interpreted and applied. These charts aren’t just visual aids, they’re powerful tools for improving lab performance on multiple fronts. When properly analyzed, workflow charts can reveal hidden inefficiencies, highlight resource imbalances, and ensure compliance with quality standards.
By using these visual maps to ask the right questions – Where do delays occur? Are we using our staff and equipment effectively? Are we meeting our turnaround goals? Laboratories can make informed, data-driven decisions that improve both day-to-day operations and long-term outcomes.
Let’s break down the key ways in which workflow charts can be interpreted to unlock their full potential.
I. Identifying Bottlenecks and Delays
One of the most immediate benefits of a workflow chart is its ability to spotlight problem areas.
When you visualize the entire process from start to finish in the LIMS workflow diagram or a laboratory SOP manual, it becomes easier to spot slow points. These points include sample queues building up at a single processing station, or repeated rework loops caused by incomplete data or unclear results.
For example, if a particular testing instrument consistently causes delays, this can show up as a concentration of steps, arrows, or notations around that part of the workflow. You can then investigate whether it’s a matter of equipment downtime, staffing gaps, or procedural inefficiencies.
By bringing these issues to light, teams can act sooner, adjusting schedules, redistributing tasks, or even automating certain steps to keep things flowing smoothly.
II. Analyzing Turnaround Time (TAT)
Turnaround time is a critical performance metric for any clinical lab. Workflow charts can help visualize and measure TAT more accurately by breaking the process down into time-stamped stages.
When each step in the workflow is annotated with expected vs. actual timeframes, you can easily see where delays are creeping in. For example:
- Is sample accessioning taking longer than expected?
- Are results getting stuck in a sign-off queue before they’re released?
This kind of analysis allows labs to set realistic benchmarks and identify time drains that might not be obvious through routine observation. Ultimately, tightening TAT doesn’t just improve operational efficiency, it directly impacts clinician decision-making and patient outcomes.
III. Assessing Resource Utilization
Another insightful use of workflow charts is evaluating how well your lab’s resources, people, equipment, and inventory are being used.
- Staff Allocation:
Is one technician or department frequently overloaded while others are underutilized? A workflow chart can uncover imbalances in task distribution, which often lead to burnout or idle time. - Equipment Utilization:
If a specific analyzer or instrument appears in multiple steps, it might be a critical resource and possibly a bottleneck. Alternatively, equipment that rarely appears might be underused, suggesting an opportunity to optimize testing routes or repurpose capacity. - Inventory Flow:
Mapping workflows against reagent usage can help determine whether supply levels align with demand, reducing waste or preventing shortages.
These insights can support smarter planning, whether it’s updating staff rosters, optimizing shift patterns, or making informed investment decisions in new tools or automation.
IV. Quality Control and Compliance
A good workflow chart doesn’t just improve efficiency, it also supports quality assurance and regulatory compliance.
When laboratory workflows are clearly charted and aligned with SOPs, they become a valuable reference for internal audits, external inspections (such as ISO 15189 or UKAS assessments), and team training.
For example, a well-documented chart can help verify:
- That critical control points (e.g., sample integrity checks) are always included in the process.
- That results in sign-offs only being performed by authorized personnel.
- That every step leaves a traceable record, supporting both quality control and data integrity.
When audits come around, or when onboarding new staff, a detailed, updated workflow chart can save hours of explanation and demonstrate a culture of transparency and accountability.
Interpreting workflow charts is about much more than following arrows and boxes. It’s about stepping back to view the entire system, spotting opportunities to do better, and continuously evolving your lab’s processes for the benefit of both your team and the patients you serve.
4. How to Create an Optimized Laboratory Workflow Chart?
Designing a workflow chart may sound straightforward; after all, it’s just drawing boxes and arrows, right? However, creating an effective workflow chart that truly reflects your lab’s operations and adds value across teams requires thoughtful planning, collaboration, and the right tools.
The goal is to build a chart that’s accurate, easy to understand, and genuinely useful for process improvements. A well-crafted workflow chart serves as both a reference point and a communication tool. It should be clear enough for new staff to follow and detailed enough to help lab managers make strategic decisions.
Here’s a step-by-step look at how to create a workflow chart that’s not just informative, but impactful.
I. Defining the Scope
Before you put pen to paper, or cursor to screen, take a moment to clearly define the boundaries of what your chart will cover.
Is it capturing the full end-to-end lab workflow, or are you focusing on a specific segment, like sample processing or a particular test procedure, such as a CBC or PCR test? Trying to cram everything into one chart can quickly lead to clutter and confusion.
A focused scope ensures the chart stays manageable and relevant. It also helps stakeholders zero in on the information that matters most, making analysis and improvement efforts more targeted and actionable.
II. Gathering Input from Stakeholders
No one understands the lab’s day-to-day realities better than the people who are hands-on with the process. That’s why involving stakeholders at every level is key.
- Lab Technicians can flag steps that are frequently delayed or skipped.
- Administrators can provide insights on data flow, reporting, and compliance.
- Clinicians can help define expectations around result delivery and communication.
By collaborating with all the key players, those on the bench and behind the scenes, you ensure that the chart reflects how things really work, not just how they’re described in the SOP. This also helps build buy-in across departments, as everyone sees their role acknowledged and their feedback valued.
III. Using Software Tools
While it’s entirely possible to sketch a workflow chart on a whiteboard or piece of paper, using purpose-built software can save time and significantly enhance clarity and professionalism.
Platforms like Lucidchart, Microsoft Visio, Creately, and even PowerPoint offer easy-to-use templates, drag-and-drop features, and custom symbol libraries tailored for process mapping. These tools also make it easier to:
- Collaborate with team members across departments
- Update charts as processes change
- Share or embed charts in SOPs or training materials
The key is choosing a tool that matches your lab’s needs, especially one that supports version control and cloud collaboration, so updates can happen in real-time.
Modern LIMS, LIS, and HIS systems offer configurable and automated lab workflows that help labs manage varied types of laboratory processes with ease. LIMS workflow diagrams are updated as per the standard operating procedures that match state and government regulations. As a result, they help labs adhere to quality compliance that matches global standards.
IV. Regular Review and Updates
Lab workflows aren’t static. Whether it’s the adoption of new instruments, changes in testing protocols, or updates in regulatory requirements, processes evolve, and your workflow chart should evolve with them.
Make it a habit to review and update your workflow charts regularly. This could be quarterly, biannually, or triggered by specific events like the introduction of new equipment or revised SOPs. Outdated charts not only lose their usefulness, they can also lead to misunderstandings or errors.
Scheduling reviews ensures that your chart remains a reliable source of truth, supporting both operational efficiency and compliance.
By taking the time to thoughtfully create, maintain, and refine workflow charts, laboratories can create a visual blueprint that supports clarity, collaboration, and continuous improvement, ensuring that processes stay aligned with both internal goals and patient care priorities.
5. Benefits of Laboratory Workflow Chart in Lab Management
Workflow charts aren’t just a documentation tool, they’re a powerful asset for driving clarity, consistency, and performance in clinical laboratories. By translating complex, multi-step processes into an easy-to-follow visual format, these charts help teams at every level work smarter, not harder.
From improving how people communicate, to reducing delays and errors, to ultimately enhancing patient care, laboratory workflow charts play a central role in transforming everyday operations into more streamlined and effective routines. Below are some of the most impactful benefits labs can expect when they integrate workflow charts into their operational strategy.
I. Improved Efficiency and Productivity
When you can see the full picture, it becomes much easier to refine it.
- Streamlines tasks by highlighting redundant or unnecessary steps that may be slowing things down.
- Reduces backtracking and rework by ensuring that procedures are clearly defined and followed from the start.
- Improves time management by allowing teams to allocate effort where it’s most needed and avoid bottlenecks before they escalate.
This kind of visibility empowers lab managers and staff alike to take proactive steps toward smoother, faster operations.
II. Enhanced Communication and Collaboration
A well-designed workflow chart serves as a common language between roles and departments.
- Clarifies responsibilities so everyone knows who’s doing what, when, and why.
- Encourages interdepartmental alignment, especially between lab technicians, clerical staff, and clinicians.
- Supports onboarding and training, making it easier for new team members to understand how their tasks fit into the broader process.
By breaking down silos and fostering transparency, workflow charts help ensure that everyone is working toward the same goals, with fewer misunderstandings along the way.
III. Reduced Errors and Improved Accuracy
Standardization is the key to consistency, and workflow charts make it easier to stick to it.
- Defines clear process steps and decision points, reducing guesswork in routine tasks.
- Minimizes human error by reinforcing the correct sequence of actions and required checks.
- Supports adherence to SOPs, which is especially important when labs are preparing for audits or pursuing quality accreditations.
This translates directly into more reliable results, helping your lab maintain high standards day in and day out.
IV. Enhanced Patient Safety
Behind every lab result is a real patient waiting for answers, and the accuracy and timeliness of that result matter.
- Reduces diagnostic delays by speeding up sample processing and reporting timelines.
- Prevents result mix-ups or data entry errors that could lead to incorrect treatments.
- Supports better clinical decision-making by ensuring test results are accurate, complete, and delivered on time.
At the core, workflow charts help laboratories support clinicians with dependable data, so patients receive the right care, at the right time.
By bringing structure, clarity, and efficiency to daily operations, workflow charts become more than just diagrams—they become an essential foundation for continuous improvement and patient-centered care in the modern clinical laboratory.
In Conclusion
Medical laboratory workflow charts might appear as simple diagrams, but their impact extends far beyond first impressions. By providing a clear, structured view of how lab operations function, these laboratory workflow charts empower teams to work smarter, reduce waste, and prioritize what truly matters—accurate diagnostics and patient well-being.
If your lab hasn’t yet adopted a laboratory workflow chart or a laboratory workflow diagram, now is the perfect time to start. Begin with small steps, collaborate widely across teams, and let the power of visual clarity drive your lab toward operational excellence.
