Barcode scanning of patient identification armbands is a fundamental safety measure in healthcare, designed to prevent errors during procedures like medication administration, blood transfusions, and specimen collection. This system provides a technological safeguard, ensuring the right treatment is delivered to the correct individual by matching the patient’s identity against their electronic health record. When an armband fails to scan, this primary layer of protection is temporarily disabled, requiring immediate and mandated safety procedures. The failure to scan signals a need to pause and implement alternative methods of identity verification.
Immediate Protocol: Halt and Manual Verification
The first action when a patient armband fails to scan is to immediately halt the intended procedure, whether it is a blood draw, medication pass, or treatment application. Attempting to bypass the scanning system or proceeding with an unverified identity significantly increases the risk of a medical error. Patient safety protocols require that no care is administered until the individual’s identity is positively confirmed.
Once the procedure is paused, healthcare professionals must perform a mandatory manual verification using the two-identifier system. This process involves asking the patient or their designated caregiver to state their full legal name and their date of birth. These two pieces of information must then be cross-referenced and matched against the patient’s record, such as the paper chart, electronic health record (EHR) screen, or the printed information on the non-scannable armband itself.
The two-identifier rule is mandated by organizations like The Joint Commission and the World Health Organization to reliably match the patient with the intended care. The patient’s room number or physical location must never be used as a valid identifier, as this can lead to mix-ups. Only after a successful manual verification using at least two distinct identifiers can the healthcare provider proceed with the planned care.
Investigating the Cause of the Scan Failure
After the patient’s identity has been manually confirmed and the immediate care task is completed, the next step involves troubleshooting the cause of the scan failure. The problem can stem from either the physical armband or the scanning device itself. A quick assessment of the band should check for common physical damage, such as a smudged, crumpled, or ripped barcode that the scanner cannot read.
The band’s placement also matters; if the barcode is wrapped around the wrist preventing a clean line of sight, the scan will fail. Exposure to moisture or bodily fluids can cause the ink to run or the label to peel, rendering the barcode illegible. If the band appears intact, the focus shifts to the hardware, requiring a check of the handheld scanner.
The healthcare worker should confirm the scanner is adequately charged, properly synchronized with the hospital network, and that the lens is clean. A quick test scan on a known working barcode or another patient’s band can help isolate the issue to the specific armband versus a device malfunction. This rapid investigation dictates whether a new band is needed or if the scanner requires technical support.
Documentation and Replacing the Identifier
The final stage in managing a scan failure involves documenting the incident and ensuring a functional identification system is restored. The inability to scan must be logged within the electronic system, often by selecting a specific reason like “Damaged Wristband” or “Scanning Equipment Failure.” This documentation ensures that the manual verification is recorded and contributes to tracking system reliability.
The process for replacing the identifier begins immediately upon determining the armband is the source of the problem. A new armband is generated, typically containing a newly printed, scannable barcode with the patient’s required two identifiers. This new band must then be applied to the patient’s wrist or an alternative site like the ankle, ensuring it is secure and easily accessible for subsequent scans.
Before the new band is considered valid, the healthcare worker must verify the information on the fresh band against the patient’s record using the two-identifier rule. The old, faulty armband must be removed from the patient and destroyed immediately to prevent any possibility of a mix-up or accidental scan. This process restores the integrity of the automated identification system.