Preventing embryologists from taking out multiple samples at once is critical to reducing the risk of errors in handling and identifying embryos.

Here are strategies & fail-safes to ensure only one sample is handled at a time:

1. Workflow Design and Procedural Controls

One-at-a-Time Access Policy:

• Implement a strict policy where only one sample is removed from storage at a time.

• Require embryologists to return the first sample to its designated storage location before accessing another.

Single-Specimen Workspace:

• Designate a specific workspace where only one specimen can be placed or handled at any time.

• Use physical barriers or dividers to prevent multiple samples from being present in the same area.

2. Automated Sample Tracking Systems

RFID-Tagged Storage Containers:

• Equip storage containers or cryotanks with RFID tags that communicate with a tracking system.

• The system should issue an alert if more than one container is removed simultaneously.

Automated Logging Systems:

• Require embryologists to scan each sample (via barcode or RFID) before and after removal.

• The system can enforce a rule where a second sample cannot be scanned out until the first is returned.

3. Physical and Technological Locks

Controlled Access Freezers:

• Use freezers or cryotanks that allow access to only one sample at a time via automated locking mechanisms.

• Embryologists would enter a specific identifier for the desired sample, and the freezer would unlock only that container.

Access Restrictions:

• Introduce locking compartments within cryotanks that release only one vial or sample at a time.

4. Biometric Verification

Embryologist Authentication:

• Require embryologists to verify their identity biometrically (e.g., fingerprint or facial scan) before accessing a sample.

• The system would limit access to one sample per authentication event.

5. Alarm and Notification Systems

Multiple-Sample Removal Alarms:

• Use sensors in the storage area that trigger an alarm if more than one sample is removed simultaneously.

Supervisor Notifications:

• Automatically notify supervisors if the system detects multiple removals or a breach of protocol.

6. Training and Oversight

Staff Training on Protocols:

• Train embryologists on the risks associated with handling multiple samples and emphasize the importance of strict adherence to single-sample policies.

Monitoring and Audits:

• Install video monitoring systems in sensitive areas to ensure compliance.

• Conduct regular audits of handling procedures to identify and correct lapses.

7. Redundancy Systems

Paired Verification:

• Require a second person (spotter) to verify that only one sample is out at a time.

• Both Embryologist and spotter must sign off before another sample is accessed.

(THIS LAST STEP IS A KEY FAILSAFE TO PREVENTING ERRORS LIKE OURS)