Policy for Late and Amended Results and Appeals
Appeal of Results
In accordance with ISO standard 17043:2010 all participants have the right to appeal against the evaluation of their performance. This appeal should be made by logging a request using the RCPAQAP myQAP portal within 4 weeks from the issue of the survey report. We will respond in writing to the participant advising of the outcome of the review.
Late and amended results are generally not accepted by the RCPAQAP in line with our accreditation requirement for ISO/IEC 17043:2010. The closing dates for surveys are set to accommodate the stability of the survey material and to facilitate the generation of the survey report in the timeliest manner.
Accepting late results will inevitably delay the issuing of the Survey Report and this can have an impact on customers who are unable to act promptly when errors are identified. This may subsequently affect a laboratory’s accreditation status. Continued delays in reporting EQA results by a laboratory is often seen by Regulators as a ‘red flag’ indicating poor laboratory processes.
How do I submit Late/Amended results?
Requests to amend/submit late results must be made using the myQAP portal requests tab. If applicable, the relevant completed Amendment/Results form and/or Result Entry print screen must be attached to the request along with any supporting documentation e.g. the original output of an analyser or original descriptive report.
All amended/late results are flagged as such in our database and on reports.
[Note that the RCPAQAP is transitioning to our new portal and currently some programs are available in the new portal while others are not. For those that are in the new portal, the result entry screen can be printed directly by clicking the print icon in the top right-hand corner of the screen; while for those that are not, existing result entry sheets may continue to be used. To view a help article on how to print a result entry sheet from the new portal click here help.
Results received after the closing date
Late results, that are not due to an RCPAQAP issue (e.g. delayed delivery) may be accepted in exceptional circumstances after the closing date. An individual amended report will not be distributed. However, these results may be incorporated into the cumulative and end-of-cycle analysis and the final survey report if it can be facilitated. All late results are flagged as such. Not all scenarios around exceptional circumstances can be readily defined, so as a general principle, a situation outside the control of the laboratory which prevented the submission of results by the closing date would qualify.
Amendments prior to the closing date
Participants who discover an error in their submitted results before the closing date can amend their results via the direct data entry website at any time whilst the survey is open.
If participants will not be able to submit by the closing date, due to circumstances beyond their control, they should notify RCPAQAP (via a myQAP request) before the survey closes.
Results received after the closing date
Late results may only be accepted in exceptional circumstances after the closing date. While not all scenarios around exceptional circumstances can be readily defined, as a general principle, a situation outside the control of the laboratory which prevented the submission of results by the closing date would qualify.
An individual amended report will not be distributed. However, these results may be incorporated into cumulative and end-of-cycle analysis and the final survey report if it can be facilitated. All late results are flagged as such.
Results received after the closing date due to RCPAQAP
Customers should notify the RCPAQAP immediately if deliveries are delayed or samples are missing, in order that material can be resent if required. In these scenarios, if results are submitted late, they can be accepted once a request is submitted.
Amendments – Participant errors
Participant errors will not be accepted. These include:
- Errors in the analytical or diagnostic process
- Testing the wrong samples
- Testing the right samples in the wrong order
- Transcription error including incorrect method codes
- Incorrect units and/or conversion factors
The RCPAQAP recommends documented follow up using the participant’s internal quality management system.
Amendment due to diagnostic or technical ‘challenges’
[This applies to qualitative programs e.g. Anatomical Pathology, Cytopathology] The RCPAQAP welcomes feedback from participants who have the right to appeal a target diagnosis assigned to a particular case. This appeal should be made by logging a Request using the RCPAQAP myQAP portal. The case will be referred to the Discipline Manager and if required to the Program Convenor and/or Advisory Committee for review. The Discipline Manager or Program Convenor will respond in writing to the participant advising of the outcome of the review. If the target diagnosis is amended on review, an individual amended Survey Report will be issued. All participants will be advised if a report is amended. A final course of appeal can be made in writing directly to the Discipline Chair.
Amendments due to RCPAQAP error
Errors attributable to RCPAQAP will be amended as soon as practicable and a new report generated. Participants will be notified immediately by email. RCPAQAP will follow up using its documented procedure for corrective and preventive action and will conduct regular audits of such occurrences.