Company Overview
- Company: Mid-Sized Molecular Diagnostics Lab
- Headquarters: Boston, Massachusetts
- Industry: Molecular Diagnostics & Genomics Testing
- Plan: Scispot Professional
- Use Case: Automated Inventory & Sample Tracking for High-Throughput Testing
Challenges
- Manual Inventory Tracking Delayed Workflows: The lab processed 2,500+ clinical samples per month but relied on 20+ Excel spreadsheets to manage reagent stock, sample storage, and batch logs. This led to frequent data inconsistencies, human errors, and time-consuming updates.
- Lost & Misplaced Samples Caused Delays: With over 20 freezers housing thousands of clinical samples, locating specific vials required 45 to 60 minutes for each request. Misplacing samples led to frequent rework, lost patient samples, and over $25,000 in wasted materials each year.
- Reagent Expirations & Stockouts Disrupted Testing: Inefficient tracking often resulted in expired reagents and unexpected stockouts, creating significant workflow disruptions.
Solution
- Centralized Digital Inventory: All reagents and samples were moved from spreadsheets to a centralized Scispot system, where data entry was reduced by 90%, eliminating errors and delays.
- Freezer Mapping for Instant Sample Retrieval: Scientists now track every sample's precise freezer, rack, and box position in Scispot. Sample retrieval time dropped from nearly an hour to under 5 minutes, preventing misplacements.
- Automated Reagent Alerts & Smart Reordering: The system automatically tracks reagent levels and sends low-stock alerts before supplies run out. Smart reordering reduced reagent waste by 40%, ensuring uninterrupted test workflows.
Results
- 500+ Scientist Hours Saved Annually: Automated inventory logging and tracking eliminated manual stock checks, freeing up time for high-priority research.
- 90% Reduction in Lost & Misplaced Samples: Every clinical sample is now fully traceable, ensuring zero lost or discarded patient samples.
- $75,000 Annual Cost Savings: Better inventory control cut reagent over-purchasing by 40%, optimizing procurement budgets.
Testimonial
"Before Scispot, tracking reagents and samples was a nightmare—scientists wasted hours updating spreadsheets and searching for samples in freezers. Now, everything is barcode-tracked, and reagents never expire unused. We have full visibility over our inventory, which has dramatically reduced waste and saved us tens of thousands per year."— Lab Manager, Molecular Diagnostics Lab
