What should happen when an instrument returns a result for an unknown sample ID?

Short answer

Quarantine the unknown instrument result, preserve the original file and metadata, investigate the identity mismatch and release it only after documented authorised reconciliation. Never guess the sample.

Why

A sequencer sends a result tagged with sample ID X91 but LIMS has no corresponding accession. Do not auto-create a clinical sample or substitute the closest-looking ID. Record the import attempt, source instrument, run identifier, full payload, time and error reason in a controlled exception queue.

Investigate the worklist, barcode scans, accessioning records, plate layout, aliases and recent configuration changes. If identity cannot be proven, the data should remain unassigned or be handled under a documented invalidation process. If reconciliation is supported by objective evidence, use an authorised correction retaining the previous value and reviewer decision.

Alert quality and clinical owners when the discrepancy could affect a released result. Define an escalation threshold for recurrent interface errors. A valid assay number associated with the wrong patient is a severe integrity risk.

Common mistakes

Silently joining an unknown ID to the nearest accession number or dropping the import record

The interviewer might ask next

How would you handle the mismatch if the instrument result has already reached an external report?