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Participation

EMQN EQA scheme participation is on a voluntary, confidential basis. As a member, you will be actively encouraged to participate in all relevant schemes. Participation is anonymous - laboratories are identified in the database by a code known only to the EMQN office staff.

 
 
Scheme Participation
 

An EQA scheme takes the form of a practical and/or theoretical exercise, usually with three clinical questions and matching DNA samples.Where possible, EQA schemes are offered in two or more languages, English and the scheme organiser's national language. Laboratories are expected to report back to the scheme organiser in one of the languages offered.

The basic process of scheme participation is outlined in the figure below (click on a timeline item to get more information).

Participation
Appeals Results Assessment Replacement Delivery Sample Delivery Reporting Testing Receive Samples Register for Scheme EMQN Registration
 
EMQN registration
 

To become a member of EMQN you must register with the network (there is a charge for this). The registration period runs from the 1st January to 31st December each year. As a registered member you receive a username and password, which you can use to login to the EMQN website and access its member services.

The first person to register with EMQN for a lab MUST BE THE MAIN CONTACT PERSON (i.e., head of lab, quality manager etc).

Information required for registration

You need the following information to hand before registering with EMQN:

  • Your up to date contact details including a valid email address and a correspondence address.

  • An address for delivery of EQA samples, which can be set to the correspondence address. Please note that YOU MUST NOT USE A PO BOX NUMBER FOR DELIVERIES. All our deliveries are made by overnight courier and they will not deliver to a PO Box. Failure to provide an alternative delivery address may result in you EQA samples being delayed or not sent at all.

  • A contact person and address for billing information, which can be set to the correspondence address.

  • A VAT number for your institution. This is obligatory.

  • A purchase order number (if you have one).

The registration process

When you have the required information, go to the registration wizard.

Apart from the information mentioned above, you will also be asked for a preferred user name for logging on to the system (which defaults to your email address) and a password to be used for logging on.

When received, EMQN will process the request as soon as practicable. However, there will be inherent delays in the process as details must be checked. It can take upto 5 working days to process a new account request.

Once your account has been approved, you will receive a confirmatory email and will be able to log on to the EMQN system using the approved user name and your password. If you have suggested a user name which clashes with an existing name then an alternative will be requested.

You will be able to change your password at any time, or request a new password in the event that you have forgotten it. However, your user name cannot be altered; it is used for authorisation and auditing purposes.

Important note: Your account will hold a record of you EQA scheme participation for every year remain a member of EMQN. If the main contact holder changes, please inform the EMQN office immediately so that we can advised on the best approach to keeping your labs record of participation.

Billing and payment

EMQN batches up all invoices for a single institution. We invoice once a year - usually during August and / or September. All invoices come from our host institution which is "Central Manchester University Hospital NHS Foundation Trust". Please note that EMQN reserves the right to with hold its services from any laboratory that fails to pay its invoice. If you are having problems paying, then please contact the EMQN office in Manchester (office@emqn.org).

Laboratory Reference Number

Participating laboratories are allocated a unique laboratory reference number - this number will remain the same for all subsequent rounds of EQA. Quote this number in all correspondence with EMQN.

 
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Scheme registration
 

As a member of EMQN you are able to register online for any EMQN EQA scheme. Once registered, you are able to check all details online - including dates for scheme activities and scheme documentation.

EQA registration is available from May through to July. As a member, you will be notified of the schemes by email. A charge per scheme is made for particpating in each scheme, except for pilot schemes, which are free. An early registration discount is available.

You must make all registrations through the EMQN website using the username and password supplied  when you register with the network.

 
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Sample dispatch
 

For practical EQA exercises sufficient DNA is supplied to perform all necessary analyses. You will be notified in advance, through the website, of the planned date of sample dispatch for each scheme.

DNA for the scheme is obtained from either lymphoblastoid cell lines, normal volunteers or patients through special arrangements with collaborating physicians, or participating laboratories. In all cases, informed consent has been given for the use of the sample in EQA.

EQA samples are validated by the scheme organiser and at least one other expert centre. Genotypes are generally checked by more than one analytical method.

 
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Sample receipt
 

Each sample dispatch will be accompanied with a dispatch note, a covering letter giving basic instructions, reporting dates and where to get more information.

The DNA provided is stable at +4oC; however, long-term storage at -20oC is recommended.

The materials distributed are provided as specimens for the sole purpose of enabling external quality assessment at the recipients laboratory - they are not controls for patient tests and must NOT be used as such.

 
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Replacement Samples
 

Repeat DNA samples cannot be guaranteed, but will be sent if available.

 
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Laboratory testing
 

Your laboratory is asked to perform its normal range of tests on the samples. Assessors take note of best practice guidelines, so you are advised to check available guidelines before beginning your EQA tests.

Before testing, refer to the scheme documents, which are available online. You must keep your results private.

 
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Reporting
 

You are asked to prepare a report in your normal laboratory format and style and submit it in an approved file format. Example reports are available to EMQN members.

Your returns must be anonymous and identified only by your individual EMQN laboratory reference number. Reports are submitted via the network website.

 
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Assessment
 

The genotypes of the scheme samples are published exactly 7 days of the closing date for reporting.

Marks are allocated according to fixed criteria agreed by the scheme organiser and assessors prior to receiving the returns. Marking is divided into two categories: genotyping and interpretation (except for pilot schemes, for which interpretation is not marked).

 
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Individual Laboratory Reports
 

You will receive an individual laboratory report for each scheme in which you participate.

The report will give a breakdown of your overall score in the form of a simple grid and includes any agreed comments from the assessors.

 
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Final Scheme Reports
 

For each scheme, a final report summarising the correct genotypes, expected interpretative points, average scores and any re-occuring problems / mistakes is made available via the website to all participating laboratories.

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Appeals
 

If you do not agree with the marks you have received for an EQA, you are given a period of time (upto 14 days after the release of results) to submit a written appeal to the EMQN Office. The appeal will be considered by the scheme assessment team and a response commincated back to the the lab via the EMQN Office.

In cases where the scheme organiser and assessors cannot come to a conclusion, the appeal is forwarded to the EMQN board for a decision.

 
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EMQN summary report
 

An annual report is prepared based on all participating centres for all of the EMQN schemes. This report is distributed upon completion of the appeals procedure.

The summary report offers members a rich overview of the current state of practice, and promotes shared learning. The report typically contains:

  • Anonymised performance scores for all labs/schemes
  • Information on poor performance criteria
  • Information on sample performance
  • Problems of practice in schemes
  • Timetable for next years schemes
  • Key development coming soon to EMQN 
 
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Confidentiality
 

The fact that your laboratory participates in EMQN schemes is not confidential. However, the raw data and performance scores are.

Laboratory information is confidential between you and the EMQN office (and in exceptional circumstances the Scheme Organiser and Management Group). Only your laboratory’s allocated unique EMQN reference number will identify its scores within distributed summary reports.

 
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Feedback to EMQN
 

The EMQN office welcomes written comments about EMQN schemes at any time.

Confidential communications about a scheme should be made to the EMQN Office. More general points should be made through the EMQN administrator. A customer satisfaction survey is sent out with each final scheme report.

 
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Complaints procedure
 

Most complaints received by the EMQN consist of minor misunderstandings or problems with specimens. These can usually be resolved over the telephone with the EMQN office staff.

Participants who feel that their cause for complaint requires a more formal response is invited to contact the EMQN Chairman in writing.

 
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