Maintaining Lab Continuity During Sysmex Rollout with Flexible Validation and Support

The Client

The client is one of the largest urban healthcare, educational, research and technology districts in the U.S.

The Challenge

Faced with a complex transition while working to introduce new analyzers into their testing lab, the client required support across setup, validation, move coordination and documentation. This effort was compounded by a tight timeline and a shortage of trained staff, as existing team members were not equipped to handle validation protocols and there was insufficient time to upskill them.

Additionally, a vendor management system prevented retaining skilled technicians beyond 18 months, putting critical institutional knowledge at risk as contracts were expiring. Without a solution, the client risked delaying the launch of new Sysmex equipment, ultimately limiting their ability to improve workflow automation, diagnostic accuracy and turnaround times critical to delivering faster and higher quality patient care.

The Actalent Solution

The initial request focused on instrument and laboratory information system (LIS) validation support, but early engagement revealed a broader operational challenge. Full-time staff were stretched too thin to balance routine testing with the demands of validation, creating a critical bandwidth constraint. We recognized the need for additional resources to relieve pressure on the client’s internal team. This allowed their subject matter experts to concentrate on learning the new Sysmex instruments and completing validation without disrupting daily operations. As a result, our role evolved into a flexible hybrid approach, providing both operational coverage and targeted validation support.

Midway through the engagement, an unexpected leave from a senior technician introduced additional strain during a pivotal phase with only three months remaining. Our talent acquisition team responded quickly, securing and onboarding a qualified replacement who brought strong hematology and chemistry expertise. This ensured continuity and helped stabilize operations, enabling the client team to maintain progress. Throughout this period, we continued to contribute insight into validation operations where possible, supporting quality and efficiency while helping the client stay on track to meet timelines and transition confidently into their new systems.

The Results

The project began with a focus on validating new Sysmex instruments and implementing the Caresphere LIS, but it quickly became evident that additional support was needed to maintain daily laboratory operations. To address this, our team stepped in to perform routine hematology and chemistry testing, ensuring continuity of patient testing while the implementation work moved forward.

This added support helped relieve the burden on full time staff, who were balancing daily workload demands with the need to learn new systems and complete validation activities. By taking on essential testing tasks, our team created space for staff to focus fully on training and validation, improving both the efficiency and overall quality of the process.

As the project progressed, adaptability and collaboration remained key. Alongside operational support, our team contributed insights, shared best practices and assisted with troubleshooting during validation. This flexible approach allowed us to meet evolving needs while maintaining steady progress and supporting a smooth transition for the laboratory.