In our lab if it's not on paper or electronic, it does not exist. I'm learning very quickly that documentation is one of the most important things. We have a communication log where things such as this are written and passed on to the next shift. It is then their responsibility to read and sign off. We have a similar thing happening right now at our hospital. We have a patient with Anti-U and, of course, we depend on the reference lab to find units for us. Our patient had a hemoglobin of 8.4 and 2 units were ordered. I contacted the floor because of the blood rarity to see if the patient really needed the units. We were told that the patient was going to OR the next for a splenectomy so I contacted reference lab for 1 unit. (We actually had one U negative unit in our inventory). They had a liquid unit but they did not want to give it to us unless it was going to transfused. I contacted our Blood Bank pathologist who called the surgeon. At that point the surgeon said she wanted 4 units which means deglycing frozen units. We managed to get the one liquid from ARC and asked them if their would be a possibility of getting frozen. The surgeon in the meantime, said that having 2 available was fine. The patient received her units but she went into cardiac arrest and the surgery was postponed until Friday. Again they wanted 2. We got 1 liquid and 1 deglyced and both were given and the surgery cancelled again. Now we are looking forward to the fact that the patient still needs her splenectomy as well as a mitral valve replacement. This week will be interesting. As for your situation, we are not physicians and we can only do what we can do if we are at the hands of the reference lab. If we have difficulty getting blood from reference I make sure that the pathologist talks to the doctors involved. It shows that we are not taking this kind of stuff into our own hands. If the case is that there is nothing in writing of a policy, I would definitely pass it on to a medical director for decision making.