Collection and transport of samples

Useful and reliable laboratory results depend to a large extent on the proper collection of samples for the application of clinically appropriate testing, timely transportation, and clear communications with the laboratory.

For specific test information, visit the eLab Handbook website. For out-of-hours or emergencies, contact your on-call medical microbiologist at 604-661-7033.

Please note the following requirements:

All samples sent to the BCCDC Public Health Laboratory must adhere to provincial and federal packaging and transportation regulations and laws, including the Dangerous Goods Transportation Regulations (TDGR) and the Dangerous Goods Regulations (DGR). of the International Air Transport Association (IATA) when applicable.

It is the responsibility of the sample sender to determine whether or not the transport packages meet the above requirements.

It is illegal to send dangerous goods (including infectious substances) through Canada Post.

For all types of samples

• Complete the application legibly. Include all required information.

1. Patient name (last name and first name)
2. Date of birth (DOB)
3. Personal Health Number (PHN)
4. LIS access number
5. Unique random number

Submit a separate completed application and a labeled sample container for each test requested, unless otherwise specified (eg, serological tests).

Clearly label the sample container with two identifiers Examples include the patient’s first name (last name and first name) and date of birth, PHN, access number, unique random number. Make sure these two identifiers match the application completed.

Make sure the sample containers are tightly closed to prevent leaks during transport. Leaked samples cannot be processed.

Place the labeled sample in the sealable biohazard bag and then seal the bag. If the sample is liquid, place enough absorbent material in the bag to absorb the liquid if the container breaks or leaks. Place the completed application in the outer pocket of the biohazard bag. Do not allow the completed application to contact the labeled sample container.

Refrigerate the prepared labeled sample if necessary before and during transport.

A dedicated labeled sample is required for (molecular) PCR testing. Handling samples before sending them for (molecular) PCR testing may result in false negative or positive (molecular) PCR results.

Unacceptable sample types: general

• Unlabeled samples
• Sample leaks
• The patient name in the tagged sample does not match the name of the completed application
• Samples accompanied by indecipherable requirements, blank or without requirements
• Sample type collected in incorrect sample container

Non-compliance with:

• Use the correct BCCDC Public Health Lab requests or acceptable alternatives (e.g., interface commands)
• Please provide required information
• Use the correct collection container
• Send securely

is a violation of PHSA Laboratories’ policies and procedures and is a serious patient safety issue.

To ensure the safety of our staff, leaked or incorrectly packaged samples may not be processed.

Note: These instructions are based on the IATA 650 packing instructions.

1. Use the container (main container) provided in the collection kit or as described in this guide. See the individual sections for specific collection and labeling instructions. If it is covered, make sure it is completely closed to prevent leaks.
2. Place the closed primary container securely in the plastic “biohazard bag” (secondary container). Wrap the primary container or place enough absorbent material (not supplied with collection kits, for example, paper towel, clean gauze, or tissue paper) in the bag to completely absorb the sample if the primary container breaks or it breaks (Figure 1). Only 1 sample per biohazard bag should be included, even if the samples come from the same patient (an exception is blood samples collected in standard vacutainer containers, which can be packaged as multiple samples per bag ). Cushioning should be provided to prevent breakage.
3. If a rupture occurs, it is likely that this will contaminate all other samples grouped in a biohazard bag. Make sure the patient’s name and additional identifier are in each container to allow it to match your corresponding request.
4. Fill out the correct application from the BCCDC Public Health Laboratory and the individual sections for instructions and place it in the side bag of the biohazard bag. Do not place it inside with the sample (in case of leaks). Fold the requirement so that the front is visible and place it in the bag so that it can be read (Figure 2).
5. Place the secondary container in a third (outer) package to protect it from physical damage and water during transit. This can be a plastic refrigerator, a fiberboard box, or other container that is designed, constructed, filled, and closed so that, under normal conditions of handling and transportation, there is no spillage, emission, or leakage of dangerous goods that may constitute a danger. to public safety.
6. Multiple secondary containers may be included. When possible, group samples by collection kit type. Healthcare units use waterproof containers to transport samples to PHSA laboratories, to the BCCDC public health laboratory by courier.

These are general rules that apply to most samples sent to PHSA labs, to the BCCDC public health lab through health care units, couriers, or authorized persons.

By courier or authorized persons:

Samples can be delivered to the BCCDC Public Health Laboratory or to the Central Processing & Receiving – Lane Level (CPR-LL), (deliveries received at the back of the building), 655 West 12th Avenue, Vancouver.

All samples must be packed in acceptable and properly packaged sample collection containers in accordance with Transport Canada’s Dangerous Goods Transport Regulations.

By health units:

The Public Health courier service is available through the regional Health Units.

All samples must be packed in acceptable and properly packaged sample collection containers in accordance with Transport Canada’s Dangerous Goods Transport Regulations.

To speed up STAT tests (results are usually available in less than 4 hours; some tests take longer), follow these guidelines:

1. Consultation with the Program (Medical Microbiologist) or Team Leader of the

program or services before sending the sample for emergency

trying.

• Some cases require a consultation with the program manager / medical microbiologist who runs your program before testing the samples.
• For out-of-hours emergencies, you can contact the Microbiologist Medical On-Call program at 604-661-7033.
• Please provide the following information (medical history, sample type, required test) to the appropriate team leader or program manager before submitting the sample.

2. Other required data include:

• Patient information (name, date of birth, PHN, etc.)
• Method of transportation (including messenger / airline name and transportation letter numbers)
• Approximate time of departure / arrival
• Contact person’s name and phone number (for phone results). A fax number is also required.

3. Clearly label the package (indoor and outdoor) with “STAT”, including attention to the corresponding section or program head. Make sure that the name of the BCCDC Public Health Laboratory contact person also appears on the application.

4. Do not pack STAT samples together with normal samples.

5. If out of hours, the medical microbiologist will call 604-661-7033 to arrange the delivery and receipt of the sample.