Shipping Overview
Submitters
are responsible for shipping specimens in conformity with all safety and
labeling regulations. Be aware that many commercial carriers no longer accept
specimens. When using any carrier, including the bus service or the U.S.
Postal Service, package specimens to avoid leakage or breakage. All specimen
mailing containers supplied by the Laboratory meet USPS and DOT requirements for
the shipment of diagnostic specimens. Specimens must be packed
in triple containment with sufficient absorbent material enclosed to absorb
the entire volume of liquid. The container used must meet current DOT
and USPS regulations.
ALWAYS EXERT THE MAXIMUM PROTECTION FOR
THE SAKE OF THOSE WHO HANDLE THE PARCELS AND TO AVOID JEOPARDIZING THE SYSTEM
FOR SHIPPING SPECIMENS.
The Laboratory policy is - ALL blood specimens in a container will be
considered broken if one tube in that container is broken during shipment.
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Mailing Containers/Completion of Forms
The
Laboratory provides specimen mailing containers and labels to physicians and
public health laboratories and water sample containers to any citizen upon
request. The containers are the property of the State of Texas and must not
be used for any purpose other than the shipment of specimens to the TDSHS laboratory. The mailing containers
and labels meet current Department of Transportation (DOT) and United States
Postal Service (USPS) regulations for shipping diagnostic
specimens.
- Shipping
infectious specimens requires special mailing containers that
the Lab does not supply.
- TDSHS
request form must be included with every specimen in the same container.
Forms
should be completed as follows:
- Use
BOLD CAPITAL BLOCK LETTERS to complete all information that is
requested on the form.
- If
the patient is Medicaid eligible, you must provide the Medicaid
number.
- For
THSteps (EPSDT) specimens, you must provide the Medicaid number.
- Date of Birth, Date of Collection and test
request are
required.
- Unidentified or improperly identified specimens are unsatisfactory and
they will not be tested.
We
will test specimens identified by number only; however, we will not report
the results until a patient's name is provided. Good laboratory practice
recommends, and our federal license requires, the patient's name on the
specimen vial.
THE PATIENT'S NAME ON
THE SPECIMEN REQUISITION FORM AND THE SPECIMEN MUST BE THE SAME. IF THEY
ARE NOT THE SAME, THE SPECIMEN WILL NOT BE TESTED.
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Submission of Specimens through the
U.S. Postal System
The requirements for the submission of
diagnostic specimens through the U.S. Postal Services system are:
- Definition: “Diagnostic specimen means any human or animal material, including
excreta, secreta, blood and its components, tissue, and tissue fluids being
transported for diagnostic or investigational purposes”;
- Quantity:
50 ml or less per mail piece. Two or more primary receptacles may be included per mail piece;
- Secondary container (liner): must contain sufficient absorbent
materials to absorb the entire contents of primary containers in case of
breakage or leakage; and
- Outer mailer: must be properly labeled.
- Mailing unit must pass current shipping regulations for diagnostic
specimens.
THE
TEXAS DEPARTMENT OF STATE HEALTH SERVICES LABORATORY,
EFFECTIVE IMMEDIATELY,
WILL ONLY SUPPLY MAILING CONTAINERS
FOR CLINICAL
DIAGNOSTIC SPECIMENS. USE OF TDSHS CONTAINERS
WILL INSURE COMPLIANCE WITH U.S. POSTAL AND DOT REQUIREMENTS.
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The
definition of an acceptable triple container is:
- primary receptacle: a bottle or tube in which the specimen is collected or held,
such as a feces bottle, test tube, or tube (vacutainer) of blood or serum;
leak proof and securely sealed; surrounded by absorbent material capable of
taking up the entire contents of the primary receptacle(s); held within the
secondary container;
- secondary container: leak proof, securely sealed; placed within the strong outer
mailer; Biohazard sticker affixed;
- outer mailer or container constructed of fiberboard
or other equivalent material, clearly and durably marked “Diagnostic
Specimen”.
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Packaging
and Labeling of
Clinical Diagnostic Samples
(Do Not Put Any Patient Information
on Outer or
Secondary Containers or Lids)
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Biohazard
Label should be on Secondary Container.
DO NOT put Biohazard Label on Outer Container.
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Packaging and
Shipment of Blood Tubes
Containers are available in three sizes for blood specimens. You may order
for: 1 specimen, 4 specimens, and 7 specimens.
In order to insure the satisfactory
receipt and proper testing of your specimens in our Laboratory, it is
necessary to:
- label each tube
of blood or serum with the name of
the patient exactly the way it is written on the laboratory request form;
-
put absorbent material, such
as paper towels, around each tube, sufficient to absorb the entire contents
of the tubes, prior to placing the tubes in the secondary plastic liner;
-
wrap the properly completed
laboratory request form(s) {must have the name of patient and a correct
return address} around the secondary plastic liner.
Place the secondary container in the fiberboard cylinder; and
-
attach the proper mailing label to
the outside container before the specimens are mailed.
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Instructions for Packing Blood Tubes for Shipment
The number of blood
tubes broken in transit can be greatly reduced or eliminated
by using appropriate packaging and following these simple
instructions.
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1) Assemble components.
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2) Place absorbent into
bottom of liner.
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3) Wrap tubes in paper
towels.
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4) Place tubes in liner.
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5) Place absorbent on top
of tubes
and screw on plastic liner cap.
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6) Place lab form around
the outside
of the liner. Place liner in cardboard mailer.
Screw on appropriate, well fitting metal cap.
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Note: Only use mailers approved for diagnostic
shipping.
Questions on proper
packaging and shipment of blood tubes
should be directed to the Specimen Acquisition Branch at (512) 458-7598
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Cholesterol, Lipid Profile, and Glucose Packing Instructions and Diagram
General Instructions:
-
Submit
a G-1B form for each patient with corresponding specimen tube.
- Retain
a copy of the G-1B submission form for your records.
- Clearly label each specimen with the patient’s first and last name
as written on the G-1B specimen submission form. Pre-printed
patient labels used for specimen identification MUST match the
patient’s name on the submission form.
- Specimens must be
triple-contained.
Special Requirements:
Required
Specimen Type: Collect specimens for cholesterol and lipid profiles in
a red top tube. Remove serum from clot within 2 hours of collection.
Transfer at least 1 mL of serum to another plastic transport tube. Plastic
transport tube can be a plain blood collection tube.
Collect specimens for glucose testing in gray top tubes. Plasma must be
separated from red blood cells within 24 hours from time of collection.
Special Instructions:
- Allow samples to clot completely before centrifugation.
Immediately transfer serum/plasma to transport tube and freeze (-20
degrees C or lower). Batching of specimens for shipment is
recommended.
- Specimens MUST be kept frozen until shipping is initiated.
Ship specimens overnight on dry ice OR with adequate ice packs
so that specimens arrive at DSHS laboratory cold. Specimens
received at room temperature will be unsatisfactory for testing.
- Do NOT ship ANY cholesterol, lipid profile or glucose specimens on
Fridays or prior to a federally observed holiday.
Instructions for
Shipping Diagnostic Specimens:
To ensure proper packaging, please follow these
instructions:
- Obtain
enough dry ice to keep the specimens frozen or enough ice packs to keep
specimens cold for the duration of the shipment.
- Place the frozen specimen(s) in mailing canisterand seal.
Place up to 4 canisters in the bottom of the Styrofoam box.
- Fill the Styrofoam box with dry ice or ice packs.
Ensure canisters are completely covered with dry ice or ice packs, and
secured.
- Place the lid on the Styrofoam box. Make
sure the date and time is documented on each G-1B form when specimens
are removed from the freezer. Please circle freezer to
indicate specimens were removed from the freezer not the
"fridge".
- Place the completed G-1B form(s) in a plastic “zip lock” bag.
Then place the plastic “zip lock” bag on top of the closed
Styrofoam box and seal the fiberboard box.
- Secure
the outer fiberboard box with packing tape.
- Ensure
that a diamond-shaped UN 3373 label is on exterior of the fiberboard box, when
shipping diagnostic specimens.
- Dry ice is considered a “dangerous good”. If using dry
ice:
- Use
less than 5 lbs of dry ice.
- Mark the blank box and write “dry ice” in the
Special Instructions section of the air bill.
- Attach a diamond-shaped dry ice label on the package with the
number “9” and “UN1845”
on it. This label must include the
amount of dry ice used. Ensure that this is legible and does not
overlap any other label on the fiberboard box.
- Fill
out the air bill and place it inside the sleeve and attach to the top of the
sealed fiberboard box.
NOTE: If overnight carrier does not make regular pick-ups at
your facility, call the carrier and let them know you need a pick-up.
DHL: (800) 225-5345
UPS: (800) 742-5877
CAUTION: MAKE SURE THAT YOUR STYROFOAM BOX IS NOT AIRTIGHT, IF
USING DRY ICE!
By following these instructions when shipping
diagnostic specimens, your responsibility should be fulfilled.
Shipping Instructions:
Check elsewhere in this section for specific test instructions and information about
tube types.
For questions about shipment of cholesterol, lipid and glucose specimens, call (512) 458-7111 ext. 2414.
For shipping containers, call (512) 458-7661.
Cold Boxes are a new
item. If you have not received your cold boxes by July 13, please call
512-458-7661 or 888-963-7111 ext. 7661 to request them.
For cholesterol, lipid profile or glucose specimens, prepaid airbills are
provided for THSteps specimens only. For all other cholesterol, lipid
profile and glucose specimens the provider must pay the shipping costs, using a
carrier of their choice.
Flow Chart for Collection and Shipping of Cholesterol,
Lipid Profile and Glucose
1. Collect specimens for cholesterol and lipid profile
testing in red top tubes.
2. Collect specimens for glucose testing in gray top tube
containing sodium fluoride/potassium oxalate.
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1. Cholesterol and Lipid Profile specimens – centrifuge
and separate serum within in 2 hours.
2. Glucose specimens – centrifuge and separate plasma
within 24 hours from time of collection.
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Transfer serum/plasma into
plastic transport container. |
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Place specimen(s) in
canisters.
Multiple specimens may be contained inside the
canisters.
FREEZE canister(s) containing specimens IMMEDIATELY
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After specimens are frozen: |
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Batch specimens and ship once or twice a week.
Do not ship on Fridays or the day before federal holidays.
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Place up to 4 canisters with
frozen specimens in the bottom of the Styrofoam box. |
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Place and secure ice packs
or place dry ice on top of canisters |
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Close the Styrofoam box |
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Place the Styrofoam box
inside the fiberboard box. |
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Before sealing the
fiberboard box, record Time and Date on each G1-B form for each specimen
removed from the freezer. Circle "freezer" to indicate specimens were
removed from the freezer. |
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Place requisition forms on
top of the Styrofoam box, but inside fiberboard box.
Seal fiberboard box. |
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Place an air bill inside the
shipping sleeve and attach to top of the sealed fiberboard box and ship
specimens overnight. |
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