2 Specimen Transport and Receipt
Learn how to prepare, package, dispatch, and receive specimens while protecting their integrity and matching handling conditions to test requirements.
Why transport conditions matter
Specimens can change during transit. Delays, temperature extremes, leakage, or rough handling may make a sample unsuitable for testing or affect the reliability of results. Plan transport according to the requirements of the specific test rather than applying one rule to every specimen.
Before collection or dispatch, check the receiving laboratory’s current instructions for the correct container, processing, temperature, , and delivery schedule. Contact the laboratory if any instruction is unclear.
Timing and temperature
Send specimens promptly. Coordinate pickup and delivery, including weekends and holidays, so time-sensitive specimens do not sit unprocessed or exceed the test’s .
Use the temperature specified for the test. Requirements may call for room temperature, refrigeration, or frozen transport; there is no universal temperature or maximum transit time for all specimens. Maintain the required condition from processing and storage through courier pickup and delivery.
Choose insulation and refrigerant suited to the required condition. For chilled shipments, use an insulated container and enough frozen cold packs to maintain the required range. For frozen shipments, follow the laboratory’s dry-ice instructions. Dry ice must be handled and declared according to applicable shipping rules, and the container must allow carbon dioxide gas to escape. Secure and cushion specimens to reduce breakage and hemolysis.
Avoid temperature changes that the test instructions do not approve. A specimen type that must remain frozen should be frozen before packing. Do not freeze a whole-blood specimen unless the specific test instructions permit it.
Packaging specimens
Use packaging appropriate to the specimen’s classification and the mode of transport. For regulated infectious-substance shipments, required packaging generally uses :
: A properly closed, leakproof specimen container.
: A leakproof container enclosing the , with enough absorbent material to absorb the full contents if the leaks.
Outer package: A strong, protective shipping container with required markings and labels.
Keep forms separate from specimen containers and protect them from moisture. When applicable, mark the package or with the required transport-temperature information. Classification, carrier, and transport mode determine specific regulatory requirements. Personnel who prepare regulated shipments must have the required training.
Documentation and dispatch
Before dispatch, match each specimen to its requisition or electronic order. Confirm that identifiers on the container match the paperwork and that all required information is complete. Depending on the laboratory and test, this commonly includes patient identifiers, specimen type and source, collection date and time, test requested, and relevant clinical or program information. Include any required manifest, permits, or shipping documents, and protect patient information from exposure on the outside of the package.
Record or retain details needed to trace the shipment, such as dispatch time, courier or route, required temperature, and any temperature-monitoring record. Notify the receiving laboratory in advance if a shipment is urgent, temperature-sensitive, or requires special handling.
Receiving specimens
On arrival, check that the package is intact and appropriately labeled. Perform by matching containers with the accompanying requisitions or manifest and verifying identifiers and required documentation. Assess whether transport time and temperature met the test requirements.
Record the receipt time and any observed problems, including leakage, damage, missing paperwork, or an out-of-range temperature. Follow the laboratory’s procedure for discrepancies and consult responsible laboratory staff before proceeding if specimen integrity is uncertain. Depending on the test and the problem, the specimen may require further review, recollection, or rejection.
Successful transport depends on matching packaging, timing, temperature, and documentation to the specific test and receiving laboratory. Pack securely, maintain required conditions, send promptly, and document dispatch and receipt. Report promptly any arrival discrepancy that could affect specimen integrity or testing.