Specimen Identification, Handling and Transport
For CPC Pathology

Identification

 

All specimens sent to CPC for processing must have the following information on the container label:

• First and last name

• Body site that coincides with the requisition

• Number that coincides with the requisition when there is more than one specimen

• Multiple specimens requiring individual diagnoses should be placed in separate containers.

• Requisition

The requisition must contain the following information: 

• Patient name (Last,First)

• Date of birth

• Sex

• Social Security number

• Office MRN (if desired)

• Submitting physician

• Name of additional physicians to receive copy of results

• Insurance/Billing information (or attach patient face sheet with copies of insurance cards)

• Separate listing of each specimen that coincides with the labeled jars

• Clinical impression/information must also be provided for each specimen.

Handling

• For routine histology processing: Submit the specimen in 10% Formalin (NBF) in an appropriate sized container. There should be 10 times the volume of fixative to the volume of tissue and the fixative must cover the specimen completely. Containers must be securely tightened to eliminate any leakage. Label the container according to the guidelines listed under “Identification”. Specimens in formalin may be held at room temperature until they are transported to CPC.

• For Immunofluorescence: Submit the tissue in an appropriate sized screw-capped container with Michel’s fixative. There should be 10 times the volume of fixative to the volume of tissue and the fixative must cover the specimen completely. Containers must be securely tightened to eliminate any leakage. Label the container according to the guidelines listed under “Identification”. Specimens in Michel’s fixative may be held at room temperature until they are transported to CPC.

• For Culture: Refer to guidelines from NICL (Northern Illinois Clinical Laboratory) for specimen collection, handling and transport for all cultures. Some types of cultures have sensitive requirements. Check guidelines before obtaining material for culture.

Transport

• All specimens for an individual patient and the corresponding requisition should be placed in a single biohazard specimen bag. The bag must be closed securely with the specimen jar(s) in the secured area of the bag, and the requisition in the outer pocket.

• Specimens should be counted at the collection location, and the number recorded, for verification of how many specimens were sent to CPC.

• Large volume offices may use large transport bags to secure the individual specimen bags for safe transport by the courier.

• Specimens can be placed in a lockbox on the outside of the office for pickup by the courier after office hours or phone CPC Pathology at 847-996-1030 to schedule a pickup.

Specimen Identification, Handling and Transport for Bone Marrow Procedures and Peripheral Blood Specimens
For CPC Pathology

Identification

 

All specimens sent to CPC Pathology for processing must have the following information on all specimen containers/tubes:

• First and last name

• Body site that coincides with the requisition (ex.  Right Iliac Crest Bone Marrow Core, Right Clot Section, … etc.)

• Multiple specimens requiring individual diagnoses should be placed in separate containers/tubes.

Requisition

 

The requisition must contain the following information:

• First and last name

• Date of birth

• Sex

• Social Security number

• Office MRN (if desired)

• Submitting physician

• Name of any additional physicians to receive a copy of the results

• Insurance/Billing information (or attached patient face sheet with copies of insurance cards)

• Clinical impression/Patient History must also be provided for each specimen

• Specimen site and procedure

Handling

• For routine histology processing: Submit the core biopsy and clot section specimens in zinc formalin fixative.  There should be 10 times the volume of fixative to the volume of tissue and the fixative must completely cover the specimen.  Containers must be securely tightened to eliminate any leakage.  Label the container(s) according to the guidelines listed under “Identification”.  Any core biopsy is encouraged to have a touch preparation slide made for additional staining in the laboratory and this is strongly encouraged for “dry tap” cases.  Specimens in zinc formalin may be held at room temperature until they are transported to CPC Pathology

• For Immunophenotyping (flow cytometry): Collect a minimum of 0.5 mL of peripheral blood or bone marrow aspirate in an EDTA or Na Heparin tube.  EDTA is preferable to Na Heparin tubes.  The specimen can be kept at room temperature until transportation to CPC Pathology.  Any aspirate smear slides made during the procedure will be stained at CPC Pathology, but including an aspirate smear slide is not a requirement.  Slides should be sent in a plastic slide holder.  Frozen specimens are unacceptable, as are any specimens over 48 hours from collection date/time. 

• For Cytogenetics/Chromosome Analysis and FISH studies: Collect peripheral blood or bone marrow aspirate in a Na Heparin tube.  The specimen can be kept at room temperature until transportation to CPC Pathology.  The specimen is viable within 12 hours of collection.

• For Molecular Studies: Collect 2 mL of peripheral blood or 1 mL of bone marrow aspirate in a Na Heparin tube.  Exceptions include all RT-PCR assays that require 2 mL of peripheral blood or a minimum of 1 mL of bone marrow aspirate in EDTA tube.

• For Culture: Collect 1 mL of aspirate or biopsy in sterile aspirate tubes or containers.  For aspirate, heparin tubes are acceptable.  EDTA cannot be used for cultures.  Peripheral blood should be collected in the appropriate culture tubes.  The specimen can be kept at room temperature until transportation to CPC Pathology.  Specimens over a 24-hour collection period will be deemed unacceptable.

Transport

• All specimens for an individual patient and the corresponding requisition should be placed in a single biohazard specimen bag.  The bag must be closed securely with the specimen jar(s) in the secured area of the bag.

• Slides must be placed in a slide holder to prevent damage.

• The specimens and slides with a requisition and patient information should be placed in a large specimen biohazard bag for pickup.

• Specimens should be counted at the collection location and the number recorded for verification.

• Please call CPC Pathology (847)996-1030 to schedule a pickup for a bone marrow specimen.

Specimen Identification, Handling and Transport:
Cytology, Laser Scanning Cytometry, Frozen Sections
For CPC Pathology

Identification

 

All specimens sent to CPC Pathology for processing must have the following information on all specimen containers/tubes:

• First and last name

• Body site and procedure description that coincides with the requisition 

• Number/Order of specimens coincides with the requisition for cases with multiple specimens

• Multiple specimens requiring individual diagnoses should be placed in separate containers

Requisition

 

The requisition must contain the following information:

• First and last name

• Date of birth

• Sex

• Social Security number

• Office MRN (if desired)

• Submitting physician

• Name of any additional physicians to receive a copy of the results

• Insurance/Billing information (or attached patient face sheet with copies of insurance cards)

• Clinical impression/Patient History must be provided for each specimen

• Specimen site and procedure description

Handling

• For Immunophenotyping (flow cytometry): Submit the tissue in RPMI in a sterile container, a minimum of 2mm of tissue is recommended.  There should be enough RPMI to cover the specimen (RPMI should be stored in the refrigerator.).  Call CPC Pathology as soon as possible, as these specimens are considered “rush” cases and will need to be transported immediately to the laboratory.  If RPMI is not available, unfixed tissue in a sterile container will be accepted.
  For body fluids, such as pleural fluid, a minimum of 50 cc is recommended in a sterile container.  Call CPC Pathology as soon as possible, as these specimens are considered “rush” cases and will need to be transported immediately to the laboratory. 

• For Intra-operative Consultation: Submit at least a 5mm piece of unfixed tissue (formalin fixed tissue will not be accepted).  Call ahead to notify the laboratory and make transport arrangements for the specimen.  Frozen sections will be attempted on smaller piece of tissue, if requested.  Turnaround time for the consultation is under 20 minutes upon receipt of the specimen in the laboratory.

• For cultures: Submit at least 0.5 cm of tissue in a sterile container with sterile saline or without fixative (RPMI will be accepted for certain cultures). 
  For fluid samples, submit in a sterile container without fixative.  Send immediately at room temperature.
  For stool samples (example:  for an O&P), submit in a sterile container without fixative.

• For cytology: Submit fluid in a sterile container without fixative. 
  For urine cytology, call ahead to retain a CPC Pathology container pre-filled with 50:50 methanol:sterile saline solution. 
  Submit any slides made during the procedure in 100% alcohol solution (can be provided by CPC Pathology) and/or as air-dried slides in proper plastic slide holders.

Transport

• All specimens for an individual patient and the corresponding requisition should be placed in a single biohazard specimen bag.  The bag must be closed securely with the specimen jar(s) in the secured area of the bag.

• Any slides must be placed in a slide holder to prevent damage.

• The specimens and/or slides with a requisition and patient information should be placed in a large specimen biohazard bag for pickup.

• Specimens should be counted at the collection location and the number recorded for verification.

• Please call CPC Pathology (847)996-1030 to schedule a pickup.

 

For any questions regarding testing and collection procedures, please contact CPC Pathology at (847) 996-1030.