Sample Requirements

phlebotomy

Every month, hundreds of samples are rejected due to issues with incorrect labelling, samples not being collected correctly or stored in the wrong conditions.
Please help to reduce the number of samples rejected by visiting the below information and for specific tests, refer to User Handbooks on the services page or within the Document finder.
Please also visit the section below on patient consent.  
 
Microbiology recently conducted an audit into the number of samples that were rejected and the reasons why. The results are very interesting.  Visit Here

 

Patient Consent

The laboratory must assume that all samples sent to pathology are taken following appropriate procedures for obtaining informed consent. Consent for the taking of all samples will be assumed where patients willingly submit to the sample collecting procedure, for example blood, urine, biopsies, etc.

Samples may be appropriately taken without consent in an emergency where it is in the patient’s best interest, as determined by the patient’s clinical team.

It is the responsibility of the clinical team taking the sample to ensure that appropriate informed consent is provided prior to a sample being taken and sent to the laboratory.

For most samples, the laboratory does not require a record of documentation of informed consent to accompany an individual sample, but there may be specific samples that require this (for example some genetic tests). For all other patients, a receipt of a sample accompanied by a test request serves as a record that appropriate consent has been taken by the clinical team.

Test requests and information required

Completion of test requests

In hospital, tests are requested electronically: using Cerner or iCare. In primary care, T-Quest should be used for electronic requesting if available. 

For all electronic request, to please ensure that: 

  • The barcode produced is aligned correctly so all information is visable
  • A barcode is placed on the sample neatly, uncreased and vertical so that analysers can read them. See the Correct labelling poster  for guidance and print in areas where this may be helpful.

Paper request forms may be used only when electronic requesting is unavailable as this causes large delays within the laboratory.

Sample identification

Three points of identification are required to enable the sample to be processed which can include the forename, surname, date of birth and identification number, however please be aware that many of our patients have similar names and if an identification number is not available please give a further identifier such as address. Due to the risks associated with inaccurate identification of a patient’s sample, laboratory staff are instructed not to take responsibility for processing samples that do not have this information and it is likely that the referrer will need to provide a further, appropriately labelled sample.

Required information

The following information are to be provided on the request form for those samples requested manually. The lack of those details within the essential column may lead to the sample being rejected or results not being available for review. 

 

Manual Request Requirements

 

Essential

Desirable

 

Sample

Forename and Surname or unique identifier

Date of Birth

OCS (Request Barcode) for electronic requests

Blood transfusion samples must be handwritten. Samples with printed labels will be rejected

Date and Time of collection

Sample type

NHS or Hospital number

Request form

OCS (Request Barcode) for electronic requests

NHS number

Hospital number

Forname and Surname or unique identifier

Gender

Patient’s location (Destination for report)

The requesting doctor (Consultant or GP)

Test required

High risk specimens should be clearly identified with a risk of infection label

Phlebotomist’s details

Clinical information

Patient’s address

Requestors contact number

 

 

 

Order of draw

Order of draw

Please visit the website for information on the order that blood samples must be taken and how many times they should be inverted to ensure the blood mixes with the additive. 

BD blood tube order of draw

Storage of samples

Storage of samples

If samples cannot be transported to the laboratory immediately, they need to be stored appropriately to prevent the degradation of the sample which may affect the results. 

Please visit the service handbooks or contact the relevant laboratory for advice on best storage.