Canada

Sampling and transportation

June 6, 2022
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Useful and reliable laboratory results depend to a large extent on proper sampling for a clinically appropriate test request, timely transport and clear communication with the laboratory.

For specific testing information, please visit the eLab Handbook website. For overtime or emergencies, contact a medical microbiologist on 604-661-7033.

Please note the following requirements:

All samples submitted to the BCCDC Public Health Laboratory must comply with provincial and federal regulations and laws on packaging and transportation, including the International Dangerous Goods Regulations (TDGR) and the International Dangerous Goods Regulations (DGR). air transport (IATA), where applicable.

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

It is illegal to send dangerous goods (which include infectious substances) by mail to Canada.

For all types of samples

  • Fill in the application form legibly. Include all required information.
  1. Patient’s name (surname 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 labeled sample container for each test requested, unless otherwise specified (eg serological tests).
  • Label the sample container clearly with two identifiers (examples include patient name (surname and first name) and date of birth, PHN, access number, unique random number. Make sure these two identifiers match the completed application.
  • Make sure that the sample containers are tightly closed to prevent leakage during transport. Leaking samples may not be processed.
  • Place the labeled sample in the biohazard sealing 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 come into contact with the labeled sample container.
  • Cool the prepared labeled sample, where appropriate, before and during transport.
  • A special labeled sample is required for PCR (molecular) testing. Manipulation of samples prior to submission for PCR (molecular) testing may result in false negative or positive PCR (molecular) results.

    • Unacceptable sample types – General

    • Unmarked samples
    • Leaking samples
    • The name of the patient in the labeled sample does not match the name in the completed application
    • Samples accompanied by incomprehensible, empty or no requests
    • Type of sample collected in the wrong sample container

    Failure:

    • Use the correct BCCDC Public Health Laboratory requests or acceptable alternatives (eg related orders)
    • Provide mandatory information
    • Use the correct collection container
    • Send safely

    is a violation of the policies and procedures of PHSA Laboratories and poses a serious problem for patient safety.

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

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

    1. Use the container (main container) provided in the collection kit or as specified in this manual. See separate sections for specific collection and labeling instructions. If it is closed, make sure it is completely closed to prevent leakage.
    2. Place the securely closed primary container in a plastic “biohazard bag” (secondary container). Wrap the main container or place enough absorbent material (this is not supplied with collection kits, eg paper towel, clean gauze or napkin) in the bag to fully absorb the sample if the primary container leaks or breaks (Figure 1). Only 1 biological bag sample should be included, even if the samples come from the same patient (except for blood samples collected in standard vacuum container containers, which can be packed as multiple bag samples). Softening must be provided to prevent breakage.
    3. If breakage occurs, it is likely to contaminate all other samples grouped together in a biohazard bag. Make sure that the patient name and additional identifier are on each container to allow matching to the corresponding request.
    4. Complete the correct BCCDC Public Health Laboratory application and separate instruction sections and place it in the side pouch of the biohazard bag. Do not place it inside the sample (in case of leaks). Fold the request so that the front is visible and place it in the bag so that the request can be read (Figure 2).
    5. Place the secondary container in a third (outer) package for protection against physical damage and water during transport. This may be a plastic cooler, a wood fiber box or other container that is designed, constructed, filled and closed so that, under normal conditions of handling and transport, there is no release, emission or release of dangerous goods that could constitute danger to public safety.
    6. Multiple secondary containers can be included. Whenever possible, group the samples by collection type. Health units use waterproof containers to transport samples to PHSA Laboratories, BCCDC Public Health Laboratory by courier.

    These are general rules that apply to most samples provided to PHSA Laboratories, BCCDC Public Health Laboratories through health units, courier or authorized persons.

    By courier or authorized persons:

    Samples can be delivered to the BCCDC Public Health Laboratory or to Central Processing and Receipt – Tape Level (CPR-LL), (supplies are received at the rear of the building), 655 West 12th Avenue, Vancouver.

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

    By health units:

    The courier service for public health is available through the regional health units.

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

    To speed up STAT testing (usually results are available in less than 4 hours; some tests take longer), the following guidelines should be followed:

    1. Consult the program (medical microbiologist) or team leader

    program or services before sending the emergency sample

    testing.

    • Some cases require consultation with the program manager / medical microbiologist who manages the program before the samples are tested.
    • For emergencies after business hours, you can contact the on-duty medical microbiologist at 604-661-7033.
    • Provide the following information (clinical history, sample type, test required) to the appropriate team leader or program manager before sending the sample.

    2. Other necessary information shall include:

    • Patient information (name, date of birth, PHN, etc.)
    • Mode of transport (including the name of the courier / airline and the bill of lading number)
    • Approximate departure / arrival time
    • Name of the contact person and his telephone number (for telephone results). A fax number is also required.

    3. Clearly label the package (internal and external) with “STAT”, including attention to the relevant section or program manager. Make sure that the name of the contact person at the BCCDC Public Health Laboratory is also in the application.

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

    5. If after working hours the medical microbiologist on call 604-661-7033 will agree on the details of delivery and receipt of the sample.

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