Courier Service (Specimen Pick-up Protocol)

Hours:

Sacramento Service Hours: (beginning December 15, 2009)
Phone numbers are the same as listed below OR call toll free: 1 (888) LAB-HCCL
                                                                                                   1 (888) 522 - 4225

Monday through Friday         24 Hour Service
Saturday and Sunday           7:00 AM to 7:00 PM

Phone Numbers:

For supply and specimen pick-up, please call our dispatch office in Stockton at (209) 461-5394 or in Merced at (209) 725-7763.

Responsibilities:

Facility/Client

Upon calling for specimen pick-up, please provide the following information to our dispatch center.

1. Indicate the Facility or Client where specimen is located.
2. Indicate area or station where specimen is located. Before the courier arrives to retrieve the specimen, all appropriate forms are to be completed by the facility/client.
   1. Specimen/patient information completed in HCCL Collection Log Book.
   2. Please fill out the HCCL requisition completely and label the specimen correctly.
   3. Include a copy of the patients insurance identification card for billing purposes.
   4. Place each specimen in it’s own HCCL specimen transport bag with it’s own completed form and insurance information tucked into the transport bag in it’s designated compartment.

Courier

1. The courier will initial the HCCL Collection Log Book when the specimen has been retrieved.
2. The courier will also transport supply requests, supplies and reports requested by the facility/client.

Packing Procedure for Diagnostic Specimens Via Air Transport for America West Cargo Airlines

• Corrugated cardboard box with Styrofoam insulation
• Divider should be two sheets of Styrofoam (total of 3” thick)
• box may be divided into two (refrigerated and frozen) or three (refrigerated, frozen, and ambient) compartments, depending on quantities being shipped
• when packing frozen specimens, dry ice must be placed against outer side of box (side parallel to the divider) and the refrigerated specimens must be as far from the dry ice as possible. Ambient specimens should be in a compartment furthest from frozen compartment.

When packing frozen specimens, dry ice must never exceed 4.4 lbs per package. Do not contain Dry ice in a sealed container. It should be loose in the compartment to permit the release of CO2 gas so that pressure does not build up.

When packing refrigerated specimens, the ice pack must be frozen to ensure the specimens are maintained at 17 degrees Celsius for up to 24 hours.

All specimens must meet the following packaging requirements:

• The specimen must be placed in a watertight primary receptacle (ie. sturdy aliquot tube, container able to withstand temperatures at –7 degrees Celsius,etc).
• The primary receptacle(s) is placed inside a secondary, watertight packaging (ie. sealed transport bag).
• Absorbent and cushioning material must be placed inside the secondary packaging surrounding the primary receptacle(s).
• Sufficient absorbent material must be provided so that the entire contents of the shipment will be absorbed (the absorbent we provided, 4” X 6”, is capable of absorbing 100ml?)

Stickers for outer packaging:

“Medical Specimens, Marian Medical Center, 805-739-3156”
“Dry Ice”
“Airbill”

America West requires specimen packaging to include the following:

• The specimen must be placed in a watertight primary receptacle (aliquot or primary tube), securely capped, and able to withstand temperatures at –70 degrees Celsius. Use separate bags for each specimen cup to prevent contamination to other specimens in the event of leakage.
• The primary receptacle(s) is placed inside secondary, watertight packaging (large HCCL specimen transport bag) with biohazard labeling.
• Absorbent material, sufficient so that the entire contents of the shipment will be absorbed, must be placed between the primary receptacle and the secondary packaging (specimen transport bag). The 3"x6" absorbent material we have provided is capable of absorbing 100 mL.
• Sturdy outside packaging should be constructed of corrugated fiberboard (cardboard), wood, metal or plastic. HCCL will supply each shipping facility with Styrofoam-lined cardboard boxes providing insulation for all sides, top, and bottom of box. Additionally, a 3” thick sheet of Styrofoam will be provided as a divider. The box may be divided into compartments for refrigerated and frozen specimens or refrigerated, frozen and ambient specimens, depending on the quantities being shipped.

Packing frozen specimens:

Always wear safety glasses and cloth gloves when handling dry ice. Use caution and never leave dry ice where someone may burn himself/herself. Do not contain dry ice in a sealed container. In order that pressure does not build up, dry ice should be loose in the compartment to permit the release of CO2 gas. It is important that you place packing material (shredded paper, paper towels, newspaper, etc.) in the compartment. This will prevent the contents from shifting and will conserve the dry ice. The compartment for frozen specimens should be as small as possible. Dry ice must NEVER exceed 4.4 lbs per package.

Packing Refrigerated Specimens:

The cool pack must be frozen to ensure the specimens are maintained at 6-8ºC for up to 24 hours. Use two cool packs, each one approximately 9”x5”. Always put a barrier (paper towels) between the specimens and the cool pack. Specimens can freeze if they come in direct contact with a cool pack. A cool pack that is kept on dry ice or at –70ºC MUST be removed three hours before packing the specimens.

Packing Ambient Specimens:

Ambient specimens are to be packed in a compartment furthest from the frozen specimens.

Do not seal all the edges of the box. Dry ice emits a gas, which must be allowed to escape. The following information must be recorded on the outside of the shipping container:

• Contents of package: “Medical Specimens”
• If package includes dry ice: “Dry Ice _______lbs/kgs
• Name and phone number of the facility shipping the specimens:
  ie. “Marian Medical Center, 805-739-3156”
• “Airbill” These will be preprinted for each facility with HCCL as the receiver and the appropriate facility as the shipper.