All specimens/samples submitted to PureLab UK should be accompanied by a completed request form and the appropriate Specimen Dispatch Log. Specimen/sample containers must also be clearly labelled with a minimum of three matching patient identifiers in order to meet the laboratory’s specimen acceptance requirements.
For further information on the criteria required for a specimen/sample to be accepted, links to the relevant forms and dispatch logs, and specimen rejection criteria, please see the sections below.
Acceptance Criteria
1. Request Forms
Specimens/samples should be sent with a completed request form. It is essential that the following criteria are fulfilled when completing a sample request form in order for the laboratory to accept the sample and to avoid delays caused by discrepancies:
- Complete the sample request form fully.
- Please use addressographs where possible.
- Please print clearly, making sure the following is stated:
- FULL patient name or unique code identifier (clearly indicating which name is the forename and surname)
- Date of birth
- Patient sex
- Hospital number
- Hospital/clinic name and name of clinician
- Specimen/sample type
- Tests requested
- Specimen/sample collection date and time
- Relevant clinical details and patient history
- Requesting clinician name and, if appropriate, contact number
- Insurance details if coming through an insurance provider.
Products of conception should be requested using the Histology Request Form and must also be accompanied by a completed POC Consent Form.
2. Specimen Dispatch Logs
All Histology, Cytology and Blood Sciences specimens/samples should be accompanied by the appropriate completed Specimen Dispatch Log and should clearly identify any urgent samples.
3. Patient Identification
Specimen containers must be clearly labelled and should contain a minimum of three matching patient identifiers in accordance with PureLab UK’s specimen acceptance requirements. Examples include:
- Full patient name
- Date of birth
- NHS number or hospital number
Specimen Rejection
Specimens may be rejected if they are inadequately labelled, leaking, contaminated, unsuitable for the examination requested or received outside the appropriate stability requirements. Where appropriate, the requesting clinician will be contacted to resolve discrepancies before testing proceeds. Detailed rejection criteria can be found in the Handbooks.
Urgent Samples
If a specimen/sample is urgent, please clearly indicate this on both the request form and the appropriate Specimen Dispatch Log. Please provide details of how the requesting clinician should be contacted with the result and the date by which the report is required.
Discrepancy Protocol
When a specimen/sample is received, the laboratory will check that the specimen and accompanying request form correspond and that the information provided is complete and appropriate for processing. If a discrepancy is identified, it will be recorded and reviewed by the laboratory team.
- Urgent samples: Customer Services will contact the client by telephone and email to resolve the discrepancy as quickly as possible. If a response is not received, further contact will be made within 24 hours.
- Standard samples: Customer Services will contact the client by email. If a response is not received within 48 hours, the client will be contacted again by telephone and email.
- Information received from the client will be reviewed by the appropriate laboratory team to determine whether processing can proceed or whether further clarification is required.
- If a specimen/sample has been received in error and needs to be returned or sent to another laboratory, the laboratory will follow the client’s instructions. The client may arrange collection, or PureLab UK can arrange a courier on their behalf. Where PureLab UK arranges the courier, this is a chargeable service and the charges must be agreed before collection is arranged.
Discipline-specific acceptance requirements
Histology specimens must be submitted using the correct container and fixative for the specimen and examination required. Specimen containers should be clearly labelled with the specimen type/site. Where special stains or additional tests are specifically requested, these should be clearly stated on the request form. Please refer to the Histology Handbook for detailed fixation and specimen submission requirements. Products of conception specimens must also be accompanied by a completed POC Consent Form.
Cytology specimens have additional acceptance requirements that vary according to specimen type. These may include requirements relating to the specimen container, collection method, specimen age and stability, fixation or preservation, and sample volume. Please refer to the Cytology Handbook for the requirements applicable to the specimen being submitted.
For Blood Sciences samples, the examinations requested must be clearly stated on the request form. Examination-specific requirements, including patient preparation, sample type, collection, stability and handling requirements, should be checked in the Blood Sciences Test Catalogue and Handbook before collection and submission.
For specimen packaging, handling and transportation requirements, please refer to the PureLab UK Transportation Guide.