<aside> 🔖 Contents:

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<aside> 🗒️ Summary: All you need to know about receiving, recording and sending out patient samples, including informing patients on how to get test results

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<aside> 👤 Who’s it for: Reception & Nursing Team

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Receiving & processing samples

Once a patient has been seen by a clinician, they may be asked to give a sample and directed to 👤 Reception to obtain a container. It’s important that the Reception team accurately handle samples, from giving a patient the correct container to handing the right sample bag to the appropriate courier, so that the patient can be treated appropriately and in a timely manner.

<aside> 💡 See our page on UTI Process & Urine Dips for specific instructions on how urine samples for UTIs are processed after they’re received.

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1️⃣ Give patient sample container

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Reception

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1. Check patient notes to identify the test required.
2. Print TQuest form (if there’s no TQuest form, task the 👤 Nursing team to create one).
3. Find correct sample pot/tube (see table under Sample types below).
4. Stick barcode directly onto the pot/tube and put into plastic bag with form.
   • Sealed swabs need to be labelled by the patient, so when they arrive to collect the swab tell them how to do this.
5. Give to patient and tell them when to drop sample back to surgery (see Surgery Collection Schedules for last sample submission time for each surgery).
   • Emphasise that we cannot store samples overnight or over the weekend so they must bring them in on time.

<aside> ❗ We do not accept samples for semen analysis/viability of sperm.

For this:

• give patient a SEMA silver lidded sample pot with weight and batch number written on the label (any other container will be rejected)
• ensure that they have the details for arranging an appointment to drop off/produce sample at St. Thomas’ Hospital (this information should be on the referral form that the GP has given them).
• more information can be found on the services database: Semen Analysis - GSTT

We can process semen samples for ruling out infection. For this, follow general sample protocol.

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2️⃣ Receiving samples from patients

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Reception

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1. When a patient brings their sample to reception, ensure that it is in the correct container, and the container is properly secured and labelled.
2. Ask the patient to put the container into a clearly labelled collection box (this can be found at reception). If using a reusable plastic collection box, make sure to clean it daily.
3. In EMIS, find the patient who has produced the sample (it may be someone else dropping it off, so be clear) and add comment in consultation notes of sample type and who dropped it off.
4. Send patient a text via AccuRX about how they’ll receive their results (Test results - how to get them).
5. You can **advise the person dropping off the sample:
   • if results are normal, we won’t be in touch with the patient.
   • we’ll contact the patient directly (usually by text) for results needing further action.
   • they can check their results usually after around 7 days via the NHS App or Patient Access.
   • they can also request their results via the form on the surgery website or by emailing or calling the surgery.
   • if the patient has results that require discussion, book an appointment with appropriate clinician before releasing results

<aside> ❗ It is not best practice to store samples in the fridge overnight, and confusing because some samples can be stored while others cannot.

In exceptional instances for storing a sample overnight, ensure that:

• sample is placed in the fridge
• the receipt of sample is recorded in patient’s notes. </aside>

3️⃣ Samples couriers and collection

There are two courier services: one for cervical swab samples only (aka. ‘smear tests’) and one for all other samples.

Before handing bags to couriers, ensure that you:

1. have coordinated with Nursing staff as to where the samples ready for courier collection are to be placed, and
2. liaise with the nursing team to ensure all samples are accounted for before releasing the specimen bag to the courier.

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Nursing Team

Ensure that all samples are properly collected, labelled, and handed over to Reception in time for courier pick-up.

Clearly communicate to reception staff the location where the samples will be left by nursing team for courier collection.

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Reception Lead

Oversee courier arrivals, monitor any delays or issues, and ensure timely collection of all samples. Do a physical check everyday at the time of final sample collection to ensure that it has gone.

If bloods are taken after final collection → if Synnovis cannot come back to collect the specimen, it can be sent directly to the lab by taxi. However, this is usually at our own expense, and should only be done in rare situations. Synnovis has some budget assigned by local ICB for ad hoc collection, so they should not be asking for extra money if we want an additional collection.

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• 💡 Click toggle to see sample collection bags

Synnovis

Handles all samples except cervical swabs.

• Sample collection bag is clear with orange trim (says ‘viapath’ on top).
• See collection times in the table ➡️
• Upon arrival, the courier should scan the bar codes posted on the wall of the surgery and on the samples bag.

TDL (The Doctors Laboratory)

Handles only cervical swab samples.

• Sample collection bag is purple.
• Collections are twice a week for every surgery.
• Upon arrival, the courier should scan the bar codes on the wall of the surgery and on the sample bag.

<aside> 📖 Knight’s Hill is the only surgery that has a collection log for cervical swabs.

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Sample types

The table below describes the TQuest code and which container to give for the requested sample. Click the drop down toggle for images of the sample containers.