Sample Collection and Return to the Laboratory
Samples should be submitted to the laboratory in the vials and specimen transport bags provided and preferably accompanied by an ICE/ E-request form. (CSMS request forms are currently still acceptable). Please ensure that the specimen vial is closed tightly by aligning the notches in the lid and vial body.
Please ensure that the request form is completed fully and that the details on the sample match those provided on the request form. We recommend that details on the request form and vial are completed in front of the patient and the patient’s name and date of birth is read out clearly during completion of the details.
Please complete the details on the vial in permanent ink in the space provided leaving enough room for the laboratory to add a bar code label. Alternatively a patient addressograph label may be applied to the vial ensuring that it is flattened to the surface and not close to the notches below the lid. Please also avoid covering up the expiry date on the sample vial.
Please submit specimens to the laboratory as soon as possible utilising the Cytology specific transport collection arrangements in place – please return samples daily rather than saving into sample batches. Samples left overnight must not be refrigerated and should be stored safely at room temperature.
In accordance with the laboratory specimen acceptance policy it is essential that patient details are provided as follows:
Request form
Must be a supported ICE/ e-requesting form (HMR101 form generated from Open Exeter is till currently acceptable) – must contain full last name, first name, date of birth, NHS number, and test date
Specimen vial
Full last name, first name or initial and one of date of birth or NHS number – preferably both.
Requests that are incomplete or inaccurate usually will be destroyed after one month. Issues which have been identified with cervical screening sample requests include:
- Abbreviated forenames – e.g. Christine / Chris, Jacqueline / Jackie etc.
- Incorrect spelling of surname – e.g. Nicol / Nichol / Nicoll
- Change of surname following marriage – please inform the laboratory if this is known
- Change of address – please inform the laboratory if this is known
- Illegible handwriting – please use BLOCK CAPITALS
- Incorrect NHS number or date of birth
Please ensure that any clinical details are provided. Particularly relevant are details of previous cervical tests / results and Histology if not already on the Exeter generated request form. The Department uses this information for patient management. Condition of cervix and hormone status helps with the interpretation of microscopic analysis where appropriate.
Personal Identification Number (PIN)
The laboratory will only accept samples from suitably trained samples takers trained in the ThinPrep method who have been issued with a PIN. The sample taker PIN must be written on the request form (close to the sample taker signature). Please note that samples taken by untrained senders and / or by sample takers not on the laboratory PIN log will be destroyed. PIN are managed and issued by the laboratory. For all PIN related enquiries please call internal extension number 8699 or 8290 or from outside the Trust (01902) 307999 and x88699 or x88290.
Turnaround Time
The laboratory will endeavour to achieve the Government Department of Health target of 14 days from date the specimen is taken to the date the patient receives her result (standard ≥ 98%).
If turnaround times are or are likely to be adversely affected for a sustained period of time details and updates will be provided by the laboratory.
