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.
1️⃣ Give patient sample container
Reception
- Check patient notes to identify the test required.
- Print TQuest form (if there’s no TQuest form, task the 👤 Nursing team to create one).
- Find correct sample pot / tube (see table under Sample types below).
- 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.
- 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.
- 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 at GSTT (this information should be on the referral form that the GP has given them).
More info see: Semen Analysis - GSTT
We can process semen samples for ruling out infection. For this, follow general sample protocol.
2️⃣ Receiving samples from patients
Reception
- When a patient brings their sample to reception, ensure that it is in the correct container, and the container is properly secured and labelled.
- 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.
- 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.
- 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.
- Send patient a text via Accurx about how they’ll receive their results → 💬 ‘Test results - how to get them’.
- Store the sample in the specimen fridge immediately.
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.
Do not mix blood samples with any other type of sample
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.
Nursing Team
Ensure that all samples are properly labelled, sealed, and handed over to Reception in time for courier pick-up (wearing appropriate Personal Protective Equipment (PPE) as needed).
Clearly communicate to Reception staff the location where the samples will be left by the Nursing Team for courier collection.
Reception Team
Before handing bags to couriers, ensure that you have coordinated with Nursing staff as to where the samples ready for courier collection are to be placed, and checked to ensure all samples are accounted for.
👤 Reception Lead should 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.
Synnovis → 020 4513 7300
TDL → 020 460 4851
Synnovis
Handles all samples except cervical swabs.
Collection times
Upon arrival, the courier should scan the bar codes posted on the wall of the surgery and on the samples bag.
You can also check collection times here.
Surgery | Frequency of collection | Collection times | Time of last sample submission |
Knight’s Hill | Twice daily | 10:35 & 15:40 | last sample by 13:30 |
Nightingale | Three times/day | 09:45, 12:25 & 16:50 | last sample by 15:30 |
Penrose | Once daily | at 14:50 | last sample by 13:30 |
Maddock Way | Once daily | at 14:50 | last sample by 14:30 |
Kingfisher | Twice daily | at 11:50 & 13:15 | last sample by 12:30 |
Surrey Docks | Twice daily | at 11:30 & 13:55 | last sample by 12:30 |
Deptford | Three times/day | at 11:35, 12:45, 15:50 | last sample by 15:00 |
Lewisham | Three times/day | at 10:20, 12:40, 17:10 | last sample by 15:45 |
TDL (The Doctors Laboratory)
Handles only cervical swab samples.
Collection times
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.
Knight’s Hill is the only surgery that has a collection log for cervical swabs.
Upon collection, fill out the log:
- note the courier company and bar code number
- record the date and time in the log
- sign the entry
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.
Test (TQuest code) | Sample container |
LVS or HVS C&S: low vaginal C&S swab for vulval, eye, ear, nose, skin / wound, throat, penile, ulcer | Black swab |
CT/GC NAAT - swab: Chlamydia / gonorrhoea (swab for women) | Orange swab |
CT/GC NAAT - urine: Chlamydia / gonorrhoea (urine for men) | Yellow tube |
HSV 1 & 2 DNA: Herpes | Tube with green lid and swab |
Sputum culture, TB sputum C&S | Short white container |
All urine* | Long white tube (*Lewisham surgeries use Red Top Urine pot for MC&S) |
Faeces — C&S, calprotectin, helicobacter antigen, parasites (ova, cysts & parasites) | Tube with dark blue lid |
Faecal Immunochemical Test (FIT) | Small mint green tube |
Mycology — skin, nail clippings | White MycoTrans envelope |
Semen sample → for ruling out infection | Tube with grey lid |
Semen sample → for Andrology testing | SEMA metallic lidded pot w/weight and batch number on the label NB - always check expiry date on pot! |
Timeframes for lab examination of samples
Sample type | When samples must be examined by the laboratory |
Urine | Within two hours of collection OR within 24 hours if stored in a bottle containing boric acid |
Sputum | As soon as possible after collection |
Stool | Within 12 hours of collection for non-viral culture. As soon as possible for viral culture. |
Vaginal | Within 4 hours of collection |
Wound | Ideally, on the day they were taken. Alternatively, the wound swab can be placed in an appropriate transport medium and stored overnight. |