Policy

Specimen Handling & Histopathology Policy

Labelling, fixation, transport, tracking and reporting of tissue specimens, and the failsafe that ensures no result is lost

For Dermatology & Skin SurgeryRef BS-DER-POL-003See a sample (PDF) →
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  • Instant download after checkout
  • Editable Microsoft Word (.docx)
  • Mapped to the CQC standards
  • Optional 3-monthly updates

What's inside

This policy is fully drafted and structured, ready to brand and complete for your service. It covers:

  • 1. Purpose
  • 2. Scope
  • 3. Policy statement
  • 4. Definitions
  • 5. The two rules that matter most
  • 6. Labelling
  • 7. Fixation and handling
  • 8. Transport
  • 9. The specimen log
  • 10. Reporting results
  • 11. When something goes wrong
  • 12. Retention and disposal of tissue
  • 13. Roles and responsibilities
  • 14. Training and competence
  • 15. Records, monitoring and audit
  • 16. Version control and review
  • 17. Appendix A - Pot and form reconciliation check
  • 18. Appendix B - Result communication record
  • 19. Related documents
  • 20. Disclaimer

CQC fundamental standard

Regulation 12 (Safe care and treatment)
This document is written to evidence that standard. Health and Social Care Act 2008 (Regulated Activities) Regulations 2014.

Legislation & standards it maps to

  • Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 - in particular Regulation 12 (Safe care and treatment), Regulation 17 (Good governance) and Regulation 20 (Duty of candour)
  • Human Tissue Act 2004
  • Carriage of Dangerous Goods and Use of Transportable Pressure Equipment Regulations 2009 - packaging and transport of diagnostic specimens
  • Control of Substances Hazardous to Health Regulations 2002 (COSHH) - formalin
  • Data Protection Act 2018 and the UK General Data Protection Regulation
  • Health and Safety at Work etc. Act 1974

Who it applies to

All clinicians taking specimens, assisting and administrative staff, and the clinical lead and registered manager of [Organisation Name]

Glossary

Plain-English explanations of the technical terms and legislation used in this document.

Category B specimen (UN3373)
The transport label used for ordinary patient samples, which sets out how they must be packed so they cannot leak.
COSHH
The rules covering work with substances hazardous to health, such as the preservative used for specimens.
Crush artefact
Damage to tissue caused by squeezing it with instruments, which can make it impossible to examine properly.
Discordance
When the laboratory result does not match what the clinician expected.
Duty of candour
The legal duty to tell a patient promptly when something has gone wrong, apologise, and explain what will be done.
Fixative / formalin
The liquid a specimen is placed in to preserve it on the way to the laboratory.
Histopathology
Examination of tissue under a microscope to identify disease.
Human Tissue Act 2004
The law governing how human tissue may be stored, used and disposed of.
Incomplete excision
The microscope shows the lesion reaching the edge of what was removed.
Manifest
The signed list of specimens handed to a courier, proving what was collected and when.
Orientation suture
A stitch marking a known point on a specimen so the laboratory can say which edge is which.
Reconciliation
Checking a list against reality, here to confirm every specimen sent has a result.
Relevant material
The legal term for tissue containing human cells, covered by the Human Tissue Act.
Specimen log
The register of every specimen taken, tracked until the patient has been told the result.

How it works

  1. Buy securely with Stripe - instant, no VAT, no account needed.
  2. Download your editable Word file from the link we email you straight away.
  3. Complete the placeholders for your service, then have it approved before use.
  4. Add the optional updates subscription and we keep it current as guidance changes.

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