Standard operating procedure

Specimen Labelling & Transport SOP

Step by step, from labelling the pot to a signed collection manifest and a log entry that cannot be lost

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What's inside

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

  • 1. Purpose
  • 2. Scope
  • 3. Definitions and abbreviations
  • 4. Responsibilities
  • 5. Procedure
  • 6. The specimen log
  • 7. If a specimen is lost
  • 8. Training and competence
  • 9. Monitoring and audit
  • 10. Version control and review
  • 11. Common failure modes
  • 12. Escalation contacts
  • 13. Appendix A - Pot and form reconciliation check
  • 14. Appendix B - Daily end-of-session specimen check
  • 15. Related documents
  • 16. 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 - UN3373 category B diagnostic specimens
  • Control of Substances Hazardous to Health Regulations 2002 (COSHH)
  • Data Protection Act 2018 and the UK General Data Protection Regulation

Who it applies to

All clinicians taking specimens and all staff handling, packaging or dispatching them at [Organisation Name]

Glossary

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

Absorbent material
Padding placed around a specimen pot that would soak up the contents if it leaked.
Category B specimen (UN3373)
The transport label used for ordinary patient samples, which sets out how they must be packed.
COSHH
The rules covering work with substances hazardous to health, such as the preservative used for specimens.
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.
Laterality
Which side of the body, left or right. Always written in full so it cannot be misread.
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.
Primary receptacle
The pot the specimen itself is in.
Reconciliation
Checking a list against reality, here to confirm every specimen sent has a result.
Secondary packaging
The leak-proof container the pot travels inside.
Specimen log
The register of every specimen taken, tracked until the patient has been told the result.

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