Name	Unique ID	Edition/Date of Edition
Procedure for receiving sample	nchsls:c:biochemistry:document:10	(1) 03-01-2014

Preparing authority	Approving authority	Review period
All teaching staff of Biochemistry Department	HOD Biochemistry	1 year

Printed copy of this document is considered uncontrolled. It should be compared with controlled electronic copy before use

Responsible personnel

Laboratory technician, laboratory assistant and residents generally perform the process.

Subprocesses

Delivery of sample and request to the receiving window.
Verification of sample and request
Assigning laboratory given identification to sample and request
Entering request and sample details in the laboratory database

Procedure

non-OPD samples

Delivery of sample and request to the receiving window
- Ask for sample, request and laboratory-book.
  - Laboratory-book is maintained by various wards to keep track of samples sent by the ward and reports sent by the laboratory. It contain patient name, registration ID and required examinations in single line. It help maintain chain of responsibility among ward-sisters, transporting servants and receiving window technicians. Although laboratory-book is not mandatory requirement for sample receipt from ward, insisting on laboratory-book is desirable.

Verification of sample and request
1. required items on request form
  1. patient_name
  2. patient_id Special Instructions for COVID19
  3. department(clinician)
  4. unit
  5. location
2. required items on sample container
  1. patient_name
  2. patient_id

*Sample Rejection Criteria*

Finding	Laboratory response
With incomplete/mismatched details on request or sample containers	1) Do entry in LIS.2) Select Sample rejection and write “mismatched”.3) Return the sample and request.
Samples collected in unacceptable containers. (e.g Urea from fluoride tube).	1) Do entry in LIS.2) Select sample type from drop down menu if it is available otherwise select “Wrong” sample type.3)Select Sample rejection and write “Wrong tube”.3) Return the sample and request.
Samples with request for examination not under scope	1) Do entry in LIS.2) Select sample type from drop down menu if it is available otherwise select “Wrong” sample type.3)Select Sample rejection and write “Test is not under scope.3) Return the sample and request.
Samples with request where some of the requested examinations are under scope	Make appropriate remark in LIS and final report.
No laboratory-book brought with samples and request	Explain benefits of keeping such record to the transporter and concerned sister in wards. Ask to bring the laboratory book. Use your judgement to make exception and receive sample.
Insufficient sample volume	Do not reject sample. Perform as many examinations as possible. Enter remark in final report
The request/container data/sample appearance shows that sample was collected at a time which make examination erroneous. See Biochemistry, NCHSLS, Laboratory scope	Enter remark in LIS and final report

Assigning laboratory given identification to sample and request
1. Make entry of sample into LIS from green form.After entry sample Id will be generated automatically.Click on “barcode” after entry and print barcode.Split the barcode sticker into two halves.The part on which barcode label is there Stick it into Laboratory book and the part which has sample id Stick it on vacutte.
2. If laboratory book is not sent from ward, give acknowledgement by giving transporter the sample_id on a piece of paper. Such isolated acknowledgement is discouraged due to possibility of loosing them by sender in large public hospital.
3. Keep sample in the sample rack in appropriate sequence with previous samples and pierce request on its stand. Sample request stand is a long iron-rod with a base. Sharp point of the rod help pierce request paper on the rod.

OPD samples

Convention for giving OPD sample_id

Verification of sample and request
1. required items on OPD request sheet
  1. sample_id
  2. patient_name
  3. patient_id
  4. department(clinician)
  5. unit
  6. location is not required, it is “OPD” for all samples from OPD sample collection center.
2. required items on sample container
  1. patient_name
  2. sample_id (Which is written at OPD collection center)

Finding	Laboratory response
With incomplete/mismatched details on request or sample containers	All samples are precious. Try to resolve the issue by contacting OPD collection center personnel , patient and clinicians. Raise non-conformance for such issues, because sample collection for OPD is done by the laboratory personnel. Make appropriate entry in LIS. Because sample_id is also written in patient case paper, it is possible to trace any sample with sample_id on its container to a specific patient, when patient comes to collect report.
Samples collected in unacceptable containers. (e.g Urea from fluoride tube).	Make appropriate remark in its entry in LIS and final report. Raise non-conformance for such issues, because sample collection for OPD is done by the laboratory personnel.
Samples with request for no examination under scope	Make appropriate entry in LIS. Raise non-conformance for such issues, because sample collection for OPD is done by the laboratory personnel.
Samples with request where some of the requested examinations are under scope	Make appropriate remark in LIS and final report.
Insufficient sample volume	Do not reject sample. Perform as many examinations as possible. Enter remark in final report
Sample not available for a given sample_id, but OPD request sheet shows that sample_id is allocated	Some times, sample collection may be refused by patients after assigning sample_id at collection center. Enter such request in LIS and make appropriate remark.Send report to OPD sample collection center
The request/container data/sample appearance shows that sample was collected at a time which make examination erroneous (See Biochemistry, NCHSLS, Laboratory scope)	Enter remark in LIS and final report. Raise non-conformance for such issues, because sample collection and transport for OPD is done by the laboratory personnel.
lipemic or hemolysed sample	Do not reject sample. Perform as many examinations as possible. Enter remark in final report as follows:“sample is lipemic/hemolysed,interpret result with caution.”
brown/greenish sample	Do not reject sample. Perform as many examinations as possible. Enter remark in final report as follows:“sample is brown/greenish,interpret result with caution.”

What to do if sample is Hemolysed/Lipemic/Greenish/Brownish?

Assigning laboratory given identification to sample and request
1. This process is carried out at OPD sample collection center as described above.
Entering request and sample details in the laboratory database
1. Laboratory personnle, entering the test request in database should follow below mentioned test protocal.test_protocol-2015_for_clinical_biochemistry_laboratory.ods

Urgent Samples

Ask transporter to wait or come back after a specified time period, to collect report.
Enter request data in LIS. Make sure request is marked urgent in LIS.
Send sample for further processing immediately and orally inform other personnel of the laboratory for the same. Also, mark visible DOT over sample container label to easily identify it. However, verbal communication across technicians working in the lab is required to process it urgently.
All ABG samples are treated urgent, as such.
When examinations are completed, verified and report is ready, release report to the transporter or telephonically to concerned clinician, if required/requested.

Records

Record	Maintained at	Storage period
Record of samples received	Biochemistry LIS database	1 year
Physical ward request	Physical folder	2 days
OPD request sheets	Physical folder	10 days

Table of Contents

Header