nchsls:c:histopathology:document:10

Procedure for receiving of sample

Name	Unique ID	Edition/Date of Edition
Procedure for receiving of sample	nchsls:c:Histopathology:document:10	03-01-2015

Preparing authority	Approving authority	Review period
All teaching staff of Pathology Department	In-charge Histopathology	1 year

Controlled copy of this document exist in electronic form at IP address 10.207.3.240 of LAN at NCH, Surat

Printed copy of this document with signature of authorized person is to be considered controlled.

1.Sample receiving policy:

Patient Name
Patient ID
Department + Unit + Location
Date and time of Sample collection
Type of specimen
Clinical Diagnosis

Each indoor and outdoor patient of NCHS has unique MRD No.
It must be mentioned on both the request form and sample container.
In case of following Errors of positive identification of samples, concerned
Clinician is contacted telephonically by sample receiver for correction of

specimen /request form.

Sample are processed after true positive of patient and sample.
Positive identification not mentioned on Sample container.
Positive identification not mentioned on Request Form.
Discrepancy in Positive identification between type of specimen and Request Form.

2.Sample Rejection Policy:

Histopathology Specimens are not rejected on the basis of poor specimen integrity. They are all accessioned & appropriate remarks are incorporated in the gross, microscopic descriptions & diagnostic interpretation.
In the case of any discrepancy of specimen identification and traceability or specimen mislabeling, the specimen is not processed for examination till relevant information are obtained. Meanwhile concerned clinician is informed & necessary corrections are made. In the intervening period ,the specimen is not discarded .

3.Relevant Clinical information

Mention following clinical information in request form:
- Complete clinical history
- Probable clinical diagnosis
- Any relevant previous history
- Any investigation done for the same(blood , radiological findings etc.)
- Any treatment taken for the same
- FNAC report if avilable

4.Recording the identity of the person collecting the primary Sample

The identity of the person collecting the primary sample must be mansion at the end of the request form along with contact number.

5.Procedure for receiving surgical specimen

Check the patient’s name, age, sex, MRD no, Ward & unit number & other important documentation details on Request form.
Check that it is the same on specimen also.
Match properly the numbers of biopsy containers with the numbers written on forms.
With form mismatch details of specimen or autolysed specimen details telephonically informed to resident.
When the quality of the primary sample received is unsuitable for examination or could have compromised the result, this is indicated in the report.
Check for sufficient history of patient’s disease.
Check for sufficient formalin & tissue preservation.
After checking all these details, unique HP no. is given to each specimen which is entered in receiving register and also written on the specimen container.
HPE no. starts with 1 at the beginning of every year. Ex. H.P.No. 1/2020
All blocks and slides prepared from that specimen are also labelled with same HPE no. and multiple sections given from that specimen are labelled alphabetically in chronological order ex. A,B,C,D.The
HPE reports of that are also prepared and dispatched on the same HPE number.
Remove sutures, clips & bone fragments.
Put sufficient numbers of cuts in large resected specimen such as uterus, ovary or mastectomy; put formalin soaked cotton in between slides of specimen as per standard guidelines.
After giving cuts, let the large specimen get fix for 24-48 hrs in 10% formalin solution.
Clean the knife & working platform, after giving sections from one pathological tissue to other tissue. This will prevent carryover of one pathological tissue to other tissue.