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Anatomic Pathology Specimen/Requisition Acceptance

Complete and correct clinical and demographic information is required on all requisitions. Incomplete information results in delays or difficulty in reporting or possible rejection.  All specimens must be submitted with the appropriate requisition.

Specimens will be accepted, accessioned and processed once they meet the requirements listed below.

Specimen Container

Specimens will be accepted by the Anatomic Pathology division when labeled with:

1. Patient's FULL first and last name.
2. One of the following identifiers:

  • Personal Health Number (PHN) or Unique Lifetime Identifier (ULI) number
  • Hospital Patient Identification Number (RHRN or MRN)
  • Personal Indentification number (e.g. Federal numbers such as Military, RCMP, Refugee, Immigration, etc.)

3. Exact anatomical site of tissue origin

Multiple specimens on the same patient with the same collection date must have an alpha designation (A, B, C, etc.). The information on the specimen container must match the information on the requisition.

Specimens from patients with known or suspected infectious diseases should be marked as infectious.

Some specimens require special handling.  See Anatomic Pathology Specimen Collection in Guide to Lab Services.

Processing of specimens may be delayed if the container lid is not properly secured and the contents are leaking.

Requisition Requirements

Requisitions received with specimens by the Anatomic Pathology division MUST include:

1. Patient’s FULL first & last name
2. Date of birth
3. Gender
4. One of the following:

  • Personal Health Number (PHN) or Unique Lifetime Identifier (ULI) number
  • Hospital Patient Identification Number (RHRN or MRN)
  • Personal Identification number (e.g. Federal numbers such as Military, RCMP, Refugee, Immigration, etc.)

5. Full first and last name of the physician to act on the results and the location that the report should be sent to (unit, clinic location, address)
6. Full first and last name of the physician who removed the tissue and the location that the report should be sent to (unit, clinic location, address)
7. Collection/procedure time and collection date
8. a)  Devitalization date and time
    b) Time the tissue was placed into fixative (formalin), if it differs more than 5 minutes from devitalization time

9. Relevant clinical history
10. Exact anatomical site of tissue origin

NOTE: Multiple specimens on the same patient with the same collection date can be put on one requisition. The requisition must list the exact anatomical sites with their alpha designations and must match the labeling of the containers.

NOTE: It is important that the requisition is put in the outside pouch of the specimen transport bag to prevent contamination.

When a Specimen does not Meet the Criteria for Acceptance

The submitting facility/physician will be contacted. An opportunity will be provided for a member of the medical/nursing staff to come to the laboratory to correct the deficiency and complete a Deficiency Resolution form.

If the deficiency cannot be resolved at the CLS/Hospital site:

  • The deficiency or discrepancy will be indicated on the Deficiency Resolution form.
  • The Deficiency Resolution form, requisition, and a photocopy of the specimen label (if required) will be returned to the operating room, clinic or doctor’s office by fax for resolution. A signature and returned fax will be required.

Specimen(s) will not be returned to the submitting location without a signed request from the submitting site. 

           

REFERENCES:

Major Laboratory Standards & Guidelines, College of Physicians and Surgeons of Alberta, 2010.