Anatomic Pathology Specimen Acceptance

Correct and complete 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 only if 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. Body site of tissue origin

If multiple containers are submitted from the same patient, each container must be differentiated with a body site, number or letter that coincides with the requisition.

"Specimens may also be rejected if the lid was not secured and contents are leaking or they poses a safety risk to laboratory personnel i.e. specimens recieved in a syringe.

Requisition Requirements

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

1. Patient’s 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 Indentification number (e.g. Federal numbers such as Military, RCMP, Refugee, Immigration, etc.)

5. Full 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 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. Requisitions for examination of breast tissue require:

  • Devitalization date and time
  • Time the tissue was place into fixative (formalin)

9. Relevant clinical history
10. Specimen type and origin

NOTE: Multiple specimens on the same patient with the same collection date can be put on one requisition. The containers must have the body site and an alpha designation (A, B, C, etc). The requisition must list the body sites with their alpha designations.

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, signature and fax back.

The Deficiency Resolution form and other paperwork must be returned to the laboratory with the correct information and signature, only then will the specimen will be processed and the deficiency/discrepancy information will be placed in the report.

Note: 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.