OREGON STATE PUBLIC HEALTH LABORATORY

COURIER SYSTEM HANDBOOK

COURIER SYSTEM

Welcome to the Oregon State Public Health Laboratory’s (OSPHL) Courier System. This handbook contains information about the Courier System and preparing your specimens for transport using the OSPHL Courier System.

TABLE OF CONTENTS TAB 1: SOP- Contains the “Procedure for Transporting Specimens Using the OSPHL Courier System”. The procedure outlines the entire process from labeling your specimen to transferring your container to the courier. An initial supply of the site identification labels described in the procedure is in the center pocket of this handbook. TAB 2: Contact & Supply Information- Contains contact phone numbers for Courier System questions and a copy of the Stockroom Order Request form used to order specimen collection supplies, transport supplies and request forms. TAB 3: Schedule- Contains schedule information including pick up times. PLEASE NOTE THAT YOU WILL RECEIVE PRIOR NOTIFICATION OF ANY SCHEDULE CHANGES INCLUDING HOLIDAYS VIA NOTICES PLACED IN YOUR TRANSPORT CONTAINER WHEN IT IS RETURNED TO YOU. BE SURE AND CHECK YOUR CONTAINER EACH TIME IT IS RETURNED. TAB 4: Training Material- Contains the handouts for a Power Point training presentation. You can use this for review or to train new staff. A CD of the Power Point presentation is in the back pocket of this handbook.

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OBJECTIVE: To assure that laboratory specimens shipped using the OSPHL courier service are appropriately tracked during the entire transport and receipt process. PROCEDURE: 1. Collect and label your specimen. Each specimen must be labeled with

two unique identifiers. i. Patient name or anonymous ID code; ii. Specimen bar code label from the test requisition form. You may use your own label for the patient name or use the bar code label from the bottom of the test requisition form which has a space for you to write in the patient identification (PT ID).

2. Place the bar code label lengthwise on the specimen tube. The label should read left to right and bottom to top.

PROCEDURE FOR TRANSPORTING SPECIMENS USING THE OSPHL COURIER SERVICE

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3. Be sure and leave a window so that the level of the container contents can be seen.

When using the urine Chlamydia transport tube, the black fill lines must be left visible.

If your facility uses its own label to identify specimens, this label must remain visible when applying the bar code label. The placement of the bar code label is critical to the operation of testing instruments and ensures the identification of specimens during testing.

Each specimen must have a bar code label from the requisition form on it.

4. Complete the test requisition form filling in all the shaded boxes (see Attachment 1 A-D for examples of all forms). Depending on the form and information required for testing this may include:

• Patient Name or Unique Identifier • Date of Birth (age is no longer an acceptable identifier) • County of Residence or Zip Code • Date of Collection

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• Gender • Submitter Code • Address for Receiving Results • Authorized Ordering Clinician • Contact Name and Phone Number in case OSPHL has questions • Specimen Source • Test ordered- Some tests require additional information e.g. the

reason for test for hepatitis testing; for Quantiferon the collection time is required.

5. Prepare the Transport Manifest (Attachment 2):

a. Use one manifest for each day of shipping. If you need more than one manifest sheet per day, number each page in the space provided at the bottom of the manifest and staple together. b. Enter the shipping date in the space provided on the manifest. c. Place one of the site ID bar codes, provided in your training manual, in the space labeled “Facility Name” of each manifest sheet. It is all right to cover the “Container Number” area. d. Enter the name and phone number of the person OSPHL would

contact with questions about the shipment in the space provided. Save a copy of the manifest for your records if you wish.

6. Prepare specimens for shipping. NOTE: See special instructions

below for locations whose specimens are transported by air. a. Place one bar code from the bottom of each test requisition, on the

Transport Manifest, on the lines provided in the “Item Bar Code” columns. See Attachment 2.

b. Place the specimen container(s) from only one patient in the provided biohazard specimen bag along with one absorbent pad as shown below.

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c. Fold the test requisition for that specimen in half and place it in the outer pocket specimen biohazard bag with the top of the test requisition facing out as shown above. Leave all unused bar codes on the test requisition. They will be used at OSPHL.

7. Check the handling instruction for each specimen, especially the

transport temperature. Information is available at the OSPHL website http://www.oregon.gov/DHS/ph/phl/ under Quick Reference. For example, specimens such as Quantiferon must stay at room temperature and Mumps or Rubeola specimens must stay frozen. Consult Attachment 3 to determine how to prepare the insulated inner container of the Tranport Container.

PLEASE CALL THE OSPHL COURIER CONTACTS LISTED IN YOUR MANUAL IF YOU HAVE ANY QUESTIONS INCLUDING TRANSPORT TEMPERATURE REQUIREMENTS. THE OSPHL COURIER CONTACTS WILL ALSO HELP MAKE SPECIAL ARRANGEMENTS TO TRANSPORT SELECT AGENTS OR CATEGORY A SPECIMENS. Special Instructions for Air Transport Sites: a. Place one bar code from each test requisition, on the transport

manifest, on the lines provided in the “Item Bar Code” columns. b. Place specimen inside the small biohazard specimen bag along with

the absorbent material and seal the bag.

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c. Place sealed bag in the metal mailing container pictured below and screw on the top.

d. Place the sealed metal container in the larger biohazard specimen bag pictured below and seal the bag.

e. Fold the test requisition in half and place it in the outer pocket of the larger biohazard specimen bag so that the top of the requisition is visible as shown above.

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8. Prepare the Transport Container: Insulated Inner Container a. Prepare the transport insulated inner container for the temperature

requirements of the specimens being transported as detailed on the chart in Attachment 3. There are two insulated inner container which can be used for different temperature ranges in case you have specimens with different transport temperatures, e.g. blood tubes which require 2-8º C (35.6-46.4ºF) and Quantiferon tubes which require room temperature 17-27ºC (63-81 ºF).

Please note that we will occasionally ask you to include a temperature sensing device so that we can ensure that specimen integrity is being maintained.

b. Place all specimens that have been prepared as detailed above and the completed manifest which has been placed in the outer pocket of an empty biohazard specimen bag, into the transport insulated inner container. Put the lid on the insulated inner container and close the cardboard box.

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c. Place the Transport Manifest in the outer envelope of an empty specimen biohazard bag and place in the insulated inner container along with your specimens.

d. Close the red outside shipping container. Do not tape. The Velcro will keep it closed during transport.

e. Remove the laminated address card from the shipping sleeve on the upper left corner of the shipping container. Reverse the address card so that the address for the OSPHL shows and place the card back in the sleeve.

9. The courier will scan in the bar code on the laminated address card and

connect it with the pick up location using GPS allowing the specimen to be tracked until it is received at OSPHL.

ATTACHMENT 1A: HOW TO COMPLETE THE VIROLOGY TEST REQUEST FORM

Use to label specimen container.

Use for manifest. Leave all unused bar codes on form.

ATTACHMENT 1B: HOW TO COMPLETE THE GENERAL MICROBIOLOGY REQUEST FORM

Use for Manifest. Leave all unused bar codes on form.

Use to label specimen container.

Attachment 1 C:HOW TO COMPLETE THE CHLAMYDIA TEST REQUEST FORM Region X-IPP requires additional patient information.

All information in the area outlined in blue is required by the laboratory to perform testing.

These fields must be completed for billing.

Use to label specimen container.

Use for Manifest. Leave all unsued bar codes on form.

ATTACHMENT 1D: The Boxes indicate the information required by the Laboratory to perform testing.

PEMS requires the additional patient information.

Site ID & Submitter Information

Date of Birth or Age

County of Residence or Zip Code

Contact Name

& Phone #

Date of Collection

Specimen Source

Test Ordered

Use to label specimen Container.

Use for Manifest. Leave all unused

bar codes on form.

ATTACHMENT 2: HOW TO COMPLETE THE TRANSPORT MANIFEST

Enter Date your shipping container will be picked up

Place your site label here. It is OK to cover Container # area.

Enter name of your site’s contact person and their phone #.

Place one bar code for each specimen being shipped from each individual request form. In this case 3 different specimens are being shipped.

Enter page # if using more than 1 page.

ATTACHMENT 3: PREPARING THE INNER COMPARTMENTS OF THE TRANSPORT CONTAINER For Refrigerated specimens:

• Add 2 frozen gel packs to one of the inner compartments. • Place 4-6 paper towels on top of the gel packs. • Place the specimens requiring refrigerated transport on

top of the paper towels. For Room Temperature specimens: Place the room temperature specimens in one of the inner compartments. No special packaging is required. For Frozen Specimens:

• Place the completely Frozen specimens in one of the inner compartments.

• Add enough dry ice for your transport time. Dry ice weight can not exceed 5.5 lbs or 2.5kg.

• Label the front of container as shown below. A set of labels (2) can be found in the front pocket of the handbook.

For Rabies specimens: Please do not use the regular transport container. Use a separate container and follow the direction as stated in the Guide to Service for Rabies transport. http://oregon.gov/DHS/ph/phl/docs/rabies.pdf Please notify OSPHL before shipping. Bordetella pertussis specimens: Contact the Microbiology department for special collection & transport instructions. (503-693-4100) For Additional Information: Please call the Oregon State Public Health Laboratory. Phone 503-693-4100

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c. Place the Transport Manifest in the outer envelope of an empty specimen biohazard bag and place in the insulated inner container along with your specimens.

d. Close the red outside shipping container. Do not tape. The Velcro will keep it closed during transport.

e. Remove the laminated address card from the shipping sleeve on the upper left corner of the shipping container. Reverse the address card so that the address for the OSPHL shows and place the card back in the sleeve.

9. The courier will scan in the bar code on the laminated address card and

connect it with the pick up location using GPS allowing the specimen to be tracked until it is received at OSPHL.

Oregon State Public Health Laboratory Courier Contact List

To Report a Problem or Add a pickup: Sarah Humphrey Client Services Coordinator Phone 503-693-4124 sarah.m.humphrey@state.or.us OSPHL Main Desk Phone 503-693-4100 For office closures & weather emergencies: Senvoy Courier Inc. Phone 503-234-7722 For After Hours Emergencies: Phone 971-673-1111 August 2009

OSPHL Courier Pickup Schedules Portland Metro Area…..Clients in Portland, Oregon City, Clackamas, Beaverton, Tigard & Hillsboro Pickup Time: 8:30 – 11:30 AM Drop to OSPHL by 4:00 PM Outer Area Transport….All Other Clients Pickup Time: 2:30 – 5:00 PM Drop to OSPHL by 7:30 AM next morning

Saturday OSPHL Drop at 9:30 AM (See the enclosed site specific pickup schedule for more detail) Holiday Closures The Courier Service will NOT pickup specimens on state holidays. Clients will be notified in advance of changes to pick up schedule. Be sure to check transport containers for notices each time your containers are returned. August 2009

OREGON STATE PUBLIC HEALTH LABORATORY STOCKROOM ORDER REQUEST

INSTRUCTIONS: Please fill out completely. Be sure to use your street address. Orders cannot be shipped to a P.O. Box. For questions only call 503-693-4114. Write legibly and use numerals (1,2,3..) to indicate the number of collection kits or supplies that you are requesting. Please keep in mind that some supplies have expiration dates when determining the quantities in your order.

FAX COMPLETED FORM TO 503-693-5600

_____________________________________ ____________________________ ___________________ Facility Name Telephone # Date _____________________________________ _______________________ ____________ __________ Street Address City State Zip Code Your Submitter Code #________________ Contact Name: _________________________ All collection kits contain the appropriate request form, specimen transport container, specimen bag, absorbent and media or specimen collection device if necessary.

Collection Kit: Form #

# of Kits Media Only Quantity

Chlamydia: Enteric Stool (Cary Blair) Unisex (Endocervical/urethral swab) 8351 Ova & Parasites (Formalin) Urine 8351 Ova & Parasites (PVA) Vaginal Swab 8351 Pertussis (Regan Lowe) Enteric Swab (Cary Blair) 60 Viral Transport HIV Oral Fluid (CTS Sites Only) 44 HIV Serology 44 Courier Supplies Quantity Immunology (Hepatitis, HIV, Serology) 42 Gel Packs Ova & Parasites (Formalin) 60 Sample Bags with pockets & absorbent Ova & Parasites (PVA) 60 Site Labels Pertussis (LHD & Study only) 60 Transport Manifest (Tablet of 25) TB Sputum, NAAT(Respiratory Specimens only) 60 Miscellaneous Quantiferon 60 6 ml Vacutainer Tubes (Red- 100/box only) Virus Isolation & Identification: Blue (Water Only) Mailing Containers Stool 42 Respiratory & other: Air Transport Sites/Metal Containers Nasopharyngeal swab 42 Regular swab 42

Additional Requests:

Water Microbiology Exam: Public Drinking Water 50 Environmental Water 01

Forms Only Form # Quantity

CDC Test Request 50-34 Chlamydia (triple sheet/multi color) 8351 Environmental Water 01 General Microbiology (Red) 60 HIV-1 (CTS form-Pink) 44

Rabies (White) 51

Stockroom Request 71-54 Virology/Immunology (Green) 42

Form 71-54 (8/2009)

For OSPHL use only: Date Received:_________________

Filled by: _____________________

Reviewed by: _________________

Mailed by:____________________

Facility Name Street Address City Pick-up / WkBaker County Health Dept 3330 Pocahontas Road Baker City 97814 M, W, F (3)Benton County Health Dept 530 NW 27th Street Corvallis 97339 M - F (5)Benton County / Lincoln Health Ctr 121 SE ViewMont Ave Corvallis 97333 M, W, F (3)Benton County / Monroe Health Ctr 610 Dragon Dr. Monroe 97456 M & TH (2)Benton County / East Linn Health 555 Twin Oaks Ave #A1 Lebanon 97355 M - F (5)Clackamas Public Health Dept 1425 Beavercreek Rd Oregon City 97045 On CallClatsop County Health Dept 820 Exchange, Suite 100 Astoria 97103 T, W, TH (3)Columbia Health District 2370 Gable Road St. Helens 97051 T, Th, F (3)Coos County Public Health 1975 McPherson #1 North Bend 97459 M, W, F (3)Crook County Health Dept 375 NW Beaver St., Suite 100 Prineville 97754 M, W, F (3)Curry County Health Dept 94235 Moore Street Gold Beach 97444 M, W, F (3)Deschutes County Human Serv 2577 NE Courtney Bend 97701 M - F (5)Deschutes County / Redmond 412 SW 8th Street Redmond 97756 M,W,TH (3)Douglas County Health 621 W Madrone Roseburg 97470 M - F (5)Gilliam County Medical Center 422 N. Main Condon 97823 On CallGrant County Health Office 528 E Main Street, Suite E John Day 97845 Th (1)Harney County Health Dept 420 N Fairview Burns 97720 W & F (2)Hood River County Health Dept 1109 June Street Hood River 97031 W & F (2)Jackson County Human Services 1005 E Main Street Medford 97504 M - F (5)Jefferson County Health Dept 715 SW 4th Street, Suite C Madras 97741 T , W & F (3)Josephine County Public Health 715 NW Dimmick Street Grants Pass 97526 T & TH (2)Klamath County Health Dept 403 Pine Street Klamath Falls 97601 M, W, F (3)Lake County Public Health Office 100 North D Street Suite 100 Lakeview 97630 M (1) Lane County Human Services 135 E. 6th Ave Eugene 97041 M - F (5)Lincoln County Human Services 36 SW Nye Street Newport 97365 On CallLincoln County / Community Health 1010 Coast Hwy 101 Newport 97365 On CallLincoln County / Community Health 4466 NE Devils Lake Blvd, Suite B Lincoln City 97367 On CallLinn County Health Dept 315 4th Avenue SW Albany 97321 M - F (5)Malheur County Health Dept 1108 SW 4th Street Ontario 97914 M & Th (2)Marion County Health Dept 3180 Center Street, NE, Rm 2100 Salem 97301 M - F (5)Marion County / Woodburn Location 976 Pacific Hwy Woodburn 97071 On CallMorrow County Health Dept 101 Boardman Ave Boardman 97818 T (1)Multnomah County Health Dept 426 SW Stark Street 8th Floor Portland 97204 M - F (5)North Central Public Health 419 E. 7th Street, Room 100 The Dalles 97058 T - F (4)OutSide In Clinic 1132 SW 13th Ave Portland 97205 M - F (5)Oregon State University/Health 108 SW Memorial Place,Bldg.101 Corvallis 97331 M - F (5)Planned Parenthood/Columbia 3231 SE 50th Ave Portland 97206 M - F (5)Planned Parenthood/Columbia 3531 NE 15th Ave, Ste B Portland 97212 M - F (5)Planned Parenthood/Columbia 501 NE Hood Ave, Ste 100 Gresham 97030 M - F (5)Planned Parenthood/Columbia 16068 SE 82nd Drive Clackamas 97015 T - F (4)Planned Parenthood/Columbia 12220 SW 1st, Ste 200 Beaverton 97005 M - F (5)Planned Parenthood/Columbia 3825 Wolverine St, NE Salem 97305 M - F (5)Planned Parenthood/Columbia 130 NW 6th St, Ste A McMinnville 97128 M - Th (4)Planned Parenthood/Columbia 2330 NE Division St, Ste 7 Bend 97701 M - F (5)Planned Parenthood/SW Oregon 1670 High Street Eugene 97402 M - F (5)

OSPHL Courier Weekly Pickup Schedule

Planned Parenthood/SW Oregon 793 N. Danebo Ave Eugene 97402 W, TH, F (3)Planned Parenthood/SW Oregon 225 Q Street Springfield 97477 M - F (5)Planned Parenthood/SW Oregon 160 NW Franklin Blvd Grants Pass 97526 M - F (5)Planned Parenthood/SW Oregon 125 S Central, Ste 201 Medford 97501 M, W, F (3)Planned Parenthood/SW Oregon 1532 Siskiyou Blvd Ashland 97520 M, W, F (3)Polk County Health Dept 182 SW Academy, Suite 302 Dallas 97338 M - F (5)Portland State Office Bldg 800 NE Oregon St. Ste 290 Portland 97232 M - F (5)Tillamook County Health Center 801 Pacific Avenue Tillamook 97141 M - F (5)Tillamook County / Rockaway 276 S. Highway 101, Suite B Rockaway 97136 TH (1)Tillamook County / Cloverdale 34335 S. Highway 101, Unit 2 Cloverdale 97112 On CallUmatilla County Health Dept 200 SE 3rd Street Pendleton 97801 M & T (2)Umatilla County / Hermiston Location 435 E Newport Street Hermiston 97838 TH & F (2)Union County Health Dept 1100 K Avenue La Grande 97850 M, W, F (3)Wallowa County Health Dept 758 NW 1st Enterprise 97828 T & TH (2)Washington County Health Dept 266 W Main St., MS-68 Hillsboro 97123 M - F (5)Wash. County / Beaverton Location 12550 SW 2nd Avenue Beaverton 97005 M - F (5)Wash. County / Tigard Location 15296 SW Royalty Parkway Tigard 97224 M,T,W,F (4)Wheeler County Health Office 712 Jay Street Fossil 97830 On CallYamhill County Public Health 412 NE Ford Street McMinnville 97128 M - F (5)