Sending a biological sample requires careful planning and adherence to specific regulations to ensure its integrity and safety during transit. Here's a breakdown of the process:
1. Determine the Sample Type and Requirements
- Identify the sample: Is it blood, urine, tissue, or another biological material?
- Consult with the receiving laboratory: Crucially, understand their specific requirements for collection, preservation, and shipping. This is essential as requirements vary widely.
- Check regulations: Adhere to regulations from organizations like the CDC, IATA (International Air Transport Association), and DOT (Department of Transportation), as applicable. These regulations dictate packaging, labeling, and documentation requirements for hazardous materials.
2. Sample Collection and Preparation
- Collect the sample according to the laboratory's instructions. Use appropriate collection devices and techniques.
- Preserve the sample as required. This may involve refrigeration, freezing, or the addition of preservatives.
- Blood Samples: Refrigerate before shipping. Blood cholinesterase samples should be sent immediately if possible.
- Urine Samples: Can generally be frozen prior to shipping.
3. Packaging
Proper packaging is vital for maintaining sample integrity and preventing leaks or contamination.
- Primary Container: A leak-proof, tightly sealed container holding the sample.
- Secondary Container: A durable, leak-proof container that encloses and protects the primary container. It should contain enough absorbent material (e.g., paper towels, absorbent sheets) to absorb the entire contents of the primary container in case of leakage.
- Rigid Outer Packaging: A sturdy, rigid outer packaging (e.g., a corrugated cardboard box or hard plastic container) that protects the secondary container and its contents from physical damage during shipping.
Triple Packaging System: This system is generally required for infectious or potentially infectious substances.
- Include an itemized list of contents (packing list) placed between the secondary and outer packaging.
4. Labeling
Accurate and complete labeling is essential for proper handling and tracking.
- Label the primary container: Clearly label with sample identification (e.g., patient name, date of birth, sample type, date and time of collection).
- Label the outer packaging: Include the following:
- Shipper's name and address
- Recipient's name and address
- UN number and proper shipping name (if applicable): This information is critical for regulated substances. Common examples include "UN 3373 Biological Substance, Category B" or "Exempt Human Specimen." The receiving laboratory will often provide this.
- Biohazard symbol (if applicable): If the sample is known or suspected to contain infectious agents.
- "Keep Refrigerated" or "Keep Frozen" labels (if applicable).
- Orientation arrows (if liquid samples). Indicate the correct upright orientation of the package.
5. Documentation
Complete and accurate documentation is crucial for compliance and tracking.
- Chain of Custody (COC) form: This form tracks the sample's journey from collection to analysis. It includes information such as the patient's name, sample type, date and time of collection, requesting physician, and signatures of everyone who handles the sample.
- Shipping Manifest: A list of all packages included in the shipment.
- Commercial Invoice (for international shipments): Includes details about the sample, its value (often declared as "no commercial value"), and intended use.
- Permits (if required): Some countries or regions require permits for importing biological samples. Check with the receiving laboratory and relevant authorities.
6. Shipping
- Choose a reputable carrier: Select a carrier experienced in handling biological samples (e.g., FedEx, UPS, DHL). They will have specific procedures and packaging requirements.
- Inform the carrier about the contents: Be transparent about the nature of the shipment and provide all necessary documentation.
- Consider temperature control: Use appropriate coolants (e.g., gel packs, dry ice) to maintain the required temperature during transit. Ensure the coolant is properly packaged and labeled according to regulations. However, it is generally not necessary to maintain samples frozen during transit if received promptly after shipping.
- Track the shipment: Use the carrier's tracking system to monitor the sample's progress.
Example: Sending a Category B Biological Substance (UN 3373)
- Collection: Blood sample collected in a sterile tube.
- Primary Container: Sealed blood collection tube.
- Secondary Container: Leak-proof plastic bag with absorbent material.
- Outer Packaging: Sturdy cardboard box.
- Labeling:
- Primary tube labeled with patient information.
- Outer box labeled with:
- Shipper and recipient information
- UN 3373 Biological Substance, Category B
- Biohazard symbol (if applicable)
- Orientation arrows
- Documentation:
- Chain of Custody form
- Shipping manifest
- Shipping: Sent via FedEx, declared as a Category B Biological Substance.
