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Sample / Requisition Acceptance Criteria

Diagnostic Services: AB - NWT

Diagnostic Services AB/NWT reserves the right to refuse samples that do not meet the Alberta Health Services Laboratory Samples and Test Requests Standard Policy. This policy recognizes that the quality and accuracy of laboratory results can only be assured when the samples and test requests meet specific criteria for collection, labelling, and integrity. Our laboratories will reject samples where the identity of the patient or the integrity of the sample has been compromised.

Minimum Sample / Requisition Labelling Requirements

  • Patient’s full first and last name (key identifier)*
  • Unique numerical identifier (PHN, RCMP#, Military#, etc.) (key identifier)*
  • Date and time of sample collection
  • BBIN (if used) for pre-transfusion specimens

Sample / Requisition Labelling Rejections

Cases with minor discrepancies / deficiencies may be accepted if the requisition and sample have a minimum of two key identifiers* that match exactly. Discrepancies / deficiencies of any type are NOT accepted when testing is for the purpose of transfusing a patient. Date of Birth is NOT considered an acceptable identifier. If a sample is rejected, the report will indicate the reason why the specimen was rejected. If any sample submitted for a Transfusion Request is rejected, the requesting facility will be phoned to request a re-collection.

Reasons for rejecting a sample include:

  • Unlabelled sample
  • Requisition and sample labelling mismatch or missing key identifiers (Name / PHN or other unique identification)
  • Requisition has multiple addressograph labels from two different patients
  • Missing date of sample collection
  • Missing phlebotomist ID on requisition (tracking identification numbers are acceptable)
  • Missing witness ID if testing is for the purpose of transfusing the patient.

Requisitions

All specimens submitted to the laboratory must have an accompanying requisition.

Perinatal Testing Requests

  • The Prenatal Testing-Initial Screening for Pregnant Women is a two part requisition and includes screening done by the Provincial Laboratory of Alberta (Virology) and by Canadian Blood Services. Because each part of this requisition goes to a separate site, it is critical that both pages be fully completed. If using a patient information label, ensure it is affixed to both pages of the requisition.
  • Ensure all patient, physician/midwife and “copy to” information is present and legible. If an information label is used, ensure that it provides information indicated on the corresponding section of the requisition.
  • When using the Perinatal Follow-up Testing for Red Blood Cell Serology requisition, ensure that all Mother’s information is complete when sending in Father or Cord samples. Also ensure that the appropriate sample type for the submitted sample is checked off.
  • Indicate the Expected Date of Delivery for patient in order to prevent delays in testing.
  • Indicate whether a RhIG injection has been given during this pregnancy and the date of that injection to prevent delays in testing.
  • In order to prevent delays in result reporting, it is important that the physician / midwife’s information is complete including the clinic name, address, phone and fax numbers.
  • Complete all information in the “Specimen Collection” section. Phlebotomist ID number may be used in place of initials.

Crossmatch Testing Requests

  • Ensure all patient information is present and legible. If a computer label is used, ensure all information is present.
  • Provide the patient history including diagnosis (include Hgb /plt count), transfusion history, pregnancy information, known antibodies, and bone marrow/stem cell transplants.
  • Indicate the number of red cell units required along with any special component requirements (irradiated, anti-CMV negative). Also indicate when the units are required.
  • The phlebotomist (Collected by) and the witness ( Identified by) must both sign the requisition.
  • The date and time of collection must be recorded.
  • A BBIN (if used) must be present on the requisition.

Reference Testing Requests

  • Ensure all patient information is present and legible. If a computer label is used, ensure all information is present.
  • Provide the patient history including diagnosis, transfusion history, pregnancy information, known antibodies, and bone marrow/stem cell transplants.
  • Indicate the type of serological testing that is required along with your facility’s serological testing results and methods used. If sending segments, record the units and segment numbers on the requisition. Attach a copy of testing results to requisition.

Transfusion Reaction Investigation

  • The Transfusion Reaction Investigation requisition supplied by Canadian Blood Services is a three part form. If a patient information label is used, ensure it is affixed to all pages of the requisition. (Other requisitions may be submitted, but must provide all necessary information as listed on the Canadian Blood Services requisition.)
  • Ensure all sections of the form are completed in a legible and detailed manner.
  • Provide all required information (including the patient’s transfusion and obstetrical history) so that the investigation can be completed without delay.
  • Ensure both the Nursing and Facility Laboratory clerical checks have been completed and that this is documented on the form. This will prevent delays in testing.
  • Retain the Chart Copy of the requisition and submit the Canadian Blood Services copy with sample(s).