Pathology and Laboratories Directorate
Directorate Protocol.

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

Title: Directorate Specimen Transport Protocol

Code:

POL 054

Version:

4.1

Authors:

Andrew Platt, Dan Smith, Julia Fox, and Sharon Roberts-Gant

Location Of Copy:

URL Link from Intranet Homepage

Section:Oxford - All departments

Document Status:

Authorised

Document Category:Directorate Protocol

Authorised By:

Andrew Platt

Authorised on:

03-Jun-2024

Date Time Printed:

03-Jun-2024 11:02

Date Time Of Last Update:

03-Jun-2024 10:38

This is a controlled document
The master copy of this document is held on iPassport. This document must not be copied or altered without express
permission from appropriate management teams. This document will be reviewed on a regular, scheduled basis.

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant

Introduction and Scope: Directorate Specimen Transport Protocol

Introduction and Scope

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

This is the specimen transport protocol for the directorate of Laboratory Medicine

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
Page 1 of 25

Directorate of Pathology and Laboratory Medicine Specimen Transport Protocol

Table of Contents
Directorate of Pathology and Laboratory Medicine Specimen Transport Protocol ....................................... 0
Updates relating to this version ................................................................................................................. 1
Legislation ..................................................................................................................................................... 1
Classification ................................................................................................................................................. 1
Collection and Labelling of specimens for transport ..................................................................................... 1
Instructions for labelling ............................................................................................................................ 2
Specimens containing infectious agents ................................................................................................... 2
Packaging of specimens for transport....................................................................................................... 2
Spillages and Breakages ............................................................................................................................... 4

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

Histological Specimens ............................................................................................................................. 4
Large Volume Spills .................................................................................................................................. 4
Small Volume Spills .................................................................................................................................. 4
Spillages in Vehicles Transporting Specimens ......................................................................................... 4
Transport methods ........................................................................................................................................ 5
Collection points during working day ........................................................................................................ 5
Collection points out of routine hours........................................................................................................ 5
Use of City Sprint for specimen transport ................................................................................................. 6
City Sprint Contacts .................................................................................................................................. 6
SCAS contacts .......................................................................................................................................... 6
ASH Cabs contacts ................................................................................................................................... 6
Transport Failures ..................................................................................................................................... 6
The transport of specimens within Trust sites .......................................................................................... 7
1. Pneumatic (air) tube system ............................................................................................................. 7
2. Portering staff ................................................................................................................................... 7
The transport of specimens through the post ........................................................................................... 8
The transport of specimens from a laboratory to another organisation (i.e. referral laboratory) .............. 8
Education & Training ................................................................................................................................. 8
Audit and monitoring of compliance with protocol ......................................................................................... 8
Reference documents used in the compilation of this protocol ..................................................................... 8
Useful Websites............................................................................................................................................. 9
Appendix A: Category A Specimens ........................................................................................................... 10
Appendix B: Packing Instruction ................................................................................................................. 11
Appendix C: Portering services ................................................................................................................... 13
JRH: .................................................................................................................................................... 13
Churchill: G4S ..................................................................................................................................... 13
Nuffield Orthopaedic Centre: G4S ...................................................................................................... 14
Horton Hospital: (In house NHS) ........................................................................................................ 14
Appendix D: Horton courier times ............................................................................................................... 15

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
Page 2 of 25

The aim of this protocol is to outline the procedure to be followed when transporting specimens to thehospital laboratories
1. From specimen collection point to Trust
2. Between Trust sites (JR, CH, NOC, and Horton)
3. From clinical areas within the TrustAt all times, the safety of individuals and staff members who come into contact with specimens is of prime
importance.
Updates relating to this version
1. multiple updates throughout document – hence major update.
Legislation
Transportation of specimens is covered under the European Directive 94/55/EC, known as the European

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

Agreement on the Transport of Dangerous Goods by Road (ADR) regulations (ADR Regulations:
https://www.legislation.gov.uk/uksi/2011/1885/contents/made ).
This describes pathology specimens as:
1. Infectious Substances, UN Class 6.2
2. Cultures
3. Medical or Clinical Waste
Other relevant pieces of legislation that cover handling and working with infectious substances from thepatient through transport system to the laboratory and eventual disposal are:
1. The Control of Substances Hazardous to Health Regulations 2004
2. Management of Health and Safety at Work Regulations 1999
3. Carriage of Dangerous Goods and Use of Transportable Pressure Equipment Regulations 2009Classification
Specimens must be separated into Category A or Category B. Category A specimens are listed in Appendix
A, all others are deemed Category B. A full list can be found at (: https://www.hse.gov.uk/biosafety/bloodborne-viruses/transportation-of-infectious-substances.htm)
It the responsibility of the sending clinician to define which category samples being sent fall into.
For advice, please contact Microbiology/Infection control.
Collection and labelling of specimens for transport
The person collecting the specimen must positively confirm the identity of the patient. All specimens must
be collected into containers, recommended for the test requested, as described on the Pathology andLaboratories directorate page on the OUHFT website. (Link to the OUHFT Pathology website:
https://www.ouh.nhs.uk/services/departments/laboratory-medicine/).
The person, who sends the specimen, must ensure that the primary container used is the appropriate one
for the purpose is properly closed and is not externally contaminated by the contents. All materials used tocollect the specimen must be safely disposed of in accordance with Trust Policy – Handling of Healthcare
Waste. (Link to OUHFT Estates webpage: http://ouh.oxnet.nhs.uk/Estates/Pages/Policies.aspx).
Specimens received leaking or in incorrect containers are unlikely to be processed.
Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
Page 3 of 25

Instructions for labelling
All specimens must be correctly labelled. Unlabelled samples are unlikely to be processed.
Tests should be requested via EPR. If not available, then a correctly completed request form must
accompany the specimens. This form must include the following information.
Required on both form (but see above) and specimen:•

Full name (or coded identifier)•Date of birth•

Hospital and / or NHS / or equivalent number

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Required on request form (where used):•Sex of patient, if applicable for testing•

Information on the requestor•

Patient location if applicable for testing•

Full name and designation of sample taker•

Where to send results•

Who to contact in the event of a specimen breakage or leak.

•Relevant clinical information for the test(s) being requested•

Date and time of specimen collection.

•

Risk of infection if relevantThis is a generic minimum required data set; specific departments may require additional patient or clinicalinformation to allow for correct processing of certain specimens.
Where appropriate, use of the Trust EPR system will fulfil these requirements

EXCEPTION: Samples for blood transfusion must conform to the Trust Transfusion Policy Labelling
Requirements
http://ouhimt.oxnet.nhs.uk/EPRSupport/DocumentLibrary/QRG/Blood%20Bank/EPR%20Blood%20Bank%20Sample%20ordering.pdf

Specimens containing infectious agents
Labels indicating a danger of infection must be used for specimens that are suspected of containing a
hazard group 3 (or 4) pathogen or for specimens from patients known to be of High Risk. More details on
what to label and the labels required can be found in the Microbiology User Manual on the Oxford University
Hospitals

Foundation

Trustwebsite

(Link

to

OUHFT

trust

Microbiology

webpage:https://www.ouh.nhs.uk/microbiology/about/documents/lab-users-manual.pdf)
Or Link to OUHFT website pathology pages: https://www.ouh.nhs.uk/services/departments/laboratorymedicine/ ).
Packaging of specimens for transport
All specimens should be transported in a suitable and timely fashion, so that they are of acceptable quality
for processing on arrival.
Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
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Delays in transport should be avoided as specimens deteriorate and subsequent tests may fail (particularly
specimens that are not placed in a preservative reagent); for example, potassium analysis and blood
cultures should arrive in the laboratory ideally within 4 hours of collection. Please see user manuals forfurther information or contact the relevant laboratory User manuals are available on the OUH Trust website(Link to OUH trust website pathology pages https://www.ouh.nhs.uk/services/departments/laboratorymedicine/).
It is advised that specimens are not collected where they cannot be delivered within the timescale definedby the respective laboratory webpage which can be found here:
https://https://ouh.oxnet.nhs.uk/pathlab/pages/default.aspx ) where contact details can be found).
All specimens for transport to hospital laboratories must be packaged to Packing Instruction 650 (Appendix
B). It is expected that all specimens will be requested via EPR, however if this not available then appropriate

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request cards may be used. Specimens for transport to the laboratory are put into the bag attached to thecompleted request card (where required), which is then sealed.
•

Microbiology specimens (blue card)•

Histopathology specimens (white card)•

Immunology specimens (brown card)•

Biochemistry and Haematology specimens (orange card) can be packaged together in the same
secondary bag.

•Transfusion (red card)•

Genetics (white form, download from website)•

Neuropathology – all specimens must be requested via EPR and placed in a purple bag for transit.

Please do not put specimens for a specific department in the wrong bag (i.e., Haematology in a microbiologybag), as this may lead to a delay in sample processing.
Multiple specimens from the same patient for the same laboratory can be placed in the same bag. Do notplace specimens from more than one patient or laboratory in the same specimen bag. These bags are thenplaced into a second large, transparent, specimen plastic bag, which should contain sufficient absorbent
material to contain the liquid in all the primary containers. The second bag is sealed by means of an integral
sealing strip and is clearly marked with a biohazard sign and the words ‘pathological specimens.’
It is strongly recommended that other plastic bags are not used for the transport of samples. Please contact
the relevant department if there are any issues relating to the transport of specific specimens, e.g., large,or unusual specimens.
These bags are then ready to be transported/ to the laboratory by suitably trained staff. Regardless of themethod of transportation, specimens must be transported in a transport box with a fastened lid and labelled
as detailed in Packing Instruction 650 (appendix 2). A formalin neutralising absorbent pad must be present
in the transport box to neutralise any leakage from histology pots. The box must bear a warning label sayingthat the box must not be opened or tampered with and states a telephone number to be contacted if thebox is found unattended. The box must be able to be easily disinfected and cleaned and must retain liquidin the event of leakage of a specimen. The recognised UN 3373 packaging mark must be clearly displayedon the external surface of the transport box. In order to be compliant with

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
Page 5 of 25

Senders must have local guidelines regarding the transportation and tracking of specimens which complies
with this protocol. Senders remain responsible for ensuring that specimens are sent in a secure and safemanner. This may include listing specimens as they are placed into the transport container which is thenclosed using tamper evident seals. The laboratory, or any organisations handling the samples before arrivalin the laboratory, will report any issues found with broken tamper seals to the sending clinical unit and willreport such issues on the trust incident reporting system at point of discovery.
Spillages and Breakages
It is important that spillages and breakages are dealt with immediately to minimise the risk to others. Further
guidance for biological spillages is available in the OUH trust infection prevention and control policy
available on the intranet.
In the case of any spillage or breakage a Trust incident report must be completed.

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Histological Specimens
If the spillage is the result of a dropped specimen for histological studies, see below.
Check the specimen container labels. If the label states ‘10% Formalin’ or formaldehyde DO NOT treat asa biological spillage as these specimens are in Formaldehyde which must not be mixed with otherchemicals/disinfectants.

Large Volume Spills
Large spillages may need drastic measures, including temporary evacuation of the area and involvementof the Emergency Services, using appropriate clothing and respirators. If the spill exceeds 2.5 litres or if thespace wherein the spillage occurred is small and/or poorly ventilated the Fire Brigade should be notified
immediately. The Histopathology department may be contacted for advice, if required, on 01865 220492
between 09.00 – 17.00 Monday to Friday or the on call Biomedical Scientist for Histopathology via the John
Radcliffe switchboard on 01865 741166 outside of these hours for advice.
Small Volume Spills
A small volume spillage or leakage, although unpleasant, does not normally pose a major hazard, unlessinvolving pre-sensitised individuals. Small spills should be either
1. Wiped up using a Deformalizer pad or equivalent which will neutralize the formaldehyde, thenplaced into a yellow bag.
Or
2. Cover with Formalin control granules or equivalent and follow manufacturer’s instructions forneutralization. For disposal within the OUH contact the relevant team(https://ouhnhsuk.sharepoint.com/sites/Estates/SitePages/Waste-Management.aspx :Spillages in Vehicles Transporting Specimens
Specimens being transported by road will be packed according to Packing Instruction 650 (Appendix B).
The packages should be restrained in a safe way within the vehicle to prevent shaking. Following theseguidelines will reduce the possibility of a specimen spilling or breaking in transport.

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
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Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
Page 6 of 25

If the driver suspects a specimen is leaking from the secondary container, they should contact Microbiology
at the John Radcliffe Hospital on 01865 220850 during normal working hours (out of hours call specimen
reception on 01865 220465 asking for senior staff)
Spillage or leakage of formalin occurring in the enclosed environment of transport vehicles is of particularconcern. The Histopathology department may be contacted for advice, if required on 01865 220492, 09.00– 17.00 Monday to Friday or the on call Biomedical Scientist for Histopathology via the John Radcliffe
switchboard on 0300 304 7777 outside of these hours.
Transport methods
Members of the general public are encouraged to use hospital approved transport services for the transportof samples into the laboratory.
A member of staff transporting clinical specimens as part of their work would be expected to comply with

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the ADR regulations.
(The Carriage of Dangerous Goods and Use of Transportable Pressure Equipment (Amendment
Regulations 2011: https://www.legislation.gov.uk/uksi/2011/1885/contents/made)For specimens transported from a collection point e.g., GP surgery & for the transport of specimens
between Trust sites e.g., Horton to JR
The standard method of transporting laboratory specimens is by using the South-Central Ambulance
Service (SCAS) NHS Trust non-patient transport service (https://www.scas.nhs.uk/our-services/logisticscourier-service/)
SCAS transports all GP specimens between 08:00 – 18:00 Monday to Friday
Inter-site specimen transport - Hours 08:00-18:00 Monday to Friday•

Horton to John Radcliffe and return (please see appendix D for details)•

John Radcliffe, Churchill, and Nuffield Orthopaedic Centre (NOC) and returnCollection points during working day
John Radcliffe:

Level 4 specimen reception

Churchill

Laboratory Medicine block 4 (air tube 14) & Immunology specimen reception

NOC

Porter’s lodge main entrance

HortonPathology laboratory

It is the responsibility of the SCAS NHS Trust to maintain a regular transport service thus ensuring thatspecimen quality is not compromised through any excessive delay.
Outside of SCAS transport services normal working hours a routine periodic service is supplied between
the JR, Churchill, and NOC by City Sprint.

Collection points out of routine hours
John Radcliffe

Level 4 specimen reception

Churchill

Main porter’s lodge at the main entrance (air tube 14)
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Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
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NOC

Porter’s lodge main entrance

HortonPathology laboratory

Use of City Sprint for specimen transport
On the Horton site outside of normal hours the laboratory staff will arrange transport to the JR, as necessary.
Horton laboratory contact number for urgent specimens out of hours: 01295 229369
JR, Churchill, and NOC sites‘Urgent’ specimens will need to be sent by City Sprint courier service. City Sprint will collect specimensfrom the clinical area if required, however users need to specify a location from where to collect specimens.
Each specimen must conform to the double, sealed bag system and must have adequate absorbent
material to absorb any leakage or spill contained within the original sealed bag. The double-bagged
package must then be put into a transport container, compliant with UN3373 (See Appendix B), which isclearly labelled with the destination laboratory and marked ‘Urgent’ to ensure urgent specimens are

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delivered to the laboratory on reaching the hospital site.
City Sprint Contacts•

Day time local number is 01865 749444 with a call centre 0207 880 1115•

Out of Hours call centre 01442 281 483•

Service centre manager for Oxford: Michael Peterson (01895 714577,(Mpeterson@citysprint.co.uk )SCAS contacts(Only need to contact them if an error occurs)•Team Leader: Robert Gunning, 01869 365168, 07766 924286

ASH Cabs contacts
Only used on Horton site for ad hoc deliveries to the JR•

Daytime contact is 01295 257000.

•

Back up number is 07957 445150•

Account number = 24, (password available in laboratory)

Transport Failures
In case of transport failure, the procedure to follow will depend on the nature of failure and the time that the
failure occurred, because of this it is strongly recommended that, if staff are alerted of a transport failure,
this is passed onto the senior staff without delay.
•

GP collection issue: this does not occur regularly, but when it does it is usually a GP telephoning tocomplain that a regular collection run (specimens etc.) has been missed. This is likely to only be anissue Monday – Friday. Some GP surgeries receive two collections, so missing the first one is not ideal,
but the only common impact is a delay in getting work into the laboratory. However, for the GP surgeries
that only receive one collection this does lead to significant delays in delivery of samples.
o

If this is sufficiently early in the working day, then it is recommended that the SCAS office at
Bicester is contacted (see above for details) to discuss the issue and to see if an alternativecollection can be made.

o

If this is not possible it may be appropriate to contact City Sprint to arrange an urgent collection
from the surgery (contact details above).
Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
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o

If the laboratory is contacted later in the day (>17:00), the issue is more problematical, as it islikely that the surgery will close at 18:30, so collection may not be possible. In this case, thesurgery should be urged to store any samples they have in a manner that should preserve thestability of the analytes, unless they are willing to deliver the samples themselves. Information
about storing blood samples is available on the OUH website(OUHFT Biochemistry webpage:https://www.ouh.nhs.uk/biochemistry/tests/documents/transport-and-storage.pdf ).

•Inter-site collection: this may be Horton – JR or CH, NOC - JR and can occur on any day and any time.
Routine deliveries and collections during the week are the responsibility of SCAS, whereas out of hours
and weekend collections are more likely to be handled by City Sprint. In both cases, it is worth
contacting the relevant teams (see above for details).
o

As JR and CH sites will have regular collections over the 24-hour period, missing one will inmost cases not affect clinical care.

oAt the Horton, the transports are much less common, so it may be appropriate to organize a

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taxi (see contacts above) to cover emergency deliveries.
o

Not all laboratories offer a 24/7 service, so it is recommended that clinical users refer to opening
times as displayed on laboratory websites.

In the case of significant transport failure, details should be forwarded to the affected laboratory
management team and recorded on the OUH Trust Incident Reporting System, if appropriate a complaint
should be raised with the courier service responsible. Laboratory Management teams should record
transportation issues in accordance with their incident reporting policies.
The transport of specimens within Trust sites
1. Pneumatic (air) tube system
This is the preferred method of specimen transport for specimens not in formaldehyde. All clinical areas
are strongly advised to make maximum use of the air tube system to reduce delays in specimen transporttime.
The Horton, Churchill & JR sites have a pneumatic (air) tube system that allows rapid transport of samples
from ward to laboratory. A separate policy is available that covers the safe use of this equipment and thesamples that can be sent using this route.
(OUH trust airtube policy )2. Portering staff
Porters should only be used for the transport of samples where the air tube system is not available or not
appropriate. All sites have a portering service that can be contacted to deliver specimens in the event of abreakdown or for delivery of specimens not suitable for transport by the pneumatic (air) tube system.
•

At the JR, they can be contacted by telephoning porter’s helpdesk on extension 40404 or email
Helpdesk.40404@equans.com•

On the Churchill site they can be contacted by telephoning the Helpdesk on 35353 or email
helpdesk.churchill@uk.g4s.com .

•On the Horton site the duty portering staff can be contacted by telephoning 29039 or Bleep
502/514/506).

•

On the NOC site the portering staff can be contacted by 38010 or email helpdesk.noc@uk.g4s.com.

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
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Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
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There are no regular collections by Porters with the exception of Churchill retained estate (see appendix C
for timetable).
The transport of specimens through the post
Royal Mail Group plc will not accept a package that contains UN2814 or UN2900 infectious substances,
Category A, as classified at 6.2 of the Technical Instructions for the Safe Transport of Dangerous Goods
by Air published by International Civil Aviation Organisation (ICAO). It will accept Category B diagnostic
specimens provided they are packaged to PI650 requirements (https://www.un3373.com/transportbiological-substances/p650-road-transport/ ). Full details may be accessed on the Royal Mail website(https://business.help.royalmail.com/app/answers/detail/a_id/867 ).
The transport of specimens from a laboratory to another organisation (i.e., referral laboratory)
Each laboratory will have their own documented procedures for transport of these specimens which areavailable on request. Laboratory contact numbers can be found in the user manuals on the Oxford

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University Hospitals NHS Foundation Trust website(https://www.ouh.nhs.uk/services/departments/laboratory-medicine/ ).
The transport of specimens for research:
This protocol does not cover specimens that have been taken primarily for research purposes.
The clinical teams need to consult with the research teams regarding the legislation and logistics ofresearch cases.
Education & Training
Any person liable to be involved in the handling and transportation of pathology specimens from the patientto the laboratory must be fully trained in the procedures contained within this document. This is the
responsibility of the managers and supervisors in the relevant areas.
Audit and monitoring of compliance with protocol
It is the responsibility of the Pathology Directorate to periodically seek sufficient assurance that:
1. External contractors that transport or handle specimens
2. Senders of specimens
are compliant with the contents of this protocol. This will be performed by means of periodic audits
examining various aspects of the transport process. These will be recorded formally and actions or learning
opportunities shared with users.
Reference documents used in the compilation of this protocol•

Working with ADR – An Introduction to Carriage of Dangerous Goods by Road, HSE 2017 (https://www.hse.gov.uk/cdg/manual/adrcarriage.htm )•Patient Sample and Request Form Identification Criteria. IBMS (IBMS Website Homepage:https://www.ibms.org/home/andspecific

identification

criteria:

https://www.ibms.org/resources/documents/patient-sample-and-request-form-identification-criteria/ )•Transport of Infectious Substances. Department for Transport, Revision 2013
( https://www.gov.uk/government/collections/transporting-dangerous-goods )•HSE: Transportation of Infectious Substances ( https://www.hse.gov.uk/biosafety/blood-borneviruses/transportation-of-infectious-substances.htm )•Guidanceonregulations

for

the

transportofinfectious

substances

2021-2022

https://www.who.int/publications/i/item/9789240019720 )•Carriage Regulations. Health and Safety Executive ( https://www.hse.gov.uk/cdg/regs.htm )•Infection at Work: Controlling the Risks. Advisory Committee on Dangerous Pathogens
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(https://www.gov.uk/government/groups/advisory-committee-on-dangerous-pathogens)
Useful Websites•

www.nhs.uk: NHS Website•

www.versapak.co.uk: Pathology Transport Bags and Packs•

http://intelsius.com/: Pathology Specimen Transport Packaging•: Safety Pack (https://www.fishersci.com/us/en/brands/I9C8M3HR/saf-t-pak-inc.htm l)•

www.royalmail.com: Royal Mail•

www.hse.gov.uk: Health and Safety Executive•

https://www.gov.uk/government/organisations/public-health-england: Public-Health England•

www.who.int: World Health Organisation•

http://www.iata.org/Pages/default.aspx(Dangerous Good Regulations (DGR). International Air

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Transport Association (IATA)

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Appendix A: Category A Specimens
2: Indicative Examples of Infectious Substances Included in Category A
UN Number and Name
Micro-organism
UN 2814
Infectious substances affecting
Infectious substances
humansaffecting humans
Bacillus anthracis (cultures only)
Brucella abortus (cultures only)
Brucella melitensis (cultures only)
Brucella suis (cultures only)
Burkholderia mallei - Pseudomonas mallei – Glanders (cultures only)
Burkholderia pseudomallei – Pseudomonas pseudomallei (cultures only)
Chlamydia psittaci - avian strains (cultures only)
Clostridium botulinum (cultures only)
Coccidioides immitis (cultures only)
Coxiella burnetii (cultures only)
Crimean-Congo haemorrhagic fever virus
Dengue virus (cultures only)
Eastern equine encephalitis virus (cultures only)
Escherichia coli, verotoxigenic (cultures only) a
Ebola virus
Flexal virus
Francisella tularensis (cultures only)
Guanarito virus
Hantaan virus
Hantavirus causing haemorrhagic fever with renal syndrome
Hendra virus
Hepatitis B virus (cultures only)
Herpes B virus (cultures only)
Human immunodeficiency virus (cultures only)
Highly pathogenic avian influenza virus (cultures only)
Japanese Encephalitis virus (cultures only)
Junin virus
Kyasanur Forest disease virus
Lassa virus
Machupo virus
Marburg virus
Monkeypox virus
Mycobacterium tuberculosis (cultures only)
Nipah virus
Omsk haemorrhagic fever virus
Poliovirus (cultures only)
Rabies virus (cultures only)
Rickettsia prowazekii (cultures only)
Rickettsia rickettsii (cultures only)
Rift Valley fever virus (cultures only)
Russian spring-summer encephalitis virus (cultures only)
Sabia virus
Shigella dysenteriae type 1 (cultures only) a
Tick-borne encephalitis virus (cultures only)
Variola virus
Venezuelan equine encephalitis virus (cultures only)West Nile virus (cultures only)
Yellow fever virus (cultures only)
Yersinia pestis (cultures only)

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
Page 12 of 25

Appendix B: Packing Instruction
PI620 – For Category A Specimens and applies to UN 2814
PI650 – For Category B Specimens and applies to UN 3373
PACKAGING INSTRUCTION PI620 – for Category A Specimens
This instruction applies to UN 2814.
The following packaging’s are authorized provided the special packing provisions are met (see below).
Packaging should be UN-type approved and consist of:
1. Inner packaging’s comprising:a. Leak-proof primary receptacle(s).
b. A leak-proof secondary packaging.
c.

Other than for solid infectious substances, an absorbent material in sufficient quantity toabsorb the entire contents placed between the primary receptacle(s) and the secondary
packaging; if multiple fragile primary receptacles are placed in a single secondary packaging,
they shall be either individually wrapped or separated so as to prevent contact between them.

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

d. An itemised list of contents, enclosed between the outer and secondary packaging.
2. A rigid outer packaging of adequate strength for its capacity, mass and intended use. The smallest
external dimension shall be not less than 100 mm.
Additional Requirements:
Inner packaging’s, containing infectious substances, shall not be consolidated with inner packaging’s
containing unrelated types of goods. Complete packages may be over packed, such an over pack may
contain dry ice.
Other than for example consignments, e.g., whole organs which require special packaging, the following
additional requirements shall apply:
1. Substances consigned at ambient temperatures or at a higher temperature. Primary receptacles
shall be of glass, metal, or plastics. Positive means of ensuring a leak proof seal shall be provided,e.g., a heat seal, a skirted stopper, or a metal crimp seal. If screw caps are used, they shall be secured
by positive means, e.g., tape; paraffin sealing tape or manufactured locking closure.
2. Substances consigned refrigerated or frozen. Ice, dry ice, or other refrigerant shall be placedaround the secondary packaging(s) or alternatively in an over pack with one or more complete
packages marked in accordance with regulatory requirements. Interior supports shall be provided tosecure secondary packaging(s) or packages in position after the ice or dry ice has dissipated. If ice
is used, the outer packaging or over pack shall be leak proof. If dry ice is used, the outer packaging
or over pack shall permit release of carbon dioxide gas. The primary receptacle and the secondary
packaging shall maintain their integrity at the temperature of the refrigerant used.
3. Substances consigned in liquid nitrogen. Plastic primary receptacles capable of withstanding very
low temperatures shall be used. The secondary packaging shall also be capable of withstanding very
low temperature, and in most cases will need to be fitted over the primary receptacle individually.
Provisions for the consignment of liquid nitrogen shall also be fulfilled. The primary receptacle andthe secondary packaging shall maintain their integrity at the temperature of the liquid nitrogen.
4. Lyophilized substances may also be transported in primary receptacles that are flame-sealed glass
ampoules or rubber-stoppered glass vials fitted with metal seals.
5. For surface transport there are no quantity limits per package
Whatever the intended temperature of the consignment, the primary receptacle or the secondary
packaging shall be capable of withstanding without leakage an internal pressure differential of not lessthan 95 kPa and temperatures in the range -40°C to +55°C
Special packing provisions for infectious substances (Division 6.2)
Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
Page 13 of 25

Consignors of infectious substances shall ensure that packages are prepared in such a manner that they
arrive at their destination in good condition and present no hazard to persons or animals during transport.
Liquids shall be filled into packagings, including IBCs, which have an appropriate resistance to the internalpressure that may develop under normal conditions of transport.
For UN 2814 and 2900, an itemised list of contents shall be enclosed between the secondary packaging
and the outer packaging. When the infectious substances to be transported are unknown but suspectedof meeting the criteria for inclusion in Category A and assignment to UN 2814 or UN 2900, the words“suspected Category A infectious substance” shall be shown, in parentheses, following the proper
shipping name on the document inside the outer packaging.
Before an empty packaging is returned to the consignor, or sent elsewhere, it shall be thoroughly
disinfected or sterilized and any label or marking indicating that it had contained an infectious substanceshall be removed or obliterated.

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

PACKAGING INSTRUCTION P1650 for Category B specimens
This packing instruction applies to UN 3373
1. The packaging shall be of good quality, strong enough to withstand the shocks and loadings normallyencountered during carriage, including trans-shipment between vehicles and containers and between
vehicles or containers and warehouses as well as any removal from a pallet or over pack forsubsequent manual or mechanical handling. Packaging’s shall be constructed and closed to prevent
any loss of contents that might be caused under normal conditions of carriage by vibration or bychanges in temperature, humidity, or pressure.
2. The packaging shall consist of three components:
a. a primary receptacle
b. a secondary packaging; andc.

an outer packaging.

3. Primary receptacles shall be packed in secondary packaging in such a way that, under normal
conditions of transport, they cannot break, be punctured, or leak their contents into the secondary
packaging. Secondary packaging shall be secured in outer packaging with suitable cushioning
material. Any leakage of the contents shall not compromise the integrity of the cushioning material orof the outer packaging.
4. For shipments being carried by air the primary inner receptacle must not contain more than 1 litre andthe outer packing must not contain more than 4 litres. For shipments carried by surface transport theselimits do not apply.
5. For transport, the recognised label, diamond in shape stating UN3373, shall be displayed on theexternal surface of the outer packaging on a background of a contrasting colour and shall be clearlyvisible and legible. The width of the line shall be at least 2mm; the letters and numbers shall be at least
6mm high.
6. The completed package shall be capable of successfully passing the drop test set out in the regulations
except that the height of the drop test shall not be less than 1.2m. The smallest external dimension of
the outer packaging shall not be less than 100mm.
7. For liquid substances:a. The primary receptacle(s) shall be leak-proof
b. The secondary packaging shall be leak-proof.
c.

If multiple fragile primary receptacles are placed in single secondary packaging, they shall beeither individually wrapped or separated to prevent contact between them.

d. Absorbent material shall be placed between the primary receptacle(s) and the secondary
packaging. The absorbent material shall be in quantity sufficient to absorb the entire contents
Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
Page 14 of 25

of the primary receptacle(s) so that any release of the liquid substances will not compromise
the integrity of the cushioning material or of the outer packaging.
e. The primary receptacle or the secondary packaging shall be capable of withstanding, without
leakage, an internal pressure of 95 kPa (0.95 bar).
8. For solid substances:a. The primary receptacle(s) shall be sift-proof*.
b. The secondary packaging shall be sift-proof*c.

If the multiple fragile primary receptacles are placed in a single secondary packaging, theyshall be either individually wrapped or separated to prevent contact between them.

9. Refrigerated or frozen specimens: Ice, dry ice, and liquid nitrogen:a. When dry ice or liquid nitrogen is used to keep specimens cold, all applicable requirements ofthese Regulations shall be met. When used, ice or dry ice shall be placed outside thesecondary packaging or in the outside packaging or an over pack. Interior supports shall be
provided to secure the secondary packaging in the original position after the ice or dry ice has

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

dissipated. If ice is used the outside packaging or over pack shall be leak-proof. If carbon
dioxide, solid (dry ice) is used, the packaging shall be designed and constructed to permit therelease of carbon dioxide gas to prevent a build-up pressure that could rupture the packaging’s
and shall be marked “Carbon dioxide, solid” or “Dry ice”.
b. The primary receptacle and the secondary packaging shall maintain their integrity at thetemperature of the refrigerant used as well as the temperatures and the pressures that could
result if refrigeration were lost.
10. Infectious substances assigned to UN 3373 and are packed and marked in accordance with thispacking instruction are not subject to any other requirement in these Regulations.
11. Packaging manufacturers and subsequent distributors shall provide clear instructions on filling andclosing such packages to the consignor or to the person who prepares the package (e.g., patient) toenable the package to be correctly prepared for transport.
12. If any substances has leaked or has been split in a vehicle or container, it may not be reused until after
it has been thoroughly cleaned, and, if necessary disinfected or decontaminated. Any other goods orarticles carried in the same vehicle or container shall be examined for contamination.
13. Packing materials can be re-used if cleaned appropriately and still conforms to category B packing
requirements. If packing material becomes damaged it should be discarded and not re-used.
*“Sift-proof packaging” means a packaging impermeable to dry contents
Appendix C: Portering services
JRH:
There are no routine portering rounds, the majority of the clinical areas have air tubes installed andthey are the preferred method to get a sample to the laboratories. If a porter is required phone theHelpdesk on extension 40404.
Churchill:
There are no routine collections from the new build with Air-Tubes installed.
In the retained estate there are five portering rounds Monday to Friday.
In the areas with an Air Tube, it should be used to send samples (if suitable) to station 14 (Laboratory
Medicine) which will divert to the Porters when the laboratory is closed.
Porter starts at Lab Medicine, Block 4 and will deliver any specialist testing samples to the other labs
on the Churchill site during the round. He will complete back at Laboratory Medicine. For more urgent
requests call helpdesk 35353
Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
Page 15 of 25

Route:Lab Medicine
Immunology Lab
Sleep Labs
Chest Clinic
Ward 16
GU Medicine
DNA/Cyto Genetics
Tarver Dialysis
Ward 15
Urology OPD
Renal OPD
Tissue Typing
Sobell House

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

OCDEM OPD
Geoffrey Harris
Lab Medicine
Churchill Theatres
Times:
8:30 to 9:00
10:10 to 10:40
12 noon to 12:30
14:30 to 15:00
16:30 to 17:00
Nuffield Orthopaedic Centre:
There are no routine specimen collection rounds. The porters can be called on 38010 to collectspecimens.
Horton Hospital: (In house NHS)
There are no scheduled portering rounds, single jobs can be booked by call to Bleep 514. Telephone29039.
Air Tube is available to send samples to laboratory from Laburnum Ward, MAU, Brodey Centre, andA&E.

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
Page 16 of 25

Appendix D: Horton courier times
Sample transfers to Oxford
Weekdays:Time

Courier

07:30 – 08:00

SCAS

11:00

SCAS

14:00

SCAS

16:30

SCAS

18:00

SCAS

22:00

City Sprint

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

Weekends:

Saturday

SundayTime

Courier

09:15

SCAS

11:45

SCAS

16:00

City Sprint

23:00

City Sprint

09:00

City Sprint

12:00

City Sprint

15:00

City Sprint

23:00

City Sprint

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
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Appendix: Directorate Specimen Transport Protocol
Links
Please note: links are only correct at time of printing
Controlled Document links:
Policy: POL 013: Departmental Sample Transport Policy v2.8 (Authorised)
Non Compliance links:
V/1019/01: P1NP: Specimen Transport Policy (Locations: All sites in Laboratory Medicine)
V061219/01: Vertical: Specimen reception (1) (Locations: Level 4 JR Specimen Reception)
V/0420/02: Pre-eclampsia markers: POL 054 (Locations: Haematology & Biochemistry - all sites)

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

Changes In This Version
APPROVED CHANGE REQUESTS ============================ Change requested by Ranvir
Kandola on 19-Jan-2024 Horton OOH transport has changed. We no longer ash cars for the routine sunday pickups. Approved by Andrew Platt on 03-Jun-2024 Approver Comments: added inDocument Revision History
Superseded on 03-Jun-2024 10:38 by Andrew Platt
Version 4.0 superseded by version 4.1
Document Published on 03-Jun-2024 10:38 by Andrew Platt
The document was published and is ready to be used.
Authorised on 03-Jun-2024 10:38 by Andrew Platt
Authorised version 4.1 - . The following users will be notiﬁed when a review is due for this document: Andrew
Platt, Sharon Roberts-Gant Document was scheduled to be released on 2024-06-03 The document was
originally due for review on 30-Jun-2023
Change Requested on 03-Jun-2024 10:37 by Andrew PlattMaria Witts Requested Change: 'page 6, under transport methods Is this supposed to say patientsare not allowed to take specimens on public trasnport?'
Change Requested on 03-Jun-2024 10:37 by Andrew PlattAndrew Platt Requested Change: 'page 8 - need to expand this area to cover the requirements of clause 6.8.1
in 2022 version'
Draft Created on 03-Jun-2024 10:37 by Andrew Platt
Reason: to makes changes based on change requests
Change Request Approved For Future Version on 03-Jun-2024 10:36 by Andrew PlattAndrew Platt approved for future version change request: "agreed"
Change Request Approved on 03-Jun-2024 09:49 by Andrew PlattAndrew Platt approved change request: "added in"Change Request Approved For Future Version on 03-Jun-2024 09:49 by Andrew PlattAndrew Platt approved for future version change request: "i agree, this feels a little confusing. there is nothing
in ADR that says you cannot, but lots of other trusts say something like "members of the general public are
encouraged to use approved transport processes""
Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
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Appendix: Directorate Specimen Transport Protocol
Change Request Approved For Future Version on 03-Jun-2024 09:33 by Andrew PlattAndrew Platt approved for future version change request: "ok - will add to next version"
Change Requested on 01-Feb-2024 15:26 by Maria Witts
Maria Witts Requested Change: 'page 6, under transport methods Is this supposed to say patientsare not allowed to take specimens on public trasnport?'
Change Requested on 19-Jan-2024 14:25 by Ranvir Kandola
Ranvir Kandola Requested Change: 'Horton OOH transport has changed. We no longer ash cars for the routine
sunday pick ups. 'Change Requested on 19-Jan-2024 14:24 by Andrew PlattAndrew Platt Requested Change: 'page 8 - need to expand this area to cover the requirements of clause 6.8.1
in 2022 version'
Superseded on 15-Jun-2022 09:07 by Andrew PlattDirectorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

Version 3.5 superseded by version 4.0
Document Published on 15-Jun-2022 09:07 by Andrew Platt
The document was published and is ready to be used.
Authorised on 15-Jun-2022 09:07 by Andrew Platt
Authorised version 4.0 - . The following users will be notiﬁed when a review is due for this document: Andrew
Platt, Sharon Roberts-Gant Document was scheduled to be released on 2022-06-15 The document was
originally due for review on 30-Apr-2022
Change Request Approved on 15-Jun-2022 09:07 by Andrew PlattAndrew Platt approved change request: "on review, this issue proably cannot be ﬁxed, due to the dual nature ofthis document"
Change Request Approved on 15-Jun-2022 09:06 by Andrew PlattAndrew Platt approved change request: "change included"
Change Requested on 15-Jun-2022 09:03 by Andrew PlattNicola Slatter Requested Change: 'The policy states that information about what is a high risk sample is on
page 5 of the Microbiology user handbook. It's actually on page 17 - maybe take the page number out?'
Change Requested on 15-Jun-2022 09:03 by Andrew PlattNicola Slatter Requested Change: 'Please can you amend the page numbering in the uploaded ﬁle to agree withthe page numbers assigned by iPassport?'
Draft Created on 15-Jun-2022 09:03 by Andrew Platt
Reason: updated, new version needed
Compulsory Review Completed on 21-Feb-2022 08:33 by Andrew PlattDocument reviewed, no changes needed. short review as waiting for DS to sign This document was originallydue for review on 12-Nov-2021.
Change Request Approved For Future Version on 21-Feb-2022 08:32 by Andrew PlattAndrew Platt approved for future version change request: "i agree"
Change Requested on 07-Jul-2021 09:14 by Nicola Slatter
Nicola Slatter Requested Change: 'The policy states that information about what is a high risk sample is on
page 5 of the Microbiology user handbook. It's actually on page 17 - maybe take the page number out?'
Change Request Approved For Future Version on 09-Dec-2020 15:01 by Andrew PlattAndrew Platt approved for future version change request: "i will review this, the index was inserted for a very
speciﬁc purpose as this document does also exist on the website, so this aids with navigation around the
Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
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Appendix: Directorate Specimen Transport Protocol
document. i can try a version that does not have this added in, but that may then break OUH trust accessibility
giudance."
Change Requested on 09-Dec-2020 13:39 by Nicola Slatter
Nicola Slatter Requested Change: 'Please can you amend the page numbering in the uploaded ﬁle to agree withthe page numbers assigned by iPassport?'
Superseded on 12-Nov-2020 20:42 by Andrew Platt
Version 3.4 superseded by version 3.5
Authorised on 12-Nov-2020 20:42 by Andrew Platt
Authorised version 3.5 - . The following users will be notiﬁed when a review is due for this document: Andrew
Platt, Sharon Roberts-Gant Document was scheduled to be released on 2020-11-12 Previous version of the
document didn't have a review date set.
Reverted to Draft on 12-Nov-2020 20:40 by Andrew PlattDirectorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

Document was reverted to draft. Reason to revert: "error missed on previous version, hyperlinks in document
were not checked for accessibility"
Superseded on 12-Nov-2020 16:49 by Andrew Platt
Version 3.4 superseded by version 3.5
Authorised on 12-Nov-2020 16:49 by Andrew Platt
Authorised version 3.5 - . The following users will be notiﬁed when a review is due for this document: Andrew
Platt, Sharon Roberts-Gant Document was scheduled to be released on 2020-11-12 The document was
originally due for review on 11-Oct-2020
Change Request Veriﬁed on 12-Nov-2020 16:48 by Andrew PlattAndrew Platt veriﬁed change request: "this change has been added to this draft"
Change Request Veriﬁed on 12-Nov-2020 16:48 by Andrew PlattAndrew Platt veriﬁed change request: "this change has been added to the draft"
Draft Created on 12-Nov-2020 16:41 by Andrew Platt
Reason: updated version
Change Request Approved on 12-Nov-2020 16:41 by Andrew PlattAndrew Platt approved change request: "to be added to the updated version"
Change Request Approved on 12-Nov-2020 16:41 by Andrew PlattAndrew Platt approved change request: "to be added to the updated version"
Change Request Veriﬁed on 10-Nov-2020 09:19 by Andrew PlattAndrew Platt veriﬁed change request: "changes made on v3.4"
Change Request Approved For Future Version on 05-Jul-2020 12:30 by Helen Hemsworth
Helen Hemsworth approved for future version change request: ""Change Request Approved For Future Version on 08-Jun-2020 16:43 by Claire Thomas
Claire Thomas approved for future version change request: "will be ﬁxed in next version"
Change Requested on 06-Dec-2019 10:48 by Andrew PlattAndrew Platt Requested Change: 'page 10: need to check spelling of PI 650 - not urgent'
Change Requested on 06-Dec-2019 10:45 by Andrew PlattAndrew Platt Requested Change: 'it would be good to have information in this document as to what to do if
there is failure in a transport process. so for example a GP calls the lab to state that an expected routine
collection of samples has not occured who to tell, what to organise?'
Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
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Appendix: Directorate Specimen Transport Protocol
Superseded on 11-Oct-2019 13:26 by Andrew Platt
Version 3.3 superseded by version 3.4
Authorised on 11-Oct-2019 13:26 by Andrew Platt
Authorised version 3.4 - . The following users will be notiﬁed when a review is due for this document: Sharon
Roberts-Gant, Andrew Platt Document was scheduled to be released on 2019-10-11 The document was
originally due for review on 20-Sep-2020
Draft Created on 11-Oct-2019 13:20 by Andrew Platt
Reason: updates required
Change Request Approved on 11-Oct-2019 13:19 by Andrew PlattAndrew Platt approved change request: "changes made to updated version"
Change Request Approved For Future Version on 01-Oct-2019 16:51 by Andrew PlattAndrew Platt approved for future version change request: "these will require ﬁxing, in order to clear a ﬁnding"
Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

Change Requested on 01-Oct-2019 16:50 by Andrew PlattAndrew Platt Requested Change: 'this relates to a ﬁnding raised on internal audit on 01/10/19: table ofcontents: still refers to Carillion, instead of Bouygules discrepancy between referred to documents on page 3
and page 6. both refer to ADR, but one to 2009 version and one to 2011 hyperlinks on page 4, 5 & 7 do notwork appendix C: still refers to JW OPD and JWW at the CH site 'Superseded on 20-Sep-2019 13:55 by Andrew Platt
Version 3.2 superseded by version 3.3
Authorised on 20-Sep-2019 13:55 by Andrew Platt
Authorised version 3.3 - . The following users will be notiﬁed when a review is due for this document: Sharon
Roberts-Gant, Andrew Platt Document was scheduled to be released on 2019-09-20 The document was
originally due for review on 01-Jun-2019
Draft Created on 20-Sep-2019 13:53 by Andrew Platt
Reason: to include change requests
Change Request Approved on 20-Sep-2019 09:37 by Andrew PlattAndrew Platt approved change request: "to be added"
Change Request Approved on 20-Sep-2019 09:32 by Andrew PlattAndrew Platt approved change request: "this would seem to be a good change"
Change Requested on 28-May-2019 12:21 by Ruth Griﬃths
Ruth Griﬃths Requested Change: 'The Royal Mail link: "It will accept Category B diagnostic specimens provided
they are packaged to PI650 requirements. Full details may be accessed on the Royal Mail website(http://www.royalmail.com/business/services/sending/parcels-uk/safebox)" Detailing how they require material
packaged does not link to the correct information, it takes you to a page where you can request their speciﬁcpackaging and organise each individual parcel to be paid for by the individual booking. This is not what we doin practice. And no mentions as to what PI650 requirements actually are.'
Change Request Approved For Future Version on 19-Feb-2019 12:57 by Andrew PlattAndrew Platt approved for future version change request: ""Change Requested on 10-Jan-2019 11:47 by Dan Smith
Dan Smith Requested Change: 'SCAS is South Central Ambulance Service not South Oxfordshire, next time wereview.'
Superseded on 12-Jun-2018 21:31 by Andrew Platt
Version 3.1 superseded by version 3.2
Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
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Appendix: Directorate Specimen Transport Protocol
Authorised on 12-Jun-2018 21:31 by Andrew Platt
Authorised version 3.2 - checked all hyperlinks, amended those that failed updated contact details portering
services. The following users will be notiﬁed when a review is due for this document: Sharon Roberts-Gant
Draft Created on 12-Jun-2018 21:25 by Andrew Platt
Reason: minor changes
Superseded on 24-Apr-2017 16:55 by Helen Hemsworth
Version 3.0 superseded by version 3.1
Authorised on 24-Apr-2017 16:55 by Helen Hemsworth
Authorised version 3.1 - Changed from policy to protocol in the title and throughout. Amended authoriser from
Lorraine Clark to Sharon Roberts-Gant. Removed page numbers within the document as Ipassport automaticallygenerates these when printed.. The following users will be notiﬁed when a review is due for this document:
Sharon Roberts-Gant Document was scheduled to be released on 2017-04-24

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

Draft Created on 24-Apr-2017 16:25 by Helen Hemsworth
Reason: Title needs to be changed from 'policy' to 'protocol', authors to be updated and duplicate page
numbers removed.
Document Reviewed on 24-Apr-2017 16:00 by Helen Hemsworth
Review date set to 09-Oct-2017 - Please review this document. The following users will be notiﬁed when areview is due for this document: Andrew Platt, Sharon Roberts-Gant. This document was originally due forreview on 10-Oct-2017 .
Authorised on 10-Oct-2016 19:17 by Andrew Platt
Authorised version 3.0 - complete re-write of document.. The following users will be notiﬁed when a review isdue for this document: Andrew Platt, Sharon Roberts-Gant
Superseded on 10-Oct-2016 19:17 by Andrew Platt
Version 2.6 superseded by version 3.0
Draft Created on 10-Oct-2016 19:11 by Andrew Platt
Reason: update
Superseded on 03-Mar-2016 17:09 by Andrew Platt
Version 2.5 superseded by version 2.6
Authorised on 03-Mar-2016 17:09 by Andrew Platt
Authorised version 2.6 - updated policy: 1) updated to reﬂect current processes in lab 2) added in section on
auditing.. The following users will be notiﬁed when a review is due for this document: Lorraine Clarke, Andrew
Platt, Dan Smith
Draft Created on 21-Jul-2015 08:19 by Lorraine Clarke (Inactive)
Reason: Review of specimen transport policy
Document Reviewed on 26-Aug-2014 16:06 by Andrew Platt
Review date set to 15-Dec-2014 - Document reviewed, no changes needed. Short review as processes in main
reception may alter the requirements of this document. The following users will be notiﬁed when a review isdue for this document: Lorraine Clarke, Andrew Platt. This document was originally due for review on 15-Aug2014.
Authorised on 15-Aug-2013 16:07 by Andrew Platt
Authorised version 2.5 - updated in line with trust policy. The following users will be notiﬁed when a review isdue for this document: Andrew Platt
Superseded on 15-Aug-2013 16:07 by Andrew PlattDirectorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
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Appendix: Directorate Specimen Transport Protocol
Version 2.4 superseded by version 2.5
Draft Created on 15-Aug-2013 15:34 by Andrew Platt
Reason: updates needed
Authorised on 14-Aug-2012 23:18 by Andrew Platt
Authorised version 2.4 - updated hyperlinks to current ones, corrected a few broken ones. The following users
will be notiﬁed when a review is due for this document: Lorraine Clarke, Andrew Platt
Superseded on 14-Aug-2012 23:18 by Andrew Platt
Version 2.3 superseded by version 2.4
Draft Created on 14-Aug-2012 23:13 by Andrew Platt
Reason: updates
Authorised on 05-Apr-2011 11:59 by Andrew Platt
Authorised version 2.3 - corrected broken hyperlinks, reviewed document, no changes needed otherwise. Minor
Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

update to policy. The following users will be notiﬁed when a review is due for this document: Andrew Platt
Superseded on 05-Apr-2011 11:59 by Andrew Platt
Version 2.0 superseded by version 2.3
Authorised on 05-Apr-2011 11:59 by Andrew Platt
Authorised version 2.2 - corrected broken hyperlinks, reviewed document, no changes needed otherwise. Minor
update to policy. The following users will be notiﬁed when a review is due for this document: Andrew Platt
Superseded on 05-Apr-2011 11:59 by Andrew Platt
Version 2.0 superseded by version 2.2
Authorised on 05-Apr-2011 11:59 by Andrew Platt
Authorised version 2.1 - corrected broken hyperlinks, reviewed document, no changes needed otherwise. Minor
update to policy. The following users will be notiﬁed when a review is due for this document: Andrew Platt
Superseded on 05-Apr-2011 11:59 by Andrew Platt
Version 2.0 superseded by version 2.1
Draft Created on 05-Apr-2011 11:56 by Andrew Platt
Reason: review, broken hyperlinks in document
Review Set on 12-Jun-2010 22:20 by Andrew Platt
Review date set to 05-Apr-2011 - Document reviewed, no changes needed. Document currently correct, newversion still in draft form, awaiting approval by trust.. The following users will be notiﬁed when a review is due
for this document: Barry Batchelor, Lorraine Clarke, Andrew Platt. This document was originally due for review
on 05-Apr-2010.
Review Set on 05-Feb-2010 11:14 by Andrew Platt
Review date set to 05-Apr-2010 - Document reviewed, no changes needed. New version in draft format, so
short review date.. The following users will be notiﬁed when a review is due for this document: Barry Batchelor,
Lorraine Clarke, Andrew Platt. This document was originally due for review on 20-Dec-2009.
Review Set on 26-Jun-2009 17:09 by Andrew Platt
Review date set to 20-Dec-2009 - document reviewed, short review date as there is a new version available
later on in the year. The following users will be notiﬁed when a review is due for this document: Barry
Batchelor, Lorraine Clarke, Andrew Platt. This document was originally due for review on 20-Jun-2009.
Review Set on 22-Dec-2008 09:04 by Andrew Platt
Review date set to 20-Jun-2009 - Document reviewed, no changes needed. New version due next ﬁnancial year,
so short review period.. The following users will be notiﬁed when a review is due for this document: Barry
Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
Page 23 of 25

Appendix: Directorate Specimen Transport Protocol
Batchelor, Lorraine Clarke, Andrew Platt. This document was originally due for review on 20-Oct-2008.
Review Set on 15-Aug-2008 22:33 by Andrew Platt
Review date set to 20-Oct-2008 - Document reviewed, no changes needed.. The following users will be notiﬁed
when a review is due for this document: Andrew Platt. This document was originally due for review on 20-Aug2008.
Authorised on 04-Oct-2007 10:03 by Andrew Platt
Authorised version 2.0 - Not Set
Review Task Completed on 04-Oct-2007 10:03 by Andrew PlattAndrew Platt completed task (Unveriﬁed) , "formatting ok"
Review Task Created on 04-Oct-2007 08:54 by Andrew PlattDirectorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

Assigned To: Andrew Platt Date: Not Set
Creation on 04-Oct-2007 08:54 by Andrew Platt
New Policy createdDirectorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
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Appendix: Directorate Specimen Transport Protocol

Authorisation
This document was securely signed and authorised by:----------------

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02

Andrew Platt: 03-Jun-2024 10:38

Directorate Specimen Transport Protocol - Version: 4.1. Index: POL 054. Printed: 03-Jun-2024 11:02
Authorised on: 03-Jun-2024. Authorised by: Andrew Platt. Policy Unique Reference: 101-121047433. Due for review on: 01-Jul-2025
Author(s): Andrew Platt, Dan Smith, Julia Fox, Sharon Roberts-Gant
Page 25 of 25