Histopathology Specimens

1. Histopathology Specimens Histopathology Specimens Are you using the current histopathology request form? The request form has been designed to provide us with all of the information we require to process your specimens – older versions may be missing crucial details. The current request form is available for order through central supplies - Please discard any old versions. Do not use photocopied forms – Photocopied forms are often obscured or have vital information missing. If photocopies are used you may not be aware that the request form has changed. Are you using the correct request form? For further information and guidance on sending histopathology specimens: Labelling Tissue Specimens Sample Acceptance Policy

2. Histopathology Specimens Histopathology Specimens Do you batch your Histopathology specimens? Don’t Batch – Dispatch! Don’t batch – Dispatch! Did you know that we now process many specimens the same day they are taken? By taking your specimens to the specimen collection point as soon as possible, we are able to start our process more efficiently. Did you know reporting turnaround times begin when the sample is taken? By sending us specimens sooner we can significantly reduce the reporting turnaround of your specimens. Did you know the Department of Histopathology at the RVI, is open to receive specimens: 07:30 – 18:00 every weekday and 08:00 – 12:30 every Saturday For further information and guidance on sending histopathology specimens: Labelling Tissue Specimens Sample Acceptance Policy

3. Histopathology Specimens Histopathology Specimens Did you know 20% of all Histopathology request forms submitted in July 2012 were missing required information? Missing information on the request forms can result in significant delays. Common problems include: Illegible handwriting – where handwriting is poor we may have difficulties interpreting clinical and specimen details and also in knowing where to send reports to. No Date or Time – Biopsies require differing lengths of time in formaldehyde.If we are not provided the date or time of biopsy (i.e. when it went into formaldehyde), we do not know when we can safely start processing the biopsy. Report to - If we are not told who to send reports to with a precise location there will be significant delay in sending out the report. Trying to ascertain this information also takes up valuable staff time. It is insufficient to write consultant’s initials ONLY or surname ONLY, or to simply write “ward”, “clinic”, or “office” for the destination of the report. Have you provided us with all of the information we require?

4. Minimum Information required for Samples Patient’s Full Name (or coded identifier where applicable) Date of Birth and/or Hospital Number Minimum Information required for Request Forms Patient’s Full Name (or coded identifier where applicable) Date of Birth and/or Hospital Number Patient’s location and destination for report Patient’s Consultant or GP Name of requesting doctor/practitioner Investigations required Patient’s address (for Cytology) Histopathology Specimens Histopathology Specimens Ensuring correct patient identification Patient Identification – Do your samples meet the requirements? Ensuring the samples and their request forms are labelled with the correct and matching patient identification details is critical to patient safety and efficient sample handling. Samples which do not conform to the minimum required standards cannot be processed until this is rectified. Rectification of errors normally involves a member of the clinical team coming to the department to identify and correct any poorly-labelled samples. This wastes clinical and laboratory staff time and has a detrimental effect on sample turnaround times. Ensure patient identification is checked and conforms to the required standards before the sample is sent to the laboratory For further information and guidance on sending histopathology specimens: Labelling Tissue Specimens Sample Acceptance Policy