INSTRUCTIONS FOR COURIER PICK UP
Delivery of supplies:
The Courier will bring supplies from the Wyoming Public Health Laboratory (WPHL) as requested. Sites requesting supplies must make arrangements with the WPHL to obtain the proper shipping materials for the courier before utilizing this service.
- Supply Order Forms
- UN 6.2 hard plastic canisters for packaging of bacterial cultures and clinical specimens.
For additional supplies fill out a Supply Order Form and fax, mail, or send with the courier to the WPHL.
Before utilizing established pick-up site:
- Contact the laboratory/pick-up site in your area to obtain permission to drop off samples for the WPHL courier. Please meet with the clinical laboratory from your town listed in the table located under Courier Locations and Service Days.
- Identify the location in the lab designated for sample drop and courier pick up.
- Ask if there are any special requirements to be considered.
- Determine when you can drop samples off (hours the lab is open) and typically when the courier comes each day. Please be aware that any samples brought to the lab after the courier pick up time will sit in the lab until pick up time the next day.
- If you have samples that need to be refrigerated or frozen, you’ll need to identify where those samples are kept for courier pick up.
- You as the SAMPLE SUBMITTER are responsible for insuring sample viability, tracking your samples, and picking up test results and supplies ordered from the pick up site. THE PICK UP SITE WILL NOT TRACK YOUR SAMPLES FOR YOUR FACILITY.
Packaging of Clinical Samples
Proper packaging of clinical samples:
1. Clinical samples and bacterial cultures must be ‘triple packaged’ with the complete package being able to withstand a drop test of at least 3.9 feet. (Drop test conducted by package manufacturer)
2. Wrap the labeled primary container (blood collection tube, serum transport tube, tubed media, etc.) with protective cushioning and absorbent material and put it into a biohazard bag. Seal the biohazard bag and and insert the test request form into the outside pouch. The biohazard bag is the secondary packaging.
3. When submitting a culture plate, ensure the plate is labeled and tape the plate closed. Wrap the culture plate in absorbent material and put it into a biohazard bag. Seal the biohazard bag and insert the test request form into the outside pouch.
4. Insert bagged samples into a WPHL canister and deliver it to the appropriate storage location for the courier (refrigerator, counter, etc.) Reminder: If you have a suspect select agent please call the Wyoming Preparedness Laboratory for guidance prior to submission.
5. Multiple samples can be put into one WPHL canister but ensure adequate cushioning between tubes and don’t over pack.
6. If samples must be sent frozen you will need to package the samples in dry ice. If this is necessary please call the WPHL and we can help you with logistics.
7. General recommendation: DO NOT send samples that must be kept refrigerated or frozen on a Friday or before holidays. If refrigerated or frozen samples must be sent on a Friday or before a holiday, please call the WPHL before sample submission so appropriate delivery arrangements can be made to maintain sample temperatures.
Proper paperwork and labeling is very important and will help ensure your specimens are processed and tested in a timely manner:
1. Each sample must have a WPHL laboratory Requisition Form. The form must be filled out completely.
2. Missing information on the test requisition form could delay testing of samples. Patient and Submitter information is mandatory when submitting samples for testing at the WPHL.
3. Samples must be labeled with patient name and a unique identifier (date of birth). Unlabeled samples will be rejected.
Packaging of Newborn Genetic Screening Cards:
1. Once a Newborn Genetic Screening card is collected and dried, put the card in the envelope provided by the ‘Colorado Public Health and Environmental Laboratory’ (Only one card per envelope)
2. Bind the envelopes together and deliver the envelopes to the appropriate courier pick up location.
3. DO NOT put the cards into the hard plastic UN 6.2 Canisters.
Logging of daily samples:
1. For sample tracking, WPHL recommends that you keep a log of the samples you submit for courier pick up.
2. NOTE: Your facility is responsible for tracking samples submitted for courier pick up. The pick up site will not log and track any samples submitted from outside the pick up site.
There is an option for emergency delivery. It is very expensive and would need to be requested by the WPHL. If you think you have a sample that requires immediate transport on holidays or weekends (especially suspect bioterrorism agents) please call 1-888-996-9104 to reach WY Department of Health 24/7 on call personnel, explain the situation to the on-call staff and ask them to contact WPHL staff to request emergency courier service.
No Courier Pick-up on State Holidays:
Do not submit samples before holidays. No samples are delivered on holidays and delay in delivery could compromise the sample’s integrity.
|New Year’s Day||January 1st|
|Martin Luther King Jr. Day||Third Monday in January|
|President’s Day||Third Monday in February|
|Memorial Day||Last Monday in May|
|Independence Day||July 4th|
|Labor Day||First Monday in September|
|Veterans Day||November 11th|
|Thanksgiving||Fourth Thursday in November|
Problems with the courier:
Please don’t hesitate to call with any questions, problems or concerns you have with the courier service.