Federal Express Sample Submission Instructions

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 Test Request 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.

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.

No Federal Express deliveries 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.

Please call with any questions or concerns regarding FedX Services to WPHL:

Manager: Noah Hull 307-777-6053
Supervisor: Claudia Rogers 307-777-8222
Accessioning: Brandi Jones 307-777-2832

Call the Preparedness Laboratory with special instructions when submitting suspicious cultures for select agents:

PL Manager: Shawna Dereemer 307-777-3735                    shawna.dereemer@wyo.gov

PL Program Advisor: Gale Stevens 307-777-3375                  gale.stevens@wyo.gov

PL Microbiologist: Valerie O’Neill 307-777-3327                    valerie.oneill@wyo.gov