Requesting pathology tests and sending samples

Instructions for completion of the request form

Our laboratories have well-established acceptance criteria which need to be present for samples to be accepted and processed. All essential items need to be present on the form to ensure that patients are uniquely identified so that results are not allocated to the wrong patient, and that the correct test can be performed and reported to the correct clinician and sent to the correct location.

NB: There is unique set of criteria for Blood Transfusion requests, which are detailed in the separate section below.

It is the responsibility of the requesting clinician to complete the correct request form fully. Errors or incomplete information WILL result in a delay in specimen processing and reporting.

To comply with laboratory procedures, we will only accept samples where all mandatory information and minimum patient identifiers are provided. The following essential information is required:

Essential criteria

• NHS Number / Hospital Registration Number
• Surname
• Forename
• Date of Birth
• Identification and location of the requestor
• Investigation required
• Date and time of collection
• Specimen Type, where appropriate the anatomical site of origin
• Relevant clinical information
• Fasting or dietary status
• The date of the onset of symptoms or date of contact
• Details of antibiotic therapy and drug therapy
• Biohazard warning label

Desirable criteria

• Patient address
• Recent transfusion history (where relevant)
• Any anticoagulant agents administered
• Contact phone number/bleep
• Indication of the urgency of the request
• Gender
• Medical Specialty
• NHS/PP category

Criteria for blood transfusion

Transfusion requests for blood grouping and cross-matching must use the dedicated transfusion request form. Transfusion requests must meet the following criteria to be accepted and processed:

Request form criteria

• Blood transfusion request forms must have the following information:
•  Hospital registration number (P number) and/or NHS number
• Surname
• Forename
• Date of birth
• Clinical indications for the request (telephone call can be made to discuss clinical indication)
• Signature from an authorised practitioner (this may be electronic for EPIC requests)

NB: PP requests are not acceptable.

The following information may be taken directly from the LIM system via the trust’s PAS interface, and is therefore, not a mandatory requirement on the request form:

• Gender
• Location
• Consultant
• Medical Speciality
• NHS or Private Patient category
• Biohazard warning (if applicable)
• Indication of the urgency of the request

Sample criteria

All details on Blood Transfusion samples must be handwritten and must have the following information:

•        Hospital registration number (P number) and / or NHS number
•        Surname (hyphenated surnames must be written in full, in line with the request form and patient wristband)
•        Forename
•        Date of birth
•        Date and time or collection
•        Details of the person collecting the sample (initials or name)

Requesting tests

Electronic Requesting

Please use EPIC requesting whenever possible.  All requests for blood grouping and blood components at BWCH must be made through EPIC unless this would result in unnecessary delays in the provision of blood components

Emergency Requests

Urgent requests must be confined to specific tests that will immediately affect the management of a case. Urgent requests must be marked on the request form. Unlabelled and mislabelled specimens will not be accepted.

For histopathology specimens, it is advised that you contact the department before sending the sample.

Verbal Requests

To make a verbal request, please contact the relevant department and speak to a member of staff.

Acceptance and Rejection

For more details please see the handbooks on our services page.