The Texas A&M Veterinary Medical Diagnostic Laboratory, TVMDL, is dedicated to serving its clients and recognizes the unique needs of those who submit samples in bulk. These clients often rely on fast, accurate results to maintain animal health, meet export deadlines, and respond swiftly to emerging threats within a herd or flock.
To help optimize the diagnostic process and reduce the risk of delays, TVMDL recommends seven practical tips for ensuring high-volume submissions are handled efficiently and effectively.
- Get results faster with digital forms
- Practice good hygienic habits to protect data
- Protect samples with dependable packaging
- Avoid label mix-ups
- Limit redundant samples and aim for a Goldilocks amount
- Choose the best shipping methods for quicker results
- Give TVMDL notice to avoid last-minute rushes
Get results faster with digital forms
In addition to the required TVMDL Submission Form, clients submitting a large number of samples should include either the Specimen Import Spreadsheet or Submission Form Supplement.
To prevent delays, it is recommended to complete the form digitally with typed text rather than mailing printed forms with handwritten responses. The electronic versions are emailed to clientservices@tvmdl.tamu.edu for the College Station location or canyonclientservices@tvmdl.tamu.edu for the Canyon location.
This method enables faster accessioning, which means TVMDL testing sections receive samples sooner and can begin processing right away.
Tip for producers who export livestock: Ensure each animal listed on the Specimen Import Spreadsheet or Submission Form Supplement is listed in the same order on regulatory forms. Doing so will help prevent delays or rejections at the border of the country of import.
Practice good hygienic habits to protect submissions
Collecting samples from several animals consecutively requires the implementation of biosecurity protocols to prevent cross-contamination and compromised sample integrity.
Contamination occurs when tools, gloves, or hands carry biological material like feces, blood, or saliva between animals. It can lead to more infections, affect test accuracy, and delay results.
Contamination can be prevented by following biosecurity practices like disinfecting tools and changing gloves between each collection.
Protect samples with dependable packaging
A perfect sample loses value if it doesn’t survive the trip. Proper packaging is crucial when ensuring that samples arrive at TVMDL in favorable testing conditions. Degraded sample quality might lead to resubmission and delayed testing.
Common packaging mistakes include:
- Neglecting steps to prevent leakage and contamination
- Without cushioning or absorbent material, tubes or containers can break, leak, or shift during transit.
- Leaked samples may cross-contaminate others or result in insufficient material for testing.
- Samples that leak during transit risk never arriving at TVMDL. Couriers will dispose of samples that leak through packaging in order to adhere to biosafety requirements.
- To prevent this, clients should use buffering technology (e.g., foam, bubble wrap, paper towels, cassettes, and tube racks).
- Failure to ensure temperature control
- Without a cold pack(s) included in a package with biological samples, the risk of invalidation increases due to temperature stress during transit.
- Acceptable alternatives to a pre-manufactured ice pack include:
- Frozen water bottle
- Ice in a sealable bag
- Frozen sponge in a sealable bag
By following packaging guidelines, clients can ship their samples with confidence they will arrive safely.
Avoid label mix-ups
Correct labeling is important for a swift and productive testing process, especially when multiple samples need to be tested.
The best way to eliminate identification problems is by properly using TVMDL forms and labeling samples with identification numbers.
It is ideal to use typed, adhesive labels for enhanced readability and reduced misinterpretation of handwriting. However, handwritten labels are still acceptable if clearly legible.
Do not use a pen to write on the label. Instead, use a waterproof, permanent marker to avoid smearing.
Limit redundant samples and aim for a Goldilocks amount
Submitting the right amount of sample material is key — not too little, not too much, but just right. Submitting insufficient volume can lead to compromised or inconclusive results, requiring retesting and delaying diagnosis.
Conversely, sending excessive or redundant samples can overwhelm laboratory workflows, increase processing time, and drive-up shipping costs.
Sample volume varies amongst each test. For example, a fecal test only requires 1-5 grams of feces.
If clients are unsure about preferred sample collection, they should call TVMDL and consult with one of the lab’s veterinary diagnosticians for expert guidance.
Choose the best shipping methods for quicker results
Biological samples are sensitive to time and temperature fluctuations; therefore, to avoid postal service delays and compromised sample integrity, TVMDL recommends shipping specimens via overnight courier directly to the lab.
Caution should be taken when shipping submissions near holidays or weekends, when carrier service may be limited or unavailable.
In addition, TVMDL strongly discourages shipping samples through the United States Postal Service, USPS. Samples shipped to the College Station or Canyon labs via USPS must be processed through an additional postal hub due to their on-campus locations.
These additional processing steps extend transit, increasing the risk of sample degradation. Instead, clients should opt for a courier service like FedEx or UPS.
These optimal shipping methods help preserve sample quality, supporting swift diagnosis and treatment.
Give TVMDL notice to avoid last-minute rushes
Clear communication with the lab is important when submitting a large volume of samples to TVMDL.
Call and inform TVMDL’s client services section in advance that a bulk submission is on the way. Doing so allows staff to anticipate the delivery, allocate resources, and prepare accordingly. This practice helps ensure efficient processing and prevents delays.
Lab support for every step of the way
TVMDL is proud to serve its clients and support veterinary health across Texas and beyond. Knowledgeable, friendly staff are available by phone and eager to assist with questions, sample submission guidance, or any concerns.
Call the College Station laboratory at 888-646-5623 or the Canyon laboratory at 806-651-7478 for all inquiries. For more information about the laboratory’s veterinary diagnostic services, visit tvmdl.tamu.edu.
