Service and operational excellence are prominent standards held at the Texas A&M Veterinary Medical Diagnostic Laboratory, TVMDL. Taking the following steps, clients can help TVMDL staff provide the highest level of efficiency:
- Package samples properly to prevent arrival in untestable condition.
- Complete paperwork fully and bag separate from samples.
- Submit samples compatible with the requested testing.
Untestable samples
Oftentimes, problems are found at unboxing. TVMDL must halt the flow of unboxing and sample processing when a problem is identified. Diagnostic testing may be inconclusive or not possible if:
- Samples are degraded
- An insufficient amount of sample is submitted
- Samples are contaminated
Biological samples may become untestable when they are improperly packaged. Especially during warm weather, samples can undergo denaturation from heat during transit. To avoid this, particular samples that require temperature control must be packaged properly with a cold pack(s) or acceptable alternative to a pre-manufactured ice pack.
Improper packaging may also result in an insufficient amount of sample material and contamination. For example, failure to include cushioning and proper sample dividers (e.g., foam, bubble wrap, paper towels, cassettes, and tube separators) within the package containing samples, may result in leakage or breakage.
In many cases, poorly packaged submissions result in the Client Services Section opening boxes to find broken glass, spilled containers, or several loose samples from various animals. Such conditions frequently bring about testing delays and the need for resubmission.
Damaged or incomplete paperwork
Just as a sample should be secured while in transit, so should the paperwork. Submission forms contain vital information needed for the diagnostic process, so it is recommended that these forms are placed in a sealable, liquid-proof bag of their own. Unprotected paperwork is at risk of arriving with ink smears, tears, or stains, resulting in illegibility.
Before mailing submission forms, clients are encouraged to thoroughly review the forms to ensure all relevant information is included and accurate. Incomplete or damaged forms may create a delay in the case until resolved.
Incompatible samples
A common mistake is the submission of incorrect sample types, especially for PCR tests. While PCR can be applied to tissues, swabs, and bodily fluids, not every form of these samples is suitable. For example:
- Formalin-fixed or paraffin-embedded tissues are not appropriate for PCR. The fixation process degrades DNA and RNA, making them unusable for detection.
- Swabs for PCR must be placed in appropriate transport media (or saline, depending on the test). Dry swabs, especially if exposed to heat, can result in nucleic acid degradation.
- Incorrect transport media, such as bacterial culture media, is not suitable for PCR.
Tests like PCR offer powerful results. The success and timeliness of the test require appropriate sample collection, handling, and submission.
Plan to prevent delays
When questions arise, calling TVMDL is one of the most effective steps to take prior to submitting samples and specimens. Laboratory professionals are available to answer questions and offer personalized support.
TVMDL’s online testing catalog is another valuable resource, offering detailed descriptions, specimen requirements, and packaging instructions for nearly every test.
For questions and information about TVMDL’s testing options, visit tvmdl.tamu.edu or call the College Station lab at 1.888.646.5623.
