What is the proper procedure for sending a sample for gene expert testing?

Proper Procedure for Sending Samples for GeneXpert Testing

For GeneXpert testing, establish a standardized protocol with your testing laboratory that includes pre-notification of sample shipment, proper sample labeling, appropriate packaging according to IATA dangerous goods regulations with adequate dry ice, and confirmation of receipt with tracking information. 1

Pre-Shipment Coordination

Before sending any samples, coordinate directly with the central testing laboratory to establish:

• Specific sample parameters including concentration, volume, tube type, and labeling format requirements 1
• Shipment timeline (e.g., same-day, bi-annual, or quarterly batches) 1
• Quality control measures that both your site and the testing laboratory will conduct 1
• Standard operating procedures for sample collection, storage, and transportation 1

Sample Handling and Timing

Ship unprocessed samples as soon as possible, ideally on the day they are collected, to ensure optimal processing. 1

• Avoid freeze-thaw cycles when possible, as each cycle reduces sample quality and DNA concentration 1
• If batch shipment is necessary, freeze samples properly, but understand this is not ideal 1
• Use appropriate collection tubes as specified by the testing laboratory (typically heparin for cell culture or EDTA for DNA-based analysis) 1
• Ensure adequate sample volume (minimum 0.5-1 ml for most genetic testing) 1

Sample Labeling and Documentation

Proper sample labeling is critical to ensure correct linkage between samples and associated clinical information. 1

• Use standardized naming conventions agreed upon with the testing laboratory 1
• Record each sample's location, concentration, volume, and relevant phenotypic information 1
• De-identify samples prior to shipment according to HIPAA or local privacy regulations, while maintaining a secure link at your institution 1
• Prepare a complete plate layout or sample manifest for laboratory review 1

Notification and Communication Protocol

Follow this specific communication sequence:

1. Pre-shipment notification: Contact the testing laboratory detailing how many samples will be sent and provide affiliated clinical data 1
2. Confirmation: Wait for laboratory confirmation before shipping 1
3. Shipment notification: Provide tracking information immediately after samples are sent 1
4. Receipt confirmation: The testing laboratory should confirm receipt and address any issues immediately 1

Packaging Requirements

Pack samples according to International Air Transport Association (IATA) dangerous goods regulations with adequate dry ice to prevent thawing during transit. 1

• Use appropriate containers specified by the testing laboratory 1
• Ensure sufficient dry ice for the expected transit time 1
• Be aware of customs regulations and export control laws that may apply to international shipments 1
• Follow specific institutional requirements for sample transport 1

Quality Control Considerations

Implement these quality measures to ensure sample integrity:

• Collect samples using standardized procedures to guarantee high quality for genetic testing 1
• Ideally, samples should be received by the diagnostic laboratory within 24 hours of collection 1
• The testing laboratory will quantify and store samples upon receipt 1
• Double-check all documentation before shipment to prevent errors 1

Common Pitfalls to Avoid

• Never send samples without prior coordination with the testing laboratory regarding specifications 1
• Avoid inadequate dry ice that could result in sample thawing during transport 1
• Do not use incorrect tube types or anticoagulants not specified by the laboratory 1
• Never ship samples without proper tracking and notification procedures 1
• Avoid sending insufficient sample volume which may result in testing failure 1