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Courier Service (Specimen Pick-up Protocol)
|Monday through Friday
||8:00 AM to 8:00 PM
||8:00 AM to 8:00 PM
||8:00 AM to 8:00 PM
Phone numbers are the same as listed below OR call
toll free: 1 (888) LAB-HCCL
1 (888) 522 - 4225
For supply and specimen pick-up, please call our dispatch office in
Stockton at (209) 461-5394.
Upon calling for specimen pick-up, please provide the following
information to our dispatch center.
- Indicate the Facility or Client where specimen is located.
- Indicate area or station where specimen is located. Before the
courier arrives to retrieve the specimen, all appropriate forms are to
be completed by the facility/client.
- Specimen/patient information completed in HCCL Collection Log
- Please fill out the HCCL requisition completely and label the
- Include a copy of the patients insurance identification card for
- Place each specimen in it’s own HCCL specimen transport bag with
it’s own completed form and insurance information tucked into the
transport bag in it’s designated compartment.
- The courier will initial the HCCL Collection Log Book when the
specimen has been retrieved.
- The courier will also transport supply requests, supplies and
reports requested by the facility/client.
Packing Procedure for Diagnostic Specimens Via Air Transport for
America West Cargo Airlines
- Corrugated cardboard box with Styrofoam insulation
- Divider should be two sheets of Styrofoam (total of 3” thick)
- box may be divided into two (refrigerated and frozen) or three
(refrigerated, frozen, and ambient) compartments, depending on
quantities being shipped
- when packing frozen specimens, dry ice must be placed against outer
side of box (side parallel to the divider) and the refrigerated
specimens must be as far from the dry ice as possible. Ambient specimens
should be in a compartment furthest from frozen compartment.
When packing frozen specimens, dry ice must never exceed 4.4 lbs per
package. Do not contain Dry ice in a sealed container. It should be loose
in the compartment to permit the release of CO2 gas so that pressure does
not build up.
When packing refrigerated specimens, the ice pack must be frozen to ensure
the specimens are maintained at 17
degrees Celsius for up to 24 hours.
All specimens must meet the following packaging requirements:
- The specimen must be placed in a watertight primary receptacle (ie.
sturdy aliquot tube, container able to withstand temperatures at
- The primary receptacle(s) is placed inside a secondary, watertight
packaging (ie. sealed transport bag).
- Absorbent and cushioning material must be placed inside the
secondary packaging surrounding the primary receptacle(s).
- Sufficient absorbent material must be provided so that the entire
contents of the shipment will be absorbed (the absorbent we provided, 4”
X 6”, is capable of absorbing 100ml?)
Stickers for outer packaging:
“Medical Specimens, Marian Medical Center, 805-739-3156”
America West requires specimen packaging to include the following:
- The specimen must be placed in a watertight primary receptacle
(aliquot or primary tube), securely capped, and able to withstand
temperatures at –70 degrees Celsius. Use separate bags for each specimen
cup to prevent contamination to other specimens in the event of leakage.
- The primary receptacle(s) is placed inside secondary, watertight
packaging (large HCCL specimen transport bag) with biohazard labeling.
- Absorbent material, sufficient so that the entire contents of the
shipment will be absorbed, must be placed between the primary receptacle
and the secondary packaging (specimen transport bag). The 3"x6"
absorbent material we have provided is capable of absorbing 100 mL.
- Sturdy outside packaging should be constructed of corrugated
fiberboard (cardboard), wood, metal or plastic. HCCL will supply each
shipping facility with Styrofoam-lined cardboard boxes providing
insulation for all sides, top, and bottom of box. Additionally, a 3”
thick sheet of Styrofoam will be provided as a divider. The box may be
divided into compartments for refrigerated and frozen specimens or
refrigerated, frozen and ambient specimens, depending on the quantities
Packing frozen specimens:
Always wear safety glasses and cloth gloves when handling dry ice. Use
caution and never leave dry ice where someone may burn himself/herself. Do
not contain dry ice in a sealed container. In order that pressure does not
build up, dry ice should be loose in the compartment to permit the release
of CO2 gas. It is important that you place packing material (shredded
paper, paper towels, newspaper, etc.) in the compartment. This will
prevent the contents from shifting and will conserve the dry ice. The
compartment for frozen specimens should be as small as possible. Dry ice
must NEVER exceed 4.4 lbs per package.
Packing Refrigerated Specimens:
The cool pack must be frozen to ensure the specimens are maintained at
6-8ºC for up to 24 hours. Use two cool packs, each one approximately
9”x5”. Always put a barrier (paper towels) between the specimens and the
cool pack. Specimens can freeze if they come in direct contact with a cool
pack. A cool pack that is kept on dry ice or at –70ºC MUST be removed
three hours before packing the specimens.
Packing Ambient Specimens:
Ambient specimens are to be packed in a compartment furthest from the
Do not seal all the edges of the box. Dry ice emits a gas, which must
be allowed to escape. The following information must be recorded on the
outside of the shipping container:
- Contents of package: “Medical Specimens”
- If package includes dry ice: “Dry Ice _______lbs/kgs
- Name and phone number of the facility shipping the specimens:
ie. “Marian Medical Center, 805-739-3156”
- “Airbill” These will be preprinted for each facility with HCCL as
the receiver and the appropriate facility as the shipper.