PROCEDURE -il.org



PROCEDURE

TITLE: Specimen Transport - U.S. Mail or Private Shipping Service (FedEx & UPS)

PRINCIPLE: In the event courier service cannot be provided to an agency due to location or the number of samples, the specimen(s) may be submitted through either the U.S. Mail Service (USPS), Federal Express (FedEx), or United Parcel Service (UPS).

All specimens submitted in this manner must comply with the Department of Transportation Regulations concerning the shipment of Exempt Diagnostic Medical Specimens.

GENERAL D.O.T. PACKAGING REQUIREMENTS

1. All specimens must be collected in leak-proof containers and sealed securely. This is considered the primary container.

1. Please make certain the specimen container is properly closed and not leaking!

2. Reminder: Give the lid an extra twist before applying the Security Seal.

2. Place the container in the zip-lock specimen bag, making sure the bag is sealed completely to contain the specimen should it leak in transit. This is the secondary container.

1. The intent is to contain any leakage that might occur during shipment.

3. The specimen bags should then be placed into another plastic bag for protection from a leaking specimen bag. This is the overwrap package.

4. At this point, the packaging is acceptable for FedEx and UPS Air shipment. U.S. Postal Service requires an additional step before shipment.

1. This package is then placed in a cardboard box packed with sufficient shock resistant material (shredded paper, etc.) and absorbent enough to contain the contents of the specimens should they leak out of the secondary package.

5. According to the U.S. Department of Transportation, the maximum amount of urine specimens that may be shipped in a single package is 4,000 ml or about 4 Quarts. This is equivalent to about 50 (ea.) completely filled, 80ml specimen containers. Most specimens are not filled to capacity.

1. Since urine samples for drug testing are considered non-hazardous, there is no need to label the exterior of the package as "Biohazard" with a biohazard label.

SHIPPING:

1. Specimens are shipped using the FedEx Service whenever possible.

1. TASC Labs recommends using a carrier's local "Drop Box" to avoid "Pickup Charges"

2. If sufficient volume, such as routine (daily) pickups, a carrier will usually waive any pickup charges

3. U.S. Mail Service is the cheapest and may be used, when timeliness is not important.

1. Experience has shown delivery via the Post Office can take a few days to arrive.

2. Any FedEx Voucher may be used for shipping samples.

1. PRINT all information on the Voucher. Both Section 1 & 3 (From & To)

2. Complete the "Sender" information.

3. Some FedEx Vouchers pre-printed for the Halsted Lab are available.

1. If a blank voucher, please complete the form manually.

3. Ship as "Standard Overnight”, “FedEx 2Day” or “Express Saver” options rather than "Priority Overnight" or “First Overnight”, since samples do not reach the laboratory until after 11:00 AM and are opened the following day.

1. Non-TASC Agencies may utilize FedEx Express as a courier service.

2. The Halsted Laboratory absorbs the shipping costs (min. three samples per shipment)

4. Mark the type of Packaging used in Section 5

5. In Section 6 – Special Handling, mark the NO box

6. Payment in Section 7 should be marked as Sender. FedEx will bill the Halsted Lab Account Number (Item 2 above) for the shipment.

1. The "Total Packages" is usually "1". DO NOT record the Number of Specimens!

2. The "Weight" in Section 7 determines the cost to TASC. Estimate the Weight the package before shipment. Please be on the conservative side.

1. For example, a one pound package labeled, as "Five Pounds" will cost twice as much as necessary. (i.e.: $20 versus $10)

2. The package will be re-weighed by the carrier.

7. Remove the Top “Senders Copy” and retain for your records.

1. Peal Off the backing on the remaining document to expose the adhesive and attach to the shipping package.

2. Deposit the shipping package into a local FedEx Drop Box.

SUPPLIES:

1. FedEx & UPS will provide a “Clinical Pak” or "Lab Pack" for at no charge.

2. Halsted Laboratory can provide Clinical Pack Envelopes and pre-printed Shipping Vouchers as needed. Allow a week for printing additional vouchers.

3. Additional packaging supplies may be obtained directly from FedEx, by calling their Customer Service at 1-800-463-3339

RELATED DOCUMENTS:

Transportation Log

Reference for Drop Site locations and additional information.

DOCUMENT APPROVAL: William J. Salas BS, MT(ASCP), NM(ASCP) - Laboratory Director

(Original signed document maintained in Master Laboratory Manual)

Revision History:

|Date |Rev. No. |Change Description: |Author: |

|5/6/01 |0 |Document created |John Little |

|01/28/02 |1 |Major revisions to include Airborne Express, created comparison table and |Bill Salas |

| | |shipping voucher completion. | |

|4/18/02 |2 |Changed Doc. No. from 18.506 (training) to Handling & Delivery Section |Bill Salas |

|12/2/08 |3 |Revised to reflect change to FedEx as preferred shipping service. |Bill Salas |

| | |Eliminate need for “biohazard” label on packages. | |

| | | | |

| | | | |

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