Sample Submission/Reporting of Results

• Do not use tubes or swabs that are past their expiry date.
• Do not send unlabelled tubes.
• Do not stick labels onto tubes - we need to bar code all specimens on receipt and this procedure is hindered by this practice.
• Do not cover the tubes with sticky tape - if the lids are screwed on tightly then they will not leak.
• Do not send hypodermic needles.
• Do not send glass tubes or slides unless suitably packaged. Slide holders are available FOC from our laboratory.
• Send any sample through unless suitably packaged - specific packaging instructions are provided and packaging material is available from our laboratory. It is the sender’s responsibility to ensure that all pathological specimens are packed in accordance with current Royal Mail or Courier regulations. Non - adherence to packaging instructions may result in sample return or disposal by the carrying company and the imposition of possible financial penalties.

Following these guidelines will allow our staff to process your specimens safely, efficiently and accurately. They will also help to ensure your samples arrive with us in a satisfactory condition for testing

Spoiled Samples

When a sample is received in poor condition, e.g. clotted lipaemic or haemolysed, we will perform the requested tests wherever possible. Any missing or unreliable tests will be performed on a replacement sample within 4 weeks. No charge will be made for this service if the request form is clearly marked "Repeat" and the original report number quoted. Many spoiled samples can be avoided by the use of correct tubes. It is for this reason that we provide polypropylene, screw top tubes, free of charge. (Small shipping charge will apply to each dispatch)

Serum Gel Tubes
(1.3ml [Brown top] or 2.7ml Monovette) are supplied to clients with centrifuges and should be used for all serum sample submissions except zinc and progesterone assays. When blood is collected into one of these tubes and then centrifuged, an inert, impermeable barrier is interposed between the cells and the serum. The gel is stable in transit and prevents leakage of erythrocyte contents into the serum which could subsequently cause erroneous results for some biochemical assays

Protocol

• Take blood sample and fill the gel tube slowly after removing the needle.
• Allow the sample to stand for 30 minutes and check the sample has clotted. If the blood still appears fluid, allow to stand for a further period.
• Centrifuge at high speed for 10 minutes. The gel will now have formed an inert barrier between the cells and the serum.
• Check serum separation is complete. Re-spin if there is not a clear layer between the serum and the red cells.
• If the serum is already haemolysed this may reflect red blood cell damage caused at sampling or be part of the disease condition present (increased red blood cell fragility). If possible a repeat sample should be taken initially before submitting to the laboratory.

Heparin Tubes
(1.3ml [Orange Top]) are the preferred tubes for most exotic profiles. Heparin tubes for use with IDEXX instrumentation are available for a small fee.

EDTA tubes
(1.3ml [Pink Top] or 2.7ml Monovettes) are required for haematology tests and on all small and large animal profiles.

Fluoride tubes (1.3ml [Yellow Top]) are required for the accurate measurement of glucose.

Faecal Pots (Blue Top)

Plain Universal Containers (White Top)

Urine Tubes (Boric Acid - Red top)

Histology Pots with fixative

Minitip swabs

Swabs with charcoal media (Black top)

CEM Swabs (Orange top)

All of these tubes are supplied free of charge to our clients and are strictly for use in our service, to order supplies, please complete one of our supplies order forms. We prefer that orders are limited to once a month as this reduces the amount of requests we receive and allows us to provide a more efficient service. Where stock levels permit, we will endeavour to supply the quantities requested although we reserve the right to adjust the quantities of FOC supplies based on the numbers of samples submitted to IDEXX. In order to improve our lab supplies delivery process, we now provide delivery of your supplies within 48 hours on orders received by 12:00 noon. Orders received by 12:00 noon on Friday will be delivered on Tuesday. There is a small charge for this improved service, £5.50 (+VAT) per shipment, which will appear on your monthly lab bill.

We recommend you establish a standing order, call our Customer Service Team to discuss your supply needs for one month. We’ll automatically ship your monthly order and you can call us if you ever need to make any adjustments

Courier Delivery Service

Using either DHL couriers or TNT Supamail we can offer a nation-wide service for the collection of samples and delivery to our laboratory. Through a special arrangement, and at subsidised tariffs, TNT Supamail or DHL will collect a package (containing 1 or more samples, weight up to 10 Kgs) from your veterinary surgery (Monday to Friday) and guarantee delivery to our Wetherby laboratory before 10:30am the next morning. All charges for DHL collections will be forwarded to IDEXX Laboratories and will then appear on your next month’s laboratory statement. Pre-paid subscription notes for the TNT Supamail service are available from the laboratory (please contact the laboratory for current tariffs). Collections can be made from your surgery by calling on an ‘as need’ basis or regular collections can be pre-arranged. All packaging materials, practice specific instructions, jiffy bags, courier satchels and consignment notes are provided free of charge. For further details of the most appropriate service for your needs, information concerning last collection times for your area, or to order your courier pack - please telephone the laboratory.

Reporting Times
We endeavour to have a same-day turnaround on routine haematology, biochemistry and endocrinology tests including those received in the lunchtime post. There is a two – four working day turnaround on cytology and histopathology unless special staining or decalcification is required. For urgent histology cases, a ‘Fast Track’ option is available on suitable samples, which provides results in 36 hours from receipt of sample at the Wetherby laboratory (additional charge applies). Urgent cytology samples may be reported on the same day as receipt by special arrangement. Microbiology, of course, depends on the testing required.

Veterinary Interpretation
For all profiles (except screening profiles) and endocrinology, interpretation by a veterinary pathologist will accompany each report where a summary of the history, physical findings and treatment is supplied.

Reporting
Reports are faxed and / or sent by email, please let us know your preference or telephone our Customer Service Team for further information. Urgent reports are telephoned at no extra cost. Where possible, normal values are given with all results.

Telephone Enquiries
When telephoning for results please be prepared to quote your vetcode and the animal and owners name.

Follow Up Tests
Where FBC or profiles are repeated within 4 weeks to monitor illness or treatment, a 30% discount will be given, providing the request form is clearly marked "follow up" and the previous laboratory report number is given.

Quality Assurance
IDEXX will perform services consistent with its Laboratory Quality Assurance Standard Operating Procedures. It shall be your exclusive responsibility to confirm that IDEXX’s standard practices will meet your needs prior to placing any order for work