Specimen Collection

Proper training in specimen collection and storage is strongly recommended, as specimen quality and integrity are critical to accurate laboratory testing. Prior to collection of the specimen, review collection requirements specified in individual test descriptions and collection kit instructions, including container type, minimum volume, timing, storage conditions, and any special handling. Failure to follow these instructions may result in specimen rejection or compromised test results.

For tests with short stability windows, careful coordination of patient scheduling and specimen transport to the OSDH PHL is essential, particularly before weekends and holidays when the laboratory may be closed.

To ensure correct patient and specimen identification at the point of collection, personnel involved in the collection of specimens must confirm the patient's identity by checking at least two patient identifiers prior to collection of a specimen, e.g., check name and unique hospital/clinic ID on the patient's wristband and/or ask the patient to identify themselves verbally by name and provide a DOB when practical to do so.

Submitters are responsible for verifying expiration dates on all collection tubes, kits, and transport media. Specimens collected using expired materials will not be tested. Specimens collected before expiration but received after expiration are generally acceptable.

Standard precautions must always be followed, and appropriate personal protective equipment used, to reduce the risk of exposure to infectious agents.

Detailed specimen collection instructions (e.g., specimen type, minimum volume, timing) are provided in individual test descriptions and collection kit inserts. Additional guidance may be obtained from OSDH PHL technical staff.

Step-by-step instructions are available for the following specimen types:

• Nasopharyngeal Swab
• Oropharyngeal Swab
• Nasal Swab
• Conjunctival Swab
• Stool
• Newborn Screening Dried Blood Spots
• Adult-Child Blood for Hemoglobinopathy Analysis

Use standard specimen collection procedures approved by the submitting facility when specific instructions are not provided otherwise.

Accurate specimen labeling is essential to ensure timely and correct testing. Labeling errors may result in test delays, cancellations, and potential impacts on patient care.

• At least 2 patient-specific identifiers: The primary specimen container must be labeled with at least two patient-specific identifiers (e.g., name, date of birth, medical record number, barcode, or laboratory number). A patient name alone is insufficient.
• Patient identifiers on the label must exactly match those on the test requisition form. It is the policy of the OSDH PHL not to change any information provided on the specimen; therefore, if patient identifiers are correct on the test requisition but incorrect on the specimen, the specimen will be rejected. Please, take time to double-check all patient identifiers.
• Legibility: Labels must be legible. Printed labels are preferred; handwritten labels must be clearly printed and not written in cursive.
• One specimen, one label: Each specimen container must be individually labeled. Labels must not be placed on secondary containers (e.g., specimen bags). Microscope slides submitted for testing are considered primary containers and must be labeled accordingly.
• Label placement: Labels should be positioned lengthwise to allow barcode scanning and, when possible, placed to permit visualization of specimen volume and manufacturer expiration dates

After collection, specimens must be appropriately pre-processed (e.g., centrifugation of serum separator tubes) and stored under required conditions (ambient, refrigerated, or frozen) as specified in test instructions. Failure to follow storage and handling requirements may result in specimen rejection or compromised results.

Specimens requiring frozen transport should be frozen immediately after collection. Refrigerators and freezers used for specimen storage must be monitored with calibrated temperature-measuring devices.

The following collection kits/supplies are provided free-of-charge to OSDH County Health Departments:  

• Aptima Urine Specimen Transport Tube
• Aptima Multitest Swab Specimen Transport Tube
• Enteric bacteria kit (Cary-Blair transport medium)
• Pertussis/Monkeypox kit
• TB/sputum collection kit
• Virus transport medium kit (Remel M4RT)
• Nasopharyngeal swabs
• Oropharyngeal swabs
• Serum separator tubes
• Specimen biohazard bags
• 22”x24” closable bags
• Absorbent for specimen bags
• Parafilm

The following kits and supplies are available to private clinics and hospitals (fees apply as indicated):

• Enteric bacteria kit (Cary-Blair Transport Medium) ($18.00)
• TB/sputum collection kit ($17.00)
• Virus transport medium kit (Remel M4RT Tube) (no charge)
• NBS and PKU monitoring form (ODH Form 450) (no charge)
• Child/adult sickle cell screening kit (ODH Form 485) (no charge)
• Various collection kits for epidemiological surveillance and outbreak investigations (no charge)

Note: Typically, surveillance and outbreak investigation kits for private clinics and hospitals require prior approval from OSDH Infectious Disease Prevention and Response. For assistance, contact the Epidemiologist-On-Call at (405) 426-8710, available 24/7.

Collection kits and supplies may be ordered through the electronic OSDH Inventory Supply System. For availability and shipment arrangements, contact the OSDH Warehouse at (405) 444-6494 during business hours or email PHLSupplyOrders@health.ok.gov. Supplies are typically shipped Monday through Thursday.