2.2 The importance of proper labelling and form completion

The importance of proper specimen labelling and completion of the submission form cannot be overemphasised.

In a diagnostic investigation, all the specimens submitted on the same day from a single or multiple animals from the same farm that appear to have a clinically related condition, are of a similar age or belong to the same group, should be submitted using a single form, and the laboratory should consider them as a single case number. This will enable a holistic interpretation of the results.

Poorly completed submission forms, in particular when accompanying multiple specimens, may lead to misunderstandings with undesired consequences for correctly interpreting diagnostic results. In addition:

  • Regulatory testing or testing for notifiable bacteria may require the use of official forms. Failure to submit them may elicit government sanctions.
  • Incomplete submission forms may exclude the submissions from any applicable public subsidy.
  • Most laboratories offer pre-defined testing panels for different syndromes. The lack of details such as animal’s age or clinical findings may result in unnecessary testing. For example, testing for entero-toxigenic Escherichia coli in calves older than 10 days of age is unnecessary as only younger calves are affected.
  • Poorly completed submission forms often prevents the recovery of the information from the laboratory database for passive surveillance purposes.

Activity 4: Receiving and processing specimens in your workplace

Timing: Allow about 5 minutes

Use the question prompts below to think about the clinical specimens arriving in your laboratory and how they are processed.

  1. Are multiple, related specimens taken on the same day from animals considered as a single case?
  2. How frequently are inadequate forms submitted, and what is the procedure if this happens?
  3. Is there anything that can be improved in your system?

Discussion

Guidance on the correct procedures to follow should be given in the appropriate standard operating procedure (SOP) for your laboratory. SOPs are documents detailing how routine laboratory processes and procedures should be performed.

You may want to have a discussion with your laboratory manager if you notice omissions or errors in the SOP or have improvements to suggest.

2.1.2 Solid specimens

2.3 Specimen preservation and transport