Safe Handling of Specimens Procedure

Statement

This procedure describes how to safely collect and handle specimens to ensure they remain uncontaminated. It is Seven Steps Support Ltd’s policy to carry out specimen collection from clients safely and promptly, minimizing the risk of cross-infection. Necessary information will be provided for timely reporting.

Background

A clinical specimen is any solid or liquid substance obtained from a client for analysis.

General Procedures

Treat all specimens as potentially hazardous. Collect, transport, examine, and dispose of them with care using standard infection control precautions.
Collect fresh specimens without extraneous contamination, and store some at 4°C if there’s a delay in transportation. Don’t store specimens in a medicines fridge or a clean treatment/clinical room. Use a designated fridge at 4°C that isn’t for food, medicines, or vaccines.
Use sterile equipment and containers for specimen collection. Place specimens in clear, leak-proof bags before transport to the GP surgery/hospital. Obtain client consent for specimen collection, following the Consent Procedure.

Specific Procedures for Different Specimens

Detailed instructions are provided for the following specimen types:

Wound Swab
Viral Swab
Faecal Specimen
Urine Specimens (Mid Stream, Clean Catch, Catheter Specimen of Urine)
Sputum Specimen

For each specimen type, follow these general steps:

Inform the client and obtain consent.
Label the specimen container with client details and attach it to the relevant form.
Wash hands before the procedure and before wearing PPE.
Wear appropriate PPE and follow specific instructions for each type of specimen.
Dispose of PPE safely into a clinical waste receptacle and wash hands.
Place specimen in a clear bag attached to the form and store in the appropriate collection area.
Document the procedure in the client’s records.
Collect specimens as close to the pick-up time as possible.

Blood Specimens

District Nurses or GP Surgery staff must collect these.

Training Requirements

Staff involved in specimen collection and handling will receive necessary training and must complete the e-learning module “Infection Control” annually.

Review and Monitoring

Senior Management will review this procedure annually to reflect changes in legislation and best practices. The company’s internal audit and external agencies’ audits will assess the effectiveness of this procedure. Report any breaches to the Manager/Designated Person in Charge for escalation to the Senior Management Team or Operations Management Team as appropriate.

Equipment and Supplies

List all necessary equipment and supplies for each specimen type, ensuring that staff are aware of the specific requirements for collecting, storing, and transporting each type of specimen.

Storage and Transportation Guidelines

Provide more detailed guidelines on how long specific specimens can be stored at room temperature or refrigerated, and any other special handling instructions during transportation to the laboratory.

Incident Reporting and Management

Outline a process for reporting incidents, such as spills, accidents, or breaches in infection control, as well as the steps to be taken to manage and resolve such incidents.

Quality Control and Assurance

Describe a system to ensure the quality and accuracy of specimen collection, including periodic checks, monitoring of equipment, and review of staff competency.

Documentation and Record Keeping

Detail the necessary documentation and record-keeping practices, including client consent forms, specimen labels, and transport forms. Additionally, specify the required retention period for these records.