Sample Collection, Reception, Registration,

and Disposal
In MLS

FOR

200 LEVEL BMLS STUDENTS

Department of Medical Laboratory Sciences
Ahmadu Bello University Zaria

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 Introduction

A clinical sample:
• Biological material taken from a patient for the
purpose of
-Screening
-diagnosis,
-monitoring,
-treatment,
-or research for a specific medical
condition.
• Biological samples are essential to the functioning of
medical laboratories
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 Sample Collection

•It’s the first and foundational step in the diagnostic workflow.

•It involves obtaining biological specimens, such as blood, urine,

sputum, cerebrospinal fluid (CSF), tissue samples etc from patients.

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Importance of Proper Sample Collection

Obtain accurate and representative samples.

Prevent contamination or degradation of specimens.

Ensure safety for both the patient and healthcare worker.

Comply with ethical and legal standards

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 Examples of Biological Samples

Sample Type Common Tests

Blood Hematology, biochemical, serology
Urine Urinalysis, drug screening
Parasitology, microbiological,
Stool
biochemical
Meningitis diagnosis,
CSF
protein/glucose levels
Sputum Tuberculosis, bacterial culture
Tissue biopsies Histopathology

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 Pre-collection Considerations

Patient Preparation: Fasting, hydration, medication suspension.

Consent: Informed consent must be obtained, especially for invasive procedures.

Identification: Confirm patient ID using name, ID number, and date of birth.

Labeling Materials: All collection tubes must be pre-labeled or immediately labeled

after collection to prevent mix-up.

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 Collection Techniques
Depends upon:
Type of Disease
Extent of the Disease
Nature of the investigation
Analytical method to be employed

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Sampling
Blood Sampling Techniques
Site Volume Invasiveness Use Case
Method
[Link] Arm veins Moderate Moderate Routine lab tests
glucose, newborn
2. Capillary Finger/heel Low Low
screening
Blood gas
3. Arterial Radial/femoral Moderate High
analysis
4. Central Jugular/ ICU, central
Moderate High
Venous subclavian monitoring
Arm (central Long-term
5. PICC Line Moderate High
access) therapy
Emergency
6. Intraosseous Tibia (children) Low Very High access (last
resort)

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 Sample Reception
• Reception- Act of Receiving Sample
• Reception Area: designated area for the initial receiving, registering,
labeling, and sorting of patient samples and test requisitions before they
proceed to the appropriate testing departments.
• All specimens undergo formal reception procedures to verify and document
their integrity and identity.
• It acts as the first point of contact for samples and often for patients or
healthcare providers submitting samples.
• Receptionist- Individual Receiving Sample

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Clinical Lab Reception

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 Importance of Med. Lab Reception:
•Ensures accuracy in sample identification and registration.

•Prevents errors in testing due to mislabeled or misidentified specimens.

•Improves workflow efficiency by organizing and directing samples

appropriately.

•Enhances communication between clinical and laboratory teams.

•Supports documentation and traceability, which are essential for quality

assurance and medico-legal compliance.
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 Key Functions of the Clinical Lab Reception
•Sample Receiving
Accepts clinical specimens from wards, clinics, outpatients, and external
laboratories.
Verifies that samples are properly collected, labeled, and accompanied by
completed request forms.
•Registration
Enters patient and test information into the Laboratory Information System
(LIS) or registers them manually.
Assigns unique laboratory numbers or barcodes to each sample for
traceability.
•Labeling and Identification
Matches specimens to corresponding test requests and ensures accurate
labeling to avoid misidentification. 12
 Key Functions of the Clinical Lab Reception -2
•Pre-Screening and Sorting
Checks the quality, volume, and condition of the specimen.
Sorts samples based on test type (e.g., hematology, microbiology,
biochemistry).
•Communication Point
Serves as a communication hub between laboratory staff and clinical units.
Provides information on sample requirements, turnaround times, and test
availability.
•Storage Before Dispatch
Temporarily stores samples awaiting processing or transport to other
departments.
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 Verification Procedures

Match sample label with patient’s test request form.

Inspect for completeness: date, time, collector’s ID.

Suitability of the specimen container(leaked-free plastic or bottle

container)

Check sample quality: proper volume, absence of hemolysis, clots (in

plasma), or contamination. 14
 Sample Registration in Laboratory Information Systems (LIS)

• formal documentation and tracking of specimens within the lab’s

management system.

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 Type of Laboratory Information Systems

1) Manual systems rely on handwritten logs and paper forms; more

prone to error.
2) Automated LIS improves accuracy, speed, and traceability.

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 Registration Procedures

Assign barcode or accession number.

Input patient details: name, age, sex, hospital number.
Specify test(s) requested and corresponding department (hematology,
microbiology, etc.).
Register sample type, volume, and collection time.
Enter priority level: routine, urgent, or STAT.

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 Importance of Registration

Ensures traceability and accountability.

Enables real-time tracking of sample status.

Facilitates efficient workflow and turnaround time.

Allows integration with Electronic Health Records (EHR).

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 Sample Rejection Criteria

Reason for Rejection Examples

Delayed transport/storage conditions
Unrefrigerated CSF sample
Incorrect container Urine in non-sterile container
Improper labeling Missing patient ID or test request

Inappropriate volume Underfilled coagulation tube

Contamination or hemolysis Blood sample with visible clot

Rejected samples should be documented, and the requesting clinician
notified immediately for re-collection if necessary. 19
All the specimens received should be taken and treated as
potentially pathogenic. Therefore, all necessary protective
measures should be taken.
Request form must to be kept separate from the specimen to
prevent it from been soiled.
Correlation of the specimen against the clinical request form is
mandatory, along with checking of appropriate clinical details
mentioned against the specimen. 20
 Biosafety Measures

Use of PPE (such as gloves, lab coats) and biological

safety cabinets.

Decontamination of work surfaces with 70% ethanol

or sodium hypochlorite.

Proper disposal of sharps in puncture-proof

containers.
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 Sample Storage
Short-Term Storage

• For samples awaiting analysis.

• Typically stored at 2–8°C unless otherwise specified.

Long-Term Storage

• For research or quality control.

• May require freezing at −20°C or −80°C.

• Proper labeling and documentation are essential.

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 Sample Storage-2

Labeling and Inventory

o Use of barcoded storage vials and digital inventory systems.

o Storage logs should include sample type, date of collection, storage

temperature, and location.

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 Sample Disposal

• This is a crucial post-analytical step involving the safe and ethical

elimination of biological materials.

Importance
•Prevent environmental contamination.
•Reduce risk of infection or biohazard exposure.
•Comply with legal and institutional regulations.

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 Disposal Regulations

•Governed by local public health laws, WHO, and biosafety guidelines.

•Clinical waste is classified as:
A. Biohazardous (e.g., blood, body fluids)
B. Sharps (e.g., needles, lancets)
C. Non-hazardous (e.g., gloves, paperwork)

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 Disposal Protocols
Waste Type Disposal Method
Pathological Incineration
Decontaminated and sent to
Glassware
recycling/disposal

Autoclaving, incineration,
Biohazardous
chemical disinfection
Sharps Puncture-proof sharps containers

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 Disposal-4

Documentation and Audit

• All disposals should be logged.

• Some jurisdictions require certified biohazard disposal companies.

• Internal audits ensure adherence to safety and regulatory standards.

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 Common Errors and Prevention Strategies

Error Type Prevention Strategy

Improper disposal Staff training, SOP compliance
Aseptic collection techniques,
Contamination
sterile containers
Barcode systems, double-check
Mislabeling
protocols

Wrong patient/sample Two-point ID verification

Timely transport, cold chain
Sample degradation
maintenance
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Thank you for listening

• Questions’
• Comments
• Or Query?

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