Requesting of investigations

DLM guidelines for specimen acceptance must be followed to ensure that all samples are correctly and unambiguously identified. The policy provides an overarching process to specimen rejection to help balance the requirement to process against the risk to patient safety. Clinical governance issues may arise from errors in specimen identification and/or insufficient clinical information being given with a specimen. To ensure that specimens are linked to the correct patient, adequate identifiers are essential.

Gene panel and direct mutation tests will be performed by NW Genomic laboratory, located on the 6^th floor (address below). These tests will be performed on FFPE samples which the CPGC will prepare. Please do not send fresh tissue.

Genomic Diagnostics Laboratory
Manchester Centre for Genomic Medicine
6^th Floor, St Mary’s Hospital, Oxford Road, Manchester
M13 9WL

Specimen Acceptance Policy

All samples sent to GM CPGC must comply with our specimen acceptance requirements.

External trusts

For non MFT sites, see acceptance criteria below. Complete the appropriate form which can be found on Referral Forms – Manchester University NHS Foundation Trust

The following mandatory information must be provided for us to accept the specimen:

Genetic Request form

1. First name
2. Surname
3. Date of birth
4. NHS or hospital number (or equivalent unique number)
5. Pathology lab number and block suffix
6. Name and contact details of the requester
7. The destination / email address for the final report which will be released by the NW GLH.
8. Testing required, include national test directory code, if known.
9. Percentage neoplastic cell content.
10. Date the genetic request is made.

A block/slide dispatch form must accompany samples sent and must include:

1. Unique pathology lab number and block suffix
2. Patient details.
3. Originating hospital details

Or an accompanying packing list/delivery note must be sent, this document typically lists the items included in a shipment.

An accompanying pathology report must be sent, as this will go to NWGLH. The report must include

1. Patient details – Name, DOB, NHS number
2. Unique pathology lab number
3. Date of Surgery

The department receives FFPE blocks which must be clearly labelled with:

1. Unique pathology lab number, block suffix
2. Patient surname

Genomic Requests Requiring Predictive IHC

The Laboratory offers a streamlined, one-stop approach to pathology departments that submit genomic requests that require predictive Immunohistochemistry staining such as ROS-1, ALK, PD-L1 and gastric HER2, performed by a third-party laboratory.

• A prior arrangement must be in place between your department and the laboratory performing the IHC staining (e.g., Birmingham, Wythenshawe).
• Only send requests if this arrangement exists.
• Use the designated external IHC request form, ensure all required patient and sample information is accurately completed
• Send the request form along with the genomic request, block and pathology report.
• Upon receipt, the CPGC will prepare the genomic request and co-ordinate the IHC staining.

Specimens that do not contain the required information or have discrepancies between the request and block/slides will not be processed in the laboratory, until the necessary information has been obtained. The sender will be contacted to amend the error electronically were possible, or the department will return material sent for correction. The person correcting the patient or specimen details should be of appropriate seniority and able to take responsibility for the error.

Transport of specimens

Samples intended for the GM CPGC should be sent using a transport or courier service and NOT BY ROYAL MAIL. Samples should arrive in the CPGC no later than 4:30pm

Packing requirements

Samples must be packaged in a labelled padded envelope, inside the pink mail bags. Mail bags are provided by the GM CPGC and must be clearly addressed to the GM CPGC address. The mail window has a card with the GM CPGC address on one side and on the opposite side is the address of Pathology department.

The mail bags have an Apple Air Tag attached inside – this is for tracking purposes to prevent loss.

Air tags and transport bags provided by CPGC

The mailbags must be securely fastened using a security seal:

General Guidance External Pathology departments

• Use pink transport bags provided by the Trust. These are designed to be robust and contain trackers to monitor the location of samples and mitigate delays / missing samples.
• Ensure that the transport bag is appropriate for the purpose and is securely closed using a security seal
• Ensure that the correct side of the address card is clearly displayed.
• Ideally, each sample should be placed in individual plastic specimen bags and sealed, not secured with clips or staples. Then place in a brown padded envelope and then place it the PINK mail bag.

• Please do not place the request form with the sample, instead separately in the side pocket (kangaroo pouch) of the specimen bag.

Transport arrangements

Samples may be sent to the Laboratory in the following ways:

Top (Last reviewed August 2025)