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.

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

MFT Requests

Instructions for Pathologists ordering genetics

1. Pathologist orders Genetic request electronically in HIVE using the I-Gene form. Please refer to Instructions For Pathologists: Ordering Genetic Testing via Hive [GCSRINS1]

The following fields MUST be completed as a minimum (mandatory selections are in BOLD):

• Class: Select option applicable to the request. Sensitive orders will not be visible to Clinicians
• Status: Future
• What Type of Referral Do You Require? Standard
• Specimen Type: FFPE-Shavings / Slides
• Specimen Source: Select applicable option
• Please Select Clinical Indication(s)
• Please Select Test(s)
• Test Type: Diagnostic / Prognostic / Therapeutic
• Neoplastic Cell Content Level
• Specimen Description(s)/Sample Identifier(s) for DNA or Pathology Material (e.g. Block No)

The above field MUST contain CASE AND BLOCK NUMBER to avoid delays

• Date of Specimen Collection: the date of surgery
• Acknowledge that DNA sample will be stored upon completion of testing
• Email Addresses: GMCPGC@mft.nhs.uk + requesting pathologist’s email address
• Confirmation of Consent for Testing
• Name of Supervising Clinician.

2. Pathologist orders tasks in case builder, two options for requesting genetics

• CPGC on this block
• Send to CPGC – Minimal tissue cut with IHC (also order the desired IHC and select in the order to be cut).

3. The laboratory will follow their local SOP’s for retrieving the material to be sent. There is no requirement for sending pathology reports to the CPGC for MFT patients. The CPGC will print these documents to send to the NW GLH on a packing list

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

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

• Unique pathology lab number, block suffix
• Patient surname

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

General Guidance for MFT

• Use 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.
• 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 an envelope and then place it the PINK transport bag.

Transport arrangements

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

Oxford Road transport arrangements

Creating a packing list for sending material to the CPGC [GCSRINS2]

• Specifically designed for purpose, specimen transport bags are used to transport samples within the Trust, by local pathology departments directly to the CPGC.
• The CPGC will return blocks and slides by hand with a printed packing list for traceability, using the mail bags.

Wythenshawe transport arrangements

Creating a packing list for sending material to the CPGC [GCSRINS2]

The transfer of blocks between the CPGC and Wythenshawe Histopathology is facilitated by an external courier service, CitySprint, which operates three scheduled collections per day. All materials are to be transported inside a pink mailer bag along with a printed packing list.

• On return to Wythenshawe, Blocks are placed and sealed in their brown, labelled envelopes.
• On return to Wythenshawe, Slides are to be packaged inside a clean, correctly labelled slide mailer.
• Each bag must also contain an Apple AirTag for real-time tracking and a printed packing list to ensure traceability.

It is essential that packages are handed directly to the courier.

CitySprint collections from the CPGC are currently scheduled for Mon-Fri at the following times, arriving at Wythenshawe approximately 2-2.5 hours after collection:

• 10:00
• 11:00
• 14:00

The CPGC will update Wythenshawe and inform them that the Packing List is in transit. This is done through the Secure Chat function in Hive.

(Last reviewed August 2025)