Procedure for Collecting and Sending Blood Samples

These recommendations and procedures apply to the analytical tests performed by the Centre de toxicologie du Québec (CTQ) as part of epidemiological research and surveys. They deal with the preparation and sending of whole blood samples.

Preparation

When collecting blood, it is important to use the appropriate tubes, because some of them may be contaminated with the analytes that you want to measure.

• The most commonly used tubes are:

  Tube	No	Anticoagulant	Vol.
  Becton Dickinson (BD) Royal Blue	# 368 381	EDTA	6 ml
  Greiner Bio-One Royal Blue	# 456 275	Heparin	6 ml

• For samples that will be frozen, it is recommended to use transfer tubes made of polypropylene with a screw cap (ex. : Sarstedt # 60 550 100).

• When the sample must be divided into several aliquots (tubes), use a plastic Pasteur pipette.
• The quantitative analysis of metals will require a pre-rinsing of the pipette with nitric acid 10 %, followed by a rinsing with demineralized water.

Please watch our video about the splitting of a blood sample into aliquots (duration: 37 sec)

https://www.inspq.qc.ca/nos-productions/videos/splitting-blood-sample-a…

• The choice of the volume of the sample tube is determined by the analytical requirements and the quantitative analysis method. The methods often require different volumes of samples. Contact us to determine the tubes you will need.
• In order to avoid contaminating your samples, please be careful when handling the material and the samples. Wearing nitrile gloves protects you from infections and also allows to reduce the risk of contaminating the samples.

Sampling

• Once the vein sampling is completed, it is important to mix the tube by inversion at least ten times, in order to properly disolve the anticoagulant. This ensures the integrity of the sample on the long term.

Please watch our video on mixing the tube by inversion (duration: 17 sec)

https://www.inspq.qc.ca/nos-productions/videos/mixing-blood-samples-sen…

 If the CTQ receives a partially coagulated sample, or containing micro-clots, it is possible that we will not be able to perform the analysis and the mention “inadequate sample” will show on the analytical report.

Furthermore, the CTQ recommends to send a volume of blood greater than the minimum usually required for the quantitative methods, in order to perform a double-check or to confirm a high result, for example. It is possible that, in the presence of some low volume pediatric samples, some pre-analytical conditions become difficult to obtain. The CTQ will adjust the analytical strategy with your consent.

Storage

• Whole blood is usually kept at 4^oC for a few days.
• In order to ensure the integrity of the blood samples for a longer period of time, it is recommended to freeze them at - 20^oC.
• To keep samples for several years, other requirements are necessary, such as freezing at - 80^oC.

 Adding a stabilizing or preservative agent to the samples is usually not necessary. Otherwise, the CTQ will inform you.

Preparing the shipment

Establish an exhaustive list

A list of the samples included, on paper, must be joined to the shipment. Furthermore, the CTQ recommends to send a copy of this list by e-mail to the person responsible of projects at the CTQ ([email protected]). This list must contain the following information:

• The identification of all the samples ;
• The dates of sampling and all other relevant information, such as age, place of sampling;
• The contact information of the applicant (address, mail, telephone, etc.).

Proper identification of samples

Each sample must be identified with a self-adhesive label printed with a laser printer, in order to prevent the discolouring of the ink. The label must be resistant to freezing and to biological matrices. A barcode identification should be the preferred option.

Choosing the right courier service

For the shipment of the samples, the CTQ recommends a fast, reliable courier service, that ensures a close tracking of the shipments and offers a proof of delivery (ex.: Federal Express, UPS, World Courier, etc.). The shipment of samples for reception the following day is usually difficult and expensive. Provided that all necessary precautions are taken (sufficient amount of refrigerant, etc.), and sending the shipment at the beginning of the week, the samples will arrive to destination in good condition. If the samples are to remain in circulation during the week-end, they must be kept refrigerated by the courier company. Even if this expensive option is available with some specialized carriers, it is better to avoid the transportation of samples during the week-end.

Verify the requirements of cross-border customs

 Carefully verify with the courier service all the requirements of the cross-border customs. The courier company is best suited to inform you about the applicable laws in every country where the samples will transit through.

Shipping

A few days before the shipping, please send the shipment tracking number to the CTQ by e-mail, in order for the CTQ to be able to quickly take action, should an issue arise during transportation.

How to pack the samples

• Place the samples in order on a rack in the appropriate box;
• Add sufficient absorbent paper in the box, in order to absorb the total amount of your samples;
• Close the box;
• Place the box in a Ziploc-type bag;
• Place everything in a cooler;
• Fill the empty space with padding brown paper;
• Add sufficient cooling elements or dry ice;
• Close the cooler;
• Add the list of samples and close the cardboard box;
• Place the sender and receiver labels;
• Add the mention “EXEMPT HUMAN SPECIMENS”;
• Add the dry ice labels if needed;
• Add the commercial invoice for the shipping;

 With dry ice inside, the cooler should not be closed tight, because that increases the risk of explosion.

How to identify the shipment or the cooler

• Place your address as sender
• Place the receiver’s address:

Laboratoire de toxicologie, Centre de toxicologie / INSPQ
945 avenue Wolfe, 4^e étage
Québec, QC, G1V 5B3
Canada

• In order to minimize the waiting time at customs, the CTQ recommends to add the mention “EXEMPT HUMAN SPECIMENS” outside the box, and the mentions “EXEMPT HUMAN SPECIMENS, HUMAN BLOOD, FOR RESEARCH ONLY, NO COMMERCIAL VALUE” on the commercial invoice.

Please watch our video about the preparation and sending of blood samples (duration: 3 min 43 sec)

https://www.inspq.qc.ca/nos-productions/videos/preparation-and-sending-…