WHITE CRESCENT HOSPITAL

LABORATORY STANDARD OPERATING PROCEDURE (SOP)

SOP Title: Sample Management Procedure SOP No: 007

Version ORIGINAL
Effective Date: August, 2023 Page 1 of 5

Signatures and Dates:

DATE Name Signature Date

Author Mark Kavai
QA Review
Approval

Review/Approval for unchanged documents

DATE Author QA Review Approving Authority

Page 1 of 6
WCH/LQMS/SOP007
From August 2023
Expiry August 2025
Original
 1.0 Purpose
1.1 This SOP describes the procedure for sample management in the lab

1. Applicability
2.1 All trained laboratory staffs involved in sample collection and processing.

3.0 Definition and acronyms

NA

4.0 Material and Equipment required

4.1 Sample Rejection Log/Registers

5.0 Implementation responsibility:
5.1 The laboratory in-charge should ensure the SOP procedure is adhered to.
5.2 Quality assurance officer/lab in charge should ensure the copies are available,
reviewed, approved and all lab staff are trained prior to performing the procedure.
5.3 Sample Collection
5.3.1 Samples are collected in the laboratory by the Lab staffs and by patients.
5.3.2 Details for sample collection are given in the Sample Collection Manual.
5.3.3 Refer to Sample collection manual for specific instructions on special
handling of some samples.
5.4 Handling of samples at the Laboratory Reception
5.4.1 The samples are delivered at the Laboratory with urgent specimens
separated from routine specimens.
5.4.2 The Laboratory staff receives the samples and counterchecks in the
request form.
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WCH/LQMS/SOP007
From August 2023
Expiry August 2025
Original
 5.4.3 All Samples are logged in the sample reception book.
5.4.4 Samples are evaluated according to acceptance/rejection criteria as stated
in sample collection manual.
5.4.5 If defects are found, the Laboratory Staff at the reception does the
following:
5.4.6 Follow sample Rejection Criteria as stated in the SOP for and request for
sample recollection.
5.4.7 If the sample has met all the acceptance criteria, it is logged in the Lab
register analyzed.
5.6 Sample handling in units before testing
5.6.1 follow sample Rejection Criteria SOP
5.6.2 If the sample meets the acceptance criteria, the sample is accepted.
5.7 Handling Urgent samples
5.7.1 Requesting clinicians calls the laboratory in case there is need to collect an
emergency sample.
5.7.2 Laboratory staff treats the specimen as priority and receive the samples in the
sample reception book.
5.7.3 technical staff processes the URGENT/STAT sample within the earliest
possible time.
5.7.4 When the results are ready, the technical staff immediately enters the results
in the results log book and personally delivers the results to the requesting
clinician.
6.0 Sample retention after testing
6.1 After testing, samples are retained in Laboratory before disposal as follows:
Sample retention times
Specimen Retention time Storage temperature
Urine for Urinalysis 8 Hrs. Room Temperature
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WCH/LQMS/SOP007
From August 2023
Expiry August 2025
Original
 Blood Samples 3 days Room Temperature
Urine for Pregnancy Test 8 Hrs. Room Temperature
Stools for microscopy 8 HRS Room Temperature
Blood Smears 5 Days Room Temperature

6.2 Safe disposal of samples.

6.2.1 When the retention times of samples have elapsed, they are disposed off as
biological waste that is in bins with a red plastic lining.
6.2.2 The waste is then secured and transported to the incinerator for
destruction.
6.2.3 Refer to the Safety manual for more details on waste management.

References

ISO 15189:2012. Medical laboratories – Requirements for quality and competence.

Page 4 of 6
WCH/LQMS/SOP007
From August 2023
Expiry August 2025
Original
 Appendix 1: SOP Read and Understanding log
SOP Read and Understanding logI have read, understood and agree to follow the SOP as
documented:

No Name Signature Date

1

Page 5 of 6
WCH/LQMS/SOP007
From August 2023
Expiry August 2025
Original
9

10

11

12

13

14

15

Page 6 of 6
WCH/LQMS/SOP007
From August 2023
Expiry August 2025
Original