Client Services

Specimen Handling & Shipping

Best practices for specimen collection, preparation, packaging, transportation, and submission to Vitro Molecular Laboratories.

Proper specimen handling and shipping are essential to maintaining specimen integrity and supporting accurate diagnostic testing. Use the guidance below to help prepare specimens, requisitions, and supporting materials for submission to Vitro.

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Fixation & DecalcificationFresh & Fixed TissueParaffin BlocksMicroscopic SlidesUrine & Urovysion SamplesOther FluidsGout Crystal CollectionIHC & FISH Submission RequirementsShipping Requirements

Fixation

Fixation & Decalcification

Formalin-fixed tissue is preferred for nearly all IHC, ISH, and FISH testing performed by Vitro, with the exception of urine/bladder washings for Urovysion.

  • Most IHC, ISH, and FISH testing can be performed on deparaffinized, formalin-fixed tissue.
  • Heat-induced epitope retrieval supports many immunohistochemical studies.
  • Non-formalin fixatives may produce suboptimal antigen preservation and false-negative results.
  • Clients should contact Vitro with questions about specific fixatives.

Decalcified tissue

For decalcified tissues, EDTA-based decalcification is recommended to preserve tissue immunoreactivity.

Packaging

General Packaging Guidance

Include as many specimens as possible in one Vitro Box or shipping bag when appropriate.
Do not compromise specimen integrity or transporter safety.
Ensure all specimens are labeled with at least two patient identifiers.
Include requisitions and supporting documentation.
Use adequate absorbent material.
Use biohazard bags and labels when applicable.
Follow carrier requirements for infectious or biohazardous materials.

Workflow

Fresh or Fixed Tissue for Histology, IHC, ISH, and FISH

  1. 1Place adequately fixed or fresh tissue in formalin, when applicable.
  2. 2Ensure the specimen container contains an appropriate amount of formalin.
  3. 3Tightly secure and seal the specimen container.
  4. 4Label the container with patient name, submitter accession number, and procurement date.
  5. 5Confirm at least two patient identifiers are present.
  6. 6Place the labeled container in a resealable biohazard bag.
  7. 7Add absorbent material adequate to absorb the container fluid volume if leakage occurs.
  8. 8Place requisition and supporting documentation in the outside pouch of the biohazard bag.
  9. 9Place the biohazard bag into a Vitro Box or shipping container with ice packs if applicable.
  10. 10Label the box with any required biohazard or infectious disease labels.
  11. 11Complete carrier documentation as needed.
Same-day processing: Specimens must be collected by 3:00 PM for same-day processing when applicable.

Specimen Type

Paraffin Blocks

Paraffin block preparation and packing
  • Label each block with the referring accession number and block sublabel when applicable.
  • Include all related accession numbers needed for identification.
  • Wrap each block individually in tissue paper, Kimwipe, or a small plastic bag.
  • Prevent cross-contamination if blocks melt in transit.
  • Place wrapped blocks in the Vitro Box with adequate ice packs.
  • Include requisitions and supporting documentation.
  • Proceed according to shipping requirements.

Specimen Type

Stained Microscopic Slides

Slide labeling, holders, and packing
  • Label slides with referring accession number, related accession numbers, block sublabel if applicable, and stain name.
  • Place slides in sturdy top-loading slide holders.
  • Use packing material to prevent rattling.
  • Tape slide holders closed.
  • Place slide holders, requisitions, and supporting documentation in the Vitro Box with adequate packing.

Specimen Type

Urine / Bladder Washings for Urovysion

Urovysion sample handling
  1. 1Add 20 mL of patient sample to 10 mL of fixative in the Vitro-provided specimen container.
  2. 2Secure and seal the container.
  3. 3Label container with patient name, submitter accession number, and procurement date.
  4. 4Place container in resealable biohazard bag.
  5. 5Add adequate absorbent material.
  6. 6Place requisition and supporting documentation in the outside pouch.
  7. 7Place biohazard bag in Vitro-provided foam with ice packs if shipping.
  8. 8If courier pickup is used, specimen and requisition may remain in the biohazard bag.
  9. 9Place foam in outer Vitro Box.
  10. 10Apply required biohazard or infectious disease labels.
  11. 11Refrigerate sample until courier or transporter pickup.

Critical Warning

Gout / Urate Crystal Collection

Specimens for urate crystal testing must be collected in 100% alcohol.

  • Avoid water contamination.
  • Never place specimen in formalin.
  • Do not use alcohol other than 100% alcohol.

Specimen Type

Other Fluids

Fluid specimen preservation and transport
  1. 1Appropriately preserve the fluid specimen.
  2. 2Secure and seal the specimen container.
  3. 3Label with patient name, submitter accession number, and procurement date.
  4. 4Place container in resealable biohazard bag.
  5. 5Add absorbent material.
  6. 6Place requisition and supporting documentation in the outside pouch.
  7. 7Place biohazard bag in Vitro-provided foam with ice packs if shipping.
  8. 8If courier pickup is used, specimen and requisition may remain in the biohazard bag.
  9. 9Place foam in the outer Vitro Box.
  10. 10Apply required biohazard or infectious disease labels.
  11. 11Refrigerate until pickup or transport.

Submission Criteria

Materials and Criteria for IHC and FISH

  • Unstained microscopic slides, including smears, may be submitted for IHC and FISH.
  • Tissue sections should be placed on charged plus slides or Probe-On Plus slides.
  • Proper slide type helps prevent tissue loss during analytical processing.
  • Label slides with referring accession number, related accession numbers, and block sublabel when applicable.
  • Ensure slides are dry before packing.
  • Place slides in sturdy top-loading slide holders.
  • Use adequate packing material to prevent rattling.
  • Tape slide holders closed.
  • Include requisitions and supporting documentation.

Printable Reference

Need a Printable Reference?

Download a specimen handling and shipping guide for use by your office, laboratory, or specimen submission team.

Printable guide coming soon

Related Client Services

Continue Your Client Workflow

Requisition Forms

Download the appropriate requisition forms for specimen submission.

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Specimen Collection Kits

Review kit contents and request collection and transport supplies.

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Request Specimen Pickup

Submit facility pickup details for logistics and client service follow-up.

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New Client Resources

Review onboarding steps, portal guidance, and startup resources.

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Client Portal

Access Vitro's secure portal for ordering, results, and workflow communication.

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