Practical Guide to Specimen Handling in Surgical Pathology Authors: Robert Lott, Janet Tunnicliffe, Elizabeth Sheppard, Jerry Santiago, Christa Hladik, Mansoor Nasim, Konnie Zeitner, Thomas Haas, Shane Kohl, Saeid Movahedi-Lankarani Practical Guide to Specimen Handling in Surgical Pathology AUTHORS: Robert Lott, Janet Tunnicliffe, Elizabeth Sheppard, Jerry Santiago, Christa Hladik, Mansoor Nasim, Konnie Zeitner, Thomas Haas, Shane Kohl, Saeid Movahedi-Lankarani INTRODUCTION In spite of the abundant guidelines and recommendations published for specimen handling and testing in a clinical pathology laboratory, relatively little literature is available for guidance of specimen handling in a surgical pathology laboratory. This document does not relate to cytologic or clinical pathology samples. The following comprehensive table is intended to serve as a general guideline for proper specimen handling from the time it is taken from the patient to the time a completed slide of the specimen is given to a pathologist for interpretation. DISCLAIMER: This document was created by members of the CAP/NSH Histotechnology Committee and is intended to serve as a guideline ONLY and NOT AN absolute recommendation for specimen handling. Each laboratory is advised to use these guidelines as a starting point and modify certain parameters to fit state and local institutional requirements, as appropriate. Regulatory references, standards, and CAP checklist items cited in the guideline are current at the time of publication of this version of the guideline. It is recommended that the user confirm all references used are the latest version available. The use of the information contained in this guideline does not guarantee compliance with the CAP accreditation requirements or regulations from other accrediting organizations. Some information may be different or more stringent than the published CAP Checklists. It is the intent of the CAP/NSH Histotechnology Committee to update this document every 2 years or when required and have the updated version of the document available to members on the College of American Pathologists (CAP) and National Society for Histotechnology (NSH) websites. 1 Version: 9.0 Revised: April 2020 Table of Contents: Part I – Specimen Collection and Handling A. Patient Identification ………………………………………………………………… pg. 4 B. Proper Labeling ……………………………………………………………………... pg. 5 C. Transport Media …………………………………………………………………….. pg. 7 D. Completion of Requisition …………………………………………………………. pg. 10 E. Recommendations for Tissue Collection and Handling ………………………… pg. 17 F. Accessioning ………………………………………………………………………... pg. 26 G. Handling prior to Gross Examination ……………………………………………... pg. 27 H. Intra-operative Consultation ……………………………………………………….. pg. 29 Part II – Laboratory Processes A. Guidelines …………………………………………………………………………… pg. 32 B. Tissue Cassette Identification …………………………………………………….. pg. 38 C. Fixation Parameters ……………………………………………………………….. pg. 39 D. Processing ………………………………………………………………………….. pg. 46 E. Embedding ………………………………………………………………………….. pg. 52 F. Microtomy …………………………………………………………………………… pg. 53 G. Staining ……………………………………………………………………………… pg. 58 H. Coverslipping ……………………………………………………………………….. pg. 71 2 Version: 9.0 Revised: April 2020 VERSION REVISION DATE REVISION 1. Addition of disclaimer on cover page 2.0 November , 2013 2. Addition of version control 3.0 November , 2014 1. Revised per comments received from CAP Chair review 1. Updated references – CAP Checklists: ANP, COM, GEN , 4-21-2014 4.0 January, 2015 2. All references reviewed 3. Table of contents added 5.0 September, 2015 1. Updated to reflect LAP Committee 2015 Checklist changes 6.0 November, 2015 1. Updated to reflect corrected formalin solution to tissue ratio with references 7.0 September, 2017 1. Updated to reflect August 21, 2017 CAP Checklist edition changes 1. Updated to reflect August 22, 2018 CAP Checklist edition changes 8.0 September, 2018 2. Updated to reflect review of all references 1. Updated to reflect June 4, 2020 CAP Checklist edition Changes 2. Updated to reflect review of all references 9.0 April, 2020 3. Updated Table of Contents 4. Updated Title Page and organizational logos 3 Version: 9.0 Revised: April 2020 PART I I. SPECIMEN COLLECTION and HANDLING Related CAP Checklist Requirements Guideline Section Statement 2018 Edition Additional References Collection and Handling A. Patient Identification • Patient is to be identified in a manner that respects patient privacy with respect to Laboratory General Checklist, GEN.41303 - their medical records and medical data. Patient Confidentiality Laboratory General Checklist, GEN.40490 - • Patient's identity must be verified at the time of specimen collection. Patient Identification Laboratory General Checklist, GEN.40491 Health Insurance and Portability and Primary Specimen Container Labeling • At least two acceptable patient-specific identifiers are required for patient Accountability Act (HIPAA). identification: Clinical Laboratory Standards Institute o Full name CLSI - GP33A, Accuracy in Patient and o Assigned identification number e.g. health record / master index number Sample Identification; 2011: Vol. 30 o Date of birth No7. o Photo on government issued or other photo ID card, such as driver's license o Other specific personal identifiers International Standard ISO 15189:2012 - Medical Laboratories; section 5.4 - Pre-examination Processes 4 Version: 9.0 Revised: April 2020 Collection and Handling B. Proper Labelling • Specimen is labeled in the presence of the patient Laboratory General Checklist, GEN.40490 – Patient Identification • Specimen label must contain at least two patient-specific identifiers: Laboratory General Checklist, GEN. 40100 - o Full patient name Specimen Collection Manual Elements o Assigned identification number e.g. health record / master index number o Date of Birth • Customizable label elements – additional identifiers that are acceptable: Laboratory General Checklist, GEN. 40491 - Clinical Laboratory Standards Institute Primary Specimen Container Labeling o Patient gender CLSI – Auto12-A Specimen Labels: Content and Location, Fonts and Label o Accession or requisition number Orientation: 2011: Vol. 31 No7. o Ordering physician o Source of specimen (e.g. skin) o Site of specimen (e.g. left side of chest) • Standardized format for label information should be implemented. o Last name, first name All Common Checklist, COM.06100 – Brown RW, Della Speranza V, Alvarez Primary Specimen Container Labeling JO, et al. Uniform labeling of blocks and o Date of Birth – DD –MMM- YYYY i.e. 12 MAR 1968 slides in surgical pathology: Guideline o Gender M, F, U ( unknown), T ( Transgender), I (Intersex) from the College of American All Common Checklist, COM.06200 - Pathologists Pathology and Laboratory Secondary Specimen Container Labeling Quality Center and the National Society • Written documentation developed for the correct positioning of the label on the for Histotechnology. Arch Pathol Lab collection container. Med. 2015;139(12):1515-24. o Do not attach label to the container lid (in whole or part) 5 Version: 9.0 Revised: April 2020 o Do not overlap label resulting in patient data being covered • Written documentation for the correction of labelling errors – to be followed when specimens cannot be replaced Laboratory General Checklist, GEN.40492 – Specimen Label Correction Laboratory General Checklist, GEN.40825 - Specimen ID • All subsequent labelling of patient samples (blocks and slides) must follow same patient-specific identifying process. Laboratory General Checklist, GEN.40491 - Primary Specimen Container Labeling • Submitted slides may be labeled with a single patient-specific identifier but two are preferred. Collection and Handling B. Proper Labelling • All parameters used for standard specimen labelling are to be followed. Laboratory General Checklist, GEN.40825 - Zarbo RJ, Tuthill JM, D’Angelo R, et al. Specimen ID The Henry Ford Production System: i. Barcoding and/or reduction of surgical pathology in- process misidentification defects by bar Radio Frequency • The unique specimen bar code or RFID label must be consistent across all code-specified work process applications: specimen container, requisition label, cassette and slide labels. Identification standardization. Am J Clin Pathol. 2009; 131:469-477. (RFID) • Barcode and RIFD specifications within a failure rate established by your facility Clinical Laboratory Standards Institute for patient care. CSLI – Auto02-A2 Laboratory Automation: Bar Codes for Specimen Container Identification: 2006: Vol. 25 • Barcode label stock or RFID chip validated to withstand chemicals and No 29. processing used for anatomic pathology specimens. 6 Version: 9.0 Revised: April 2020 • Bar coding and/or RFID documentation must be validated and maintained. • Automatic identification scanning equipment is validated for accuracy and resistant to chemicals used for anatomic pathology handing. • If used for specimen chain of custody tracking, the barcode or RFID tracking system must have intelligent location capabilities. Collection and Handling C. Transport Media • Collection, handling and submission procedures must be made available to all Laboratory General Checklist, GEN.40100 - Clinical Laboratory Standards Institute health care workers involved in the collection, labeling, submission and transport Specimen Collection Manual Elements CLSI – GP33A, Accuracy in Patient and i. No media / saline of specimens to the pathology laboratory. Sample Identification;