Labelling specimens in pathology is crucial for proper workflow and accurate lab results. Path labs are fast-paced and require efficient work zones. If you want to run a successful and productive lab, you need to ensure correct labelling practices.

Errors in labelling specimens can lead to many issues, such as:

• failure to provide immediate and effective care for patients
• blood transfusion errors
• wrong and delayed diagnoses
• losing money and resources
• additional lab testing, wasting significant time for medical facilities and patients

As a leading biology lab supplier in the UK, Blade Biological Ltd asked pathology experts to prepare a guide for labelling specimens. Keep reading for the dos and don’ts of labelling.

What Should You Include on a Specimen Label

Every laboratory has specific requirements for information that goes on a specimen label. Here we have listed some essential things that you need to add to all specimen labels:

• Collector’s ID
• Specimen types
• Patient’s full name
• Collection time and date
• Hospital number
• Medical record number
• Patient location
• Ordering physician
• Test required

Some other details you may need to include are:

• Storing methods
• Fluid and blood precautions
• Abnormal lab results
• Discard information

Things to Ensure When Labelling Specimens in Pathology to Avoid Errors

Label the Specimen Immediately

The worst mistake you can make when collecting a specimen is forgetting to label it. Whether the sample is being processed in the lab or comes directly from a patient, make sure you label it immediately to avoid unlabelled specimen collection. Without a label, pathology labs reject specimens which can create a risk to patients requiring immediate results and treatment. Patients will have to resupply a fresh sample for testing.

Don’t Use a Pen to Label a Specimen

It’s highly recommended to use a thermal-transfer printer with a smudge-proof resin ribbon when labelling specimens in pathology. Using a pen to label these specimens can cause the ink to run or smudge if it comes in contact with the samples. In situations where writing it by hand is necessary, opt for an alcohol-resistant marker.

Use Two Patient Identifiers

You can use two identifiers to avoid labelling errors. For example, add the patient’s full name, date of birth, specimen type, or medical record number. Confirm the label’s contents directly from the patient when taking a sample. This ensures it’s the correct test for the correct patient.

You should conduct periodic training and audits for the staff at your lab to ensure they are complying with specimen labelling standards and procedures. This minimises the chances of errors or inconsistencies.

Label the Specimen Directly

It’s important to label the vessel containing the specimen directly. Sometimes specimen collectors or handlers label the bag that contains the specimen or stick the label onto it. During specimen transportation, the label on the bag might get misplaced or smudged, leading to an unidentified sample. So, always label the specimen tube/vessel directly instead of labelling the bag. You can add an additional label to the bag if needed.

Implement a Barcode Identification System

It’s highly likely for your staff to misread handwritten labels, so make sure you incorporate a barcode ID system in your lab. These systems ensure accurate interpretation of specimens and patients and keep everyone on the same page.

You must also implement quality management protocols at the lab, so the staff follows all the crucial procedures when scanning these specimens and patient barcodes.  

Attach the Label Properly for the Barcode Scanner

The barcode on the specimen tubes needs identification before analysis, so keep the following things in mind when labelling them.

• Label straight along the tube’s length. Put the name at the top to ensure proper barcode scanning. Doing this also provides ample space to view the tube’s contents.  
• Stick the label as smoothly as possible without leaving bumps. Even the slightest wrinkle or bump can make it difficult to scan the barcode.
• Use the right-sized label. A bigger one will cover the tube’s lid and create scrunches, making the barcode illegible. It may also make the tube harder to open, damaging the contents of the label in the process.
• Don’t wrap the label horizontally or diagonally because the scanner may not be able to read the barcode properly. You may cover the barcode with the label. It may also make it difficult to process the sample depending on the machine or specimen type.

Double-Check the Labels

Before sending specimens to the lab, make sure to double-check if the information printed on the label matches the documentation and patient’s identifiers. Doing this immediately when collecting the sample will reduce the chances of mismatches. You should also check the sample type, tube used for collection, and cap to prevent damage during transference.  

Use Appropriate Labels for Sample Processing

• It’s crucial to use chemical-resistant labels for histology samples. Since these specimens are tested for histochemistry, the labels must be resistant to chemicals (eosin, haematoxylin, and xylene) and stains.
• Avoid using automated slide printers and use thermal-transfer printouts. The automatically labelled printouts aren’t resistant to harsh solvents. Thermal-transfer printouts can withstand strong chemicals and cryogenic storage better than inkjet, automated and laser printouts or handwritten labels.
• Samples stored and transported in cryogenic conditions require specific labels. They are coated with a special adhesive that resists low temperatures and long-term exposure to cryogenic conditions. Using generic labels can cause them to fall off the tube when exposed to liquid nitrogen (or dry ice).

Practising proper labelling in your lab ensures safety and accuracy. Any mistake can lead to significant issues for the staff, lab, and patients. Moreover, correct labelling keeps unnecessary costs down, preserves experimental materials and prevents hazards.

Blades Biological Ltd has 30 years of experience collecting, sourcing and supplying these products and has a thorough understanding of biology. We offer supplies such as microscope slide sets, owl pellets dissection mats, frozen specimens, bacterial cultures, and many other biological specimens and equipment along with their care sheets. If you need more details or want to buy something, explore our products here or contact us.