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Submission Guidelines

Who can submit specimens for testing?

  • Primary testing: Local County Health Department STD Clinics may submit for primary testing of syphilis. Call the laboratory at 518-486-3845 for consultation on non-syphilis testing.
     
  • Confirmatory Testing: Syphilis testing will be performed upon approval of your local county health department or consultation with the laboratory. For all other cases, please refer to the Communicable Disease Reporting Guidelines 2016 published by the New York State Department of Health/New York City Department of Health and Mental Hygiene.

Primary Testing Supplies

Syphilis shipping kits contain Infectious Disease Requisition (IDR), serum separator tubes (SST) and shipping materials. The submitter must provide the sterile, twist top tube for CSF VDRL requests. Non-syphilis shipping kits also contain Infectious Disease Requisition (IDR) and shipping materials, but the submitter must provide their own specimen tube. Serum for serology tests will be performed by the Diagnostic Immunology Laboratory while EDTA for PCR tests will be performed by other Wadsworth Center Laboratories. The Diagnostic Immunology Laboratory will forward PCR specimens to the appropriate laboratory if submitted with a SST. No kits are provided for confirmatory testing. Call the Wadsworth Center Order Desk at 518-474-4175 for our shipping kits and please allow enough time for processing.

Specimen Collection and Storage

  1. Obtain blood specimens (red top/SST or equivalent tube) aseptically using approved venipuncture techniques by qualified personnel.
  2. Allow specimens to clot at room temperature and then centrifuge.
  3. Transfer serum to screw-top, plastic tubes and store at 2 – 8°C before shipment.

Serum is the preferred specimen source for all serologic testing. Plasma is acceptable for a very limited number of tests (please call for prior approval). Acute serum should be collected at the onset of symptoms. Convalescent specimens should follow 2 to 4 weeks later. Paired sera will be tested together. Lipemic, hemolyzed, or contaminated sera may cause erroneous results and should be avoided as should repeated freeze-thaw cycles. If specimens are frozen prior to shipment, send them frozen. CSF should be sent in screw-top, plastic tubes. If PCR is requested for the Viral Encephalitis/Meningitis Program panel it must be frozen and shipped on dry ice to the Viral Encephalitis Laboratory (VEL) first. Refrigerated CSF is acceptable for a limited number of serologic tests. Please see detailed collection and shipping instructions for VEL. Unfrozen CSF samples may be rejected for PCR so please call if there are any questions regarding shipping. Specimens for serology will be forwarded to Diagnostic Immunology (DIL) from the VEL. Please state the preferred testing (PCR or serology) if the volume of CSF is under 1mL. Serum specimens accompanying CSF may be shipped together. VEL will forward serum to DIL for the serology testing.

Submission

If you have access to the Health Commerce System (HCS) and the Clinical Laboratory Information Management System (CLIMS), follow steps below:

  • Log onto the Health Commerce System (HCS)
  • Select 'CLIMS'
  • Select 'Remote Order'
  • Click on the tab that indicates the type of sample you would like to submit: human, animal, environmental, etc.
  • Fill in the screens, ‘Place the Order’, print form and submit with specimen.

This method provides many advantages over paper submission including specimen tracking, notification when results become available, online access to results and access to testing catalog. Should you encounter difficulty, please access the Reference Guide in the Remote Order application or contact CLIMS.

Note: If you are from a licensed clinical laboratory with a valid PFI number or county or regional health department your HIN/HCS coordinator can grant you access to CLIMS (and create your HCS account if needed). For all other access, the Request for Access to the Wadsworth Center Laboratory Information Management System (CLIMS) form must be completed, signed and faxed to (518) 474-8140 or (518) 473-1326.

If you do not have access to HCS/CLIMS, complete this form, print and send with the specimen. If necessary, a Non-permitted Laboratory (NPL) form must be completed for each Non-CLEP certified test. 

Shipping

Ship Monday through Thursday, excluding days preceding holidays. Include a cold pack for serum, plasma and CSF intended for serology only and include dry ice for CSF intended for PCR then serology. Shipping addresses appear on the right hand side of all Diagnostic Immunology web pages.

Rejection Criteria

The specimen will be rejected if:

  • The patient identifier on the specimen does not match that on the IDR
  • There is evidence of microbial contamination, excessive hemolysis or lipemia
  • There is insufficient volume for testing:
    • Less than 1.0 mL CSF for serology
    • Less than 1.0 mL plasma
    • Less than 1.0 mL serum