OREGON STATE PUBLIC HEALTH

LABORATORY

COURIER SYSTEM
HANDBOOK

COURIER SYSTEM
Welcome to the Oregon State Public Health Laboratorys (OSPHL)
Courier System. This handbook contains information about the
Courier System and preparing your specimens for transport using
the OSPHL Courier System.

TABLE OF CONTENTS
TAB 1: SOP- Contains the Procedure for Transporting
Specimens Using the OSPHL Courier System. The procedure outlines
the entire process from labeling your specimen to transferring your
container to the courier. An initial supply of the site identification labels
described in the procedure is in the center pocket of this
handbook.
TAB 2: Contact & Supply Information- Contains contact phone numbers for
Courier System questions and a copy of the Stockroom Order Request
form used to order specimen collection supplies, transport
supplies and request forms.
TAB 3: Schedule- Contains schedule information including pick up times.
PLEASE NOTE THAT YOU WILL RECEIVE PRIOR NOTIFICATION
OF ANY SCHEDULE CHANGES INCLUDING HOLIDAYS VIA
NOTICES PLACED IN YOUR TRANSPORT CONTAINER WHEN IT
IS RETURNED TO YOU. BE SURE AND CHECK YOUR
CONTAINER EACH TIME IT IS RETURNED.
TAB 4: Training Material- Contains the handouts for a Power Point training
presentation. You can use this for review or to train new staff. A CD
of the Power Point presentation is in the back pocket of this handbook.

PROCEDURE FOR TRANSPORTING SPECIMENS USING

THE OSPHL COURIER SERVICE

OBJECTIVE: To assure that laboratory specimens shipped using the

OSPHL courier service are appropriately tracked during the entire transport
and receipt process.
PROCEDURE:
1. Collect and label your specimen. Each specimen must be labeled with
two unique identifiers.
i. Patient name or anonymous ID code;
ii. Specimen bar code label from the test requisition form.
You may use your own label for the patient name or use the bar code
label from the bottom of the test requisition form which has a space for
you to write in the patient identification (PT ID).
2. Place the bar code label lengthwise on the specimen tube. The label
should read left to right and bottom to top.

3. Be sure and leave a window so that the level of the container contents
can be seen.

When using the urine Chlamydia transport tube, the black fill lines must be
left visible.

If your facility uses its own label to identify specimens, this label must
remain visible when applying the bar code label. The placement of the
bar code label is critical to the operation of testing instruments and
ensures the identification of specimens during testing.

Each specimen must have a bar code label from the

requisition form on it.
4. Complete the test requisition form filling in all the shaded boxes (see
Attachment 1 A-D for examples of all forms). Depending on the form and
information required for testing this may include:
Patient Name or Unique Identifier
Date of Birth (age is no longer an acceptable identifier)
County of Residence or Zip Code
Date of Collection
2

 Gender
Submitter Code
Address for Receiving Results
Authorized Ordering Clinician
Contact Name and Phone Number in case OSPHL has questions
Specimen Source
Test ordered- Some tests require additional information e.g. the
reason for test for hepatitis testing; for Quantiferon the collection
time is required.
5. Prepare the Transport Manifest (Attachment 2):
a. Use one manifest for each day of shipping. If you need more than
one manifest sheet per day, number each page in the space provided
at the bottom of the manifest and staple together.
b. Enter the shipping date in the space provided on the manifest.
c. Place one of the site ID bar codes, provided in your training manual,
in the space labeled Facility Name of each manifest sheet. It is all
right to cover the Container Number area.
d. Enter the name and phone number of the person OSPHL would
contact with questions about the shipment in the space provided.
Save a copy of the manifest for your records if you wish.
6. Prepare specimens for shipping. NOTE: See special instructions
below for locations whose specimens are transported by air.
a. Place one bar code from the bottom of each test requisition, on the
Transport Manifest, on the lines provided in the Item Bar Code
columns. See Attachment 2.
b. Place the specimen container(s) from only one patient in the provided
biohazard specimen bag along with one absorbent pad as shown
below.

c. Fold the test requisition for that specimen in half and place it in the
outer pocket specimen biohazard bag with the top of the test
requisition facing out as shown above. Leave all unused bar codes
on the test requisition. They will be used at OSPHL.
7. Check the handling instruction for each specimen, especially the
transport temperature. Information is available at the OSPHL website
http://www.oregon.gov/DHS/ph/phl/ under Quick Reference. For
example, specimens such as Quantiferon must stay at room
temperature and Mumps or Rubeola specimens must stay frozen.
Consult Attachment 3 to determine how to prepare the insulated inner
container of the Tranport Container.
PLEASE CALL THE OSPHL COURIER CONTACTS LISTED IN YOUR
MANUAL IF YOU HAVE ANY QUESTIONS INCLUDING TRANSPORT
TEMPERATURE REQUIREMENTS. THE OSPHL COURIER CONTACTS
WILL ALSO HELP MAKE SPECIAL ARRANGEMENTS TO TRANSPORT
SELECT AGENTS OR CATEGORY A SPECIMENS.
Special Instructions for Air Transport Sites:
a. Place one bar code from each test requisition, on the transport
manifest, on the lines provided in the Item Bar Code columns.
b. Place specimen inside the small biohazard specimen bag along with
the absorbent material and seal the bag.

c. Place sealed bag in the metal mailing container pictured below and
screw on the top.

d. Place the sealed metal container in the larger biohazard specimen bag
pictured below and seal the bag.

e. Fold the test requisition in half and place it in the outer pocket of the
larger biohazard specimen bag so that the top of the requisition is visible
as shown above.

8. Prepare the Transport Container:

Insulated Inner
Container

a. Prepare the transport insulated inner container for the temperature

requirements of the specimens being transported as detailed on the
chart in Attachment 3. There are two insulated inner container which
can be used for different temperature ranges in case you have
specimens with different transport temperatures, e.g. blood tubes
which require 2-8 C (35.6-46.4F) and Quantiferon tubes which
require room temperature 17-27C (63-81 F).
Please note that we will occasionally ask you to include a
temperature sensing device so that we can ensure that
specimen integrity is being maintained.
b. Place all specimens that have been prepared as detailed above and
the completed manifest which has been placed in the outer pocket of
an empty biohazard specimen bag, into the transport insulated inner
container. Put the lid on the insulated inner container and close the
cardboard box.
6

c. Place the Transport Manifest in the outer envelope of an empty

specimen biohazard bag and place in the insulated inner container
along with your specimens.
d. Close the red outside shipping container. Do not tape. The Velcro
will keep it closed during transport.
e. Remove the laminated address card from the shipping sleeve on the
upper left corner of the shipping container. Reverse the address card
so that the address for the OSPHL shows and place the card back in
the sleeve.
9. The courier will scan in the bar code on the laminated address card and
connect it with the pick up location using GPS allowing the specimen to
be tracked until it is received at OSPHL.

ATTACHMENT 1A: HOW TO COMPLETE THE VIROLOGY

TEST REQUEST FORM

Use to
label
specimen
container.

Use for
manifest. Leave
all unused bar
codes on form.

ATTACHMENT 1B: HOW TO COMPLETE THE GENERAL

MICROBIOLOGY REQUEST FORM

Use to label
specimen
container.

Use for Manifest.

Leave all unused
bar codes on form.

Attachment 1 C:HOW TO COMPLETE THE CHLAMYDIA TEST REQUEST FORM

Region X-IPP requires additional patient information.

All information
in the area
outlined in blue
is required by
the laboratory
to perform
testing.

These fields
must be
completed
for billing.

Use to
label
specimen
container.

Use for
Manifest.
Leave all
unsued
bar codes
on form.

ATTACHMENT 1D: The Boxes indicate the information required by the

Laboratory to perform testing.
PEMS requires the additional patient information.

Date of
Collection

Date of Birth
or Age

Specimen
Source

County of
Residence
or Zip Code

Site ID &
Submitter
Information

Contact
Name
&
Phone #

Test Ordered

Use to label
specimen
Container.

Use for Manifest.

Leave all unused
bar codes on
form.

ATTACHMENT 2: HOW TO COMPLETE THE TRANSPORT MANIFEST

Enter Date
your shipping
container will
be picked up

Place your site

label here. It
is OK to cover
Container #
area.
Enter name of
your sites
contact person
and their
phone #.
Place one bar
code for each
specimen being
shipped from
each individual
request form. In
this case 3
different
specimens are
being shipped.
Enter page # if using
more than 1 page.

ATTACHMENT 3: PREPARING THE INNER

COMPARTMENTS OF THE TRANSPORT CONTAINER
For Refrigerated specimens:

Add 2 frozen gel packs to one of the inner compartments.

Place 4-6 paper towels on top of the gel packs.
Place the specimens requiring refrigerated transport on
top of the paper towels.

For Room Temperature specimens:

Place the room temperature specimens in one of the inner
compartments. No special packaging is required.

For Frozen Specimens:

Place the completely Frozen specimens in one of the

inner compartments.
Add enough dry ice for your transport time.
Dry ice weight can not exceed 5.5 lbs or 2.5kg.
Label the front of container as shown below.
A set of labels (2) can be found in the front pocket of the
handbook.

For Rabies specimens:

Please do not use the regular transport container. Use a separate
container and follow the direction as stated in the Guide to Service for
Rabies transport. http://oregon.gov/DHS/ph/phl/docs/rabies.pdf
Please notify OSPHL before shipping.

Bordetella pertussis specimens:

Contact the Microbiology department for special collection & transport
instructions. (503-693-4100)

For Additional Information:

Please call the Oregon State Public Health Laboratory.
Phone 503-693-4100

c. Place the Transport Manifest in the outer envelope of an empty

specimen biohazard bag and place in the insulated inner container
along with your specimens.
d. Close the red outside shipping container. Do not tape. The Velcro
will keep it closed during transport.
e. Remove the laminated address card from the shipping sleeve on the
upper left corner of the shipping container. Reverse the address card
so that the address for the OSPHL shows and place the card back in
the sleeve.
9. The courier will scan in the bar code on the laminated address card and
connect it with the pick up location using GPS allowing the specimen to
be tracked until it is received at OSPHL.

Oregon State Public Health Laboratory

Courier Contact List
To Report a Problem or Add a pickup:
Sarah Humphrey
Client Services Coordinator
Phone 503-693-4124
sarah.m.humphrey@state.or.us
OSPHL Main Desk
Phone 503-693-4100

For office closures & weather emergencies:

Senvoy Courier Inc.
Phone 503-234-7722

For After Hours Emergencies:

Phone 971-673-1111

August 2009

OSPHL Courier Pickup Schedules

Portland Metro Area..Clients in Portland, Oregon City, Clackamas,
Beaverton, Tigard & Hillsboro
Pickup Time: 8:30 11:30 AM
Drop to OSPHL by 4:00 PM
Outer Area Transport.All Other Clients
Pickup Time: 2:30 5:00 PM
Drop to OSPHL by 7:30 AM next morning

Saturday OSPHL Drop at 9:30 AM

(See the enclosed site specific pickup schedule for more detail)

Holiday Closures
The Courier Service will NOT pickup specimens on state holidays.
Clients will be notified in advance of changes to pick up schedule.
Be sure to check transport containers for notices each time your
containers are returned.

August 2009

OREGON STATE PUBLIC HEALTH LABORATORY

STOCKROOM ORDER REQUEST
INSTRUCTIONS: Please fill out completely. Be sure to use your street address. Orders cannot be shipped
to a P.O. Box. For questions only call 503-693-4114. Write legibly and use numerals (1,2,3..) to indicate the
number of collection kits or supplies that you are requesting. Please keep in mind that some supplies have
expiration dates when determining the quantities in your order.
FAX COMPLETED FORM TO 503-693-5600
_____________________________________
Facility Name
_____________________________________
Street Address

____________________________
___________________
Telephone #
Date
_______________________
____________ __________
City
State
Zip Code

Your Submitter Code #________________

Contact Name: _________________________

All collection kits contain the appropriate request form, specimen transport container, specimen bag, absorbent and
media or specimen collection device if necessary.
Collection Kit:

Form
#

# of Kits

Chlamydia:

Quantity

Media Only
Enteric Stool (Cary Blair)

Unisex (Endocervical/urethral swab)

8351

Ova & Parasites (Formalin)

Urine

8351

Ova & Parasites (PVA)

Vaginal Swab

8351

Pertussis (Regan Lowe)

Enteric Swab (Cary Blair)

HIV Oral Fluid (CTS Sites Only)
HIV Serology
Immunology (Hepatitis, HIV, Serology)
Ova & Parasites (Formalin)
Ova & Parasites (PVA)
Pertussis (LHD & Study only)

60
44
44
42
60
60
60

Courier Supplies
Gel Packs
Sample Bags with pockets & absorbent
Site Labels
Transport Manifest (Tablet of 25)

TB
Sputum, NAAT(Respiratory Specimens

60

Miscellaneous

60

6 ml Vacutainer Tubes (Red- 100/box only)

only)

Quantiferon
Virus Isolation & Identification:
Stool
Respiratory & other:
Nasopharyngeal swab
Regular swab
Water Microbiology Exam:
Public Drinking Water
Environmental Water
Forms Only
CDC Test Request
Chlamydia (triple sheet/multi color)
Environmental Water
General Microbiology (Red)
HIV-1 (CTS form-Pink)
Rabies (White)
Stockroom Request
Virology/Immunology (Green)

Viral Transport
Quantity

Blue (Water Only) Mailing Containers

42
Air Transport Sites/Metal Containers
Additional Requests:

42
42
50
01
Form
#
50-34
8351
01
60
44
51
71-54
42

For OSPHL use only:

Date Received:_________________
Quantity

Filled by: _____________________

Reviewed by: _________________
Mailed by:____________________
Form 71-54 (8/2009)

OSPHL Courier Weekly Pickup Schedule

Facility Name
Baker County Health Dept
Benton County Health Dept
Benton County / Lincoln Health Ctr
Benton County / Monroe Health Ctr
Benton County / East Linn Health
Clackamas Public Health Dept
Clatsop County Health Dept
Columbia Health District
Coos County Public Health
Crook County Health Dept
Curry County Health Dept
Deschutes County Human Serv
Deschutes County / Redmond
Douglas County Health
Gilliam County Medical Center
Grant County Health Office
Harney County Health Dept
Hood River County Health Dept
Jackson County Human Services
Jefferson County Health Dept
Josephine County Public Health
Klamath County Health Dept
Lake County Public Health Office
Lane County Human Services
Lincoln County Human Services
Lincoln County / Community Health
Lincoln County / Community Health
Linn County Health Dept
Malheur County Health Dept
Marion County Health Dept
Marion County / Woodburn Location
Morrow County Health Dept
Multnomah County Health Dept
North Central Public Health
OutSide In Clinic
Oregon State University/Health
Planned Parenthood/Columbia
Planned Parenthood/Columbia
Planned Parenthood/Columbia
Planned Parenthood/Columbia
Planned Parenthood/Columbia
Planned Parenthood/Columbia
Planned Parenthood/Columbia
Planned Parenthood/Columbia
Planned Parenthood/SW Oregon

Street Address
City
Pick-up / Wk
Baker City 97814
M, W, F (3)
3330 Pocahontas Road
Corvallis 97339
M - F (5)
530 NW 27th Street
121 SE ViewMont Ave
Corvallis 97333
M, W, F (3)
610 Dragon Dr.
Monroe 97456
M & TH (2)
555 Twin Oaks Ave #A1
Lebanon 97355
M - F (5)
Oregon City 97045
On Call
1425 Beavercreek Rd
Astoria 97103
T, W, TH (3)
820 Exchange, Suite 100
St. Helens 97051
T, Th, F (3)
2370 Gable Road
North Bend 97459
M, W, F (3)
1975 McPherson #1
Prineville 97754
M, W, F (3)
375 NW Beaver St., Suite 100
Gold
Beach
97444
M, W, F (3)
94235 Moore Street
Bend 97701
M - F (5)
2577 NE Courtney
412 SW 8th Street
Redmond 97756
M,W,TH (3)
Roseburg 97470
M - F (5)
621 W Madrone
Condon 97823
On Call
422 N. Main
John Day 97845
Th (1)
528 E Main Street, Suite E
Burns 97720
W & F (2)
420 N Fairview
Hood River 97031
W & F (2)
1109 June Street
Medford 97504
M - F (5)
1005 E Main Street
Madras 97741
T , W & F (3)
715 SW 4th Street, Suite C
Grants Pass 97526
T & TH (2)
715 NW Dimmick Street
Klamath Falls 97601 M, W, F (3)
403 Pine Street
Lakeview 97630
M (1)
100 North D Street Suite 100
135 E. 6th Ave
Eugene 97041
M - F (5)
Newport 97365
On Call
36 SW Nye Street
Newport 97365
On Call
1010 Coast Hwy 101
On Call
4466 NE Devils Lake Blvd, Suite B Lincoln City 97367
Albany 97321
M - F (5)
315 4th Avenue SW
Ontario 97914
M & Th (2)
1108 SW 4th Street
Salem 97301
M - F (5)
3180 Center Street, NE, Rm 2100
Woodburn 97071
On Call
976 Pacific Hwy
Boardman 97818
101 Boardman Ave
T (1)
Portland 97204
M - F (5)
426 SW Stark Street 8th Floor
The Dalles 97058
T - F (4)
419 E. 7th Street, Room 100
Portland
97205
M
- F (5)
1132 SW 13th Ave
Corvallis 97331
M - F (5)
108 SW Memorial Place,Bldg.101
Portland 97206
M - F (5)
3231 SE 50th Ave
Portland
97212
M
- F (5)
3531 NE 15th Ave, Ste B
Gresham 97030
M - F (5)
501 NE Hood Ave, Ste 100
Clackamas 97015
T - F (4)
16068 SE 82nd Drive
Beaverton 97005
M - F (5)
12220 SW 1st, Ste 200
Salem 97305
M - F (5)
3825 Wolverine St, NE
McMinnville 97128
M - Th (4)
130 NW 6th St, Ste A
Bend 97701
M - F (5)
2330 NE Division St, Ste 7
Eugene
97402
M
- F (5)
1670 High Street

Planned Parenthood/SW Oregon

Planned Parenthood/SW Oregon
Planned Parenthood/SW Oregon
Planned Parenthood/SW Oregon
Planned Parenthood/SW Oregon
Polk County Health Dept
Portland State Office Bldg
Tillamook County Health Center
Tillamook County / Rockaway
Tillamook County / Cloverdale
Umatilla County Health Dept
Umatilla County / Hermiston Location
Union County Health Dept
Wallowa County Health Dept
Washington County Health Dept
Wash. County / Beaverton Location
Wash. County / Tigard Location
Wheeler County Health Office
Yamhill County Public Health

793 N. Danebo Ave

225 Q Street
160 NW Franklin Blvd
125 S Central, Ste 201
1532 Siskiyou Blvd
182 SW Academy, Suite 302
800 NE Oregon St. Ste 290
801 Pacific Avenue
276 S. Highway 101, Suite B
34335 S. Highway 101, Unit 2
200 SE 3rd Street
435 E Newport Street
1100 K Avenue
758 NW 1st
266 W Main St., MS-68
12550 SW 2nd Avenue
15296 SW Royalty Parkway
712 Jay Street
412 NE Ford Street

Eugene 97402
Springfield 97477
Grants Pass 97526
Medford 97501
Ashland 97520
Dallas 97338
Portland 97232
Tillamook 97141
Rockaway 97136
Cloverdale 97112
Pendleton 97801
Hermiston 97838
La Grande 97850
Enterprise 97828
Hillsboro 97123
Beaverton 97005
Tigard 97224
Fossil 97830
McMinnville 97128

W, TH, F (3)
M - F (5)
M - F (5)
M, W, F (3)
M, W, F (3)
M - F (5)
M - F (5)
M - F (5)
TH (1)
On Call
M & T (2)
TH & F (2)
M, W, F (3)
T & TH (2)
M - F (5)
M - F (5)
M,T,W,F (4)
On Call
M - F (5)