Instructions for sending samples and Forms

Samples can be delivered to the counter of the Acceptance and Checking Department of the central headquarters or of the outlying centres of the Istituto Zooprofilattico Sperimentale dell'Abruzzo e del Molise G. Caporale (IZS A&M) which are distributed through the territory of Abruzzo and Molise, from Monday to Friday from 08.00 to 13.00 and from 15.30 to 17.30, and on Saturday from 08.00 to 12.00.

It is essential when handling and packing samples to follow the hygienic and sanitary rules necessary for avoiding contamination of the sample and, in the case of biological risk, to follow the safety regulations, to avoid possible dangerous contamination during transport and delivery ( Ministero della Salute - Circolare 8 maggio 2003 n.3).

The samples must be accompanied by the relative application  (Form) , positioned externally to the container, indicating clearly: date of sampling, details of owner (including address and company code if applicable), type of sample (matrix), identifying details of matrix, case history, tests required. The application must be signed by the requesting doctor with a legible signature and stamp. The acceptance staff will assess the suitability of the sample on the basis of the analyses requested and the type of sample sent.

Blood samples

• Serological tests. In VACUTAINER ®   test tubes: not haemolyzed with coagulate; serums at refrigeration temperature or frozen;
• Haemoparasites. In VACUTAINER ®   test tubes: with anticoagulant (EDTA) added, delivered within 72 hours of sampling;
• Chemico-clinical parameters. In VACUTAINER ®   test tubes: not haemolyzed with coagulate; serums at refrigeration temperature delivered within 24 hours of sampling; frozen serums. For determination of glycaemia, delivered within 3 hours of sampling if the blood is with coagulate, otherwise, at refrigeration temperature;
• Haemochromocitometric tests. In VACUTAINER ®   test tubes: with anticoagulant (EDTA) added, at refrigeration temperature, delivered within 24 hours of sampling;
• Determination of genotype. In VACUTAINER ®   test tubes: with anticoagulant (EDTA) added, delivered within 3-4 days of sampling, at refrigeration temperature;
• Bacteriological or virological tests. In VACUTAINER ®   test tubes: with anticoagulant (EDTA or lithium heparin) added, at refrigeration temperature, delivered immediately after sampling.

Organ and tissue samples

• Bacteriological tests. In sterile, hermetically-sealed containers, at room temperature, delivered within a few hours of sampling;
• Histological tests. In hermetically-sealed containers, collected within the same day, at refrigeration temperature or fixed in neutralized formalin in a quantity equal to 10 times the volume of the matrix to be tested (the matrix must be divided into fragments of about 1-2 cm with a thickness not more than 5 cm), do not send frozen material;
• Virological tests. In sterile, hermetically-sealed containers, at refrigeration temperature, delivered within 24 hours of sampling, otherwise, at freezing temperature;
• Transmissible spongiform encephalopathy (TSE) (elongated marrow - obex). In hermetically-sealed containers, at refrigeration temperature, delivered within 48 hours of sampling. For assessment of the contamination of the meat with central nervous tissue (swab of meat): in hermetically-sealed containers, at refrigeration temperature, delivered within 5 days of sampling.

Faeces and urine

• Bacteriological and parasitological tests. In hermetically-sealed containers, sterile for bacteriological research, delivered at refrigeration temperature.
  Virological tests. In sterile, hermetically-sealed containers, at refrigeration temperature, delivered within 24 hours of sampling, otherwise, at freezing temperature.

Swabs and washes

• Virological tests. In sterile, hermetically-sealed containers, at refrigeration temperature, in transport medium for cellular cultures or in physiological solution with the addition of antibiotics, delivered within 24 hours of sampling, otherwise, at freezing temperature;
• Bacteriological tests. In sterile hermetically-sealed containers, at refrigeration temperature, in transport medium;
• Contagious equine metritis (CEM) (equine urethral or utero-vaginal swabs). In sterile, hermetically-sealed containers, in transport medium with active carbon, delivered within 48 hours of sampling, otherwise, within 2 hours in the absence of transport medium;
• Search for Trichomonas sp. (bovine preputial and vaginal wash). In sterile, hermetically-sealed containers, at room temperature or refrigeration temperature, in transport medium, packed in aluminium foil or protected from light, delivered within 24 hours of sampling, otherwise, within 2 hours in the absence of transport medium .

Biological liquids (urine, exudates, transudates)

• Bacteriological tests. In sterile hermetically-sealed containers, at refrigeration temperature, delivered within 24 hours of sampling;
• Virological tests. In sterile, hermetically-sealed containers, at refrigeration temperature, delivered within 24 hours of sampling, otherwise, at freezing temperature.

Animal carcases

• Anatomo-pathological tests. In sealed containers or bags, delivered a short time after death .

Equine seminal fluid   

• Virological tests. In hermetically-sealed containers, in minimum quantity of 20 ml, at refrigeration temperature, delivered within 24 hours of sampling, otherwise, frozen. 

Live animals

In particular cases, after prior agreement with the Laboratory, it is possible to deliver live animals with obvious symptoms. In these cases the animals undergo a clinical visit and, if necessary, samples are taken. If it is considered that there is a danger of transmission of infectious disease, the animals are not returned to their owner, and the competent Local Health Authority for the area is notified.

Samples of human origin

Must be accompanied by a request by the doctor attesting the absence of infectious diseases (HIV, hepatitis etc.). The external packaging must state the information indicated in  Circolare 8 maggio 2003 n.3 del Ministero della Salute

The request for the isolation of strains for preparing herd vaccines and autovaccines must be accompanied by the  herd vaccine/autovaccine form, which must accompany the animal carcase or pathological material.

The samples must be delivered in the shortest possible time from sampling, and must comply with the storage temperature specified by the relevant legislation. To verify the transport temperature, the refrigerators used must contain a bottle of ethylene glycol for refrigerated samples or alcohol for frozen samples. The measurement is made by the Department's acceptance and checking staff in the presence of the client, who must remain for the time necessary for the completion of delivery and verification.

The staff of the Acceptance and Checking Department verify the fulfilment of the sampling criteria required by the specific legislation in force for the various types of foodstuffs.

[ Standard procedure for measuring the temperature . Insert the sensor of a certified thermometer into the refrigerator containing the sample. Take the reading of the temperature on the display after three minutes or after the temperature has stabilized. Record the temperature value measured on the appropriate form].

Unsuitable samples are disposed of 10 days after delivery if they have not been retrieved by the applicant.  

A sample is not suitable if:

• during the period between sampling and delivery, it has undergone alteration which makes it unsuitable for the tests requested;
• it has not been taken in accordance with the relevant regulations;
• it has not been suitably identified and packed;
• it is not accompanied by the specified documentation;
• its documentation does not state the details requested;
• it does not comply with the specific requirements for the tests to which it is to be subjected.

Samples which are not delivered with the required documentation are not sent to the laboratory, but kept in the acceptance and checking Department until the missing documentation is received or duly completed.

Reporting times are determined in relation to the investigation required, on the basis of the number and type of samples delivered and the centre which will carry out the test.

To find out the reporting times for the investigation, the client can contact the acceptance and checking Department at the centre where the samples were delivered.