This guide is offered to our contracted courier companies and their drivers to help them safely and legally package and ship medical specimens to Mayo Medical Laboratories for testing.

Although this document makes many references to regulatory requirements, it is not intended to serve as a comprehensive training program for Department of Transportation (DOT) or International Air Transport Association (IATA) training requirements. We highly recommend that anyone involved in transporting medical specimens become familiar with the many governmental and airline regulations pertinent to these types of shipments. The US DOT Web site contains technical information about compliance with the Dangerous Goods regulations. These regulations apply to both ground and air transport. In addition, the IATA Web site provides information on airline requirements.

Various federal and international agencies have published rules and regulations that are available on the internet regarding the transportation of medical specimens. These include:

ICAO	International Civil Aviation Administration
IATA	International Air Transport Association
DOT	Department of Transportation
CDC	Centers for Disease Control
TSA	Transportation Safety Administration
FDA	Food and Drug Administration
OSHA	Occupational Safety and Health Administration
FAA	Federal Aviation Administration
WHO	World Health Organization

For more information, call Mayo Medical Laboratories at 800-533-1710 and ask to speak with a Transportation Specialist.

As regulations, methods, and packaging materials change over time, we urge the reader to obtain the most current information available when shipping medical specimens. Please refer to our Web site at www.mayomedicallaboratories.com.

Objectives

This guide has been developed to meet the following objectives:

• Provide instructions for packaging specimens
• Provide information about supplies
• Use as a tool for training additional staff members

Specimen Integrity

Specimens must be packed and shipped properly for accurate testing, which helps ensure that patients receive optimal treatment. A specimen may not be viable for testing if it becomes too cold or too hot. It may be necessary to collect another specimen from the patient, which may delay treatment. People’s lives may depend on our work.

Mayo Medical Laboratories’ goal is to ensure that all medical specimens arrive at the testing facility:

• At the correct temperature for testing
• Intact in the container, without breakage or leakage
• In the shortest possible time
• In compliance with all applicable regulations

This guide has been prepared to help couriers understand their role in accomplishing these goals. By following the guidelines for proper specimen preparation, packing, shipping, and documentation, couriers can comply with regulations and safely transport Mayo Medical Laboratories specimens.

Packaging Specimens

For convenience, biohazard color-coded by temperature bags are provided to you and client laboratories by Mayo Medical Laboratories:

Medical samples being transported to testing laboratories must be maintained at an appropriate temperature: ambient, refrigerate, or frozen.

• Refrigerate Bag – pink (T229)
• Ambient Bag – white (T027)
• Frozen Bag – yellow (T121)

Specimens must be separated by temperature, and each of these temperature bags must be packaged in a specific manner. Mayo Medical Laboratories provides a raspberry-colored shipping box which holds two Styrofoam (Styro) containers inside. Styro transportation coolers provided by Mayo Medical Laboratories have corresponding color-coded labels and contain appropriate labeling for dry ice and biohazards. One of the Styro containers holds the cool-packs needed to keep refrigerate/ambient specimens cool up to 48 hours.

Some specimens must remain at room temperature or they could be ruined. Examples of these are specimens needed for fertility and bone marrow tests. Mayo Medical Laboratories has provided special bone marrow containers to clients who ship these types of specimens. These containers must be placed at the top of the Styro to keep them away from the cold cool-pack.

All specimens must be shipped in a leak-proof container, regardless of transport temperature. The color-coded bags also contain material that can absorb the full liquid content of the specimen(s) placed inside.

The following pages provide couriers with detailed instructions for packaging specimens for shipping. This includes preparing the Styros, packing specimens at the appropriate temperature (refrigerated, ambient, and frozen), completing shipping documents, and shipping specimens. In addition, the guide includes information about shipping infectious substances, safety in the laboratory, and cleaning up leaks and spills.

Completing the Mayo Medical Laboratories Specimen Control Document
(Courier use only)

The following information needs to be filled out completely on the Specimen Control Document we provide for you:

Client Name

Account Number

Number of Frozen Bags

Number of Refrigerate Bags

Number of Ambient Bags

Other Material number and Description

Time of Pick Up

Client Initial

1. On the top section of the control document, on the specified line, print:
   • complete name of the courier company
   • date of the run
   • name of the person making the run
   • city and state
2. Fill in the Client name: the name(s) of the hospitals, clinics, or laboratories from which specimens were picked up.
3. Fill in the account number: Each client is given an account number by Mayo Medical Laboratories. If you do not know the account number, our Transportation Department can provide you with that information.
4. Mark down the number of bags you picked up for each temperature as well as any other material you may get, such as X-rays or envelopes.
5. Log the time you picked up the specimen(s) and have a lab employee initial the Specimen Control Document stating you have picked up everything.

"On-Call" Clients

Check with your dispatch department for any "on-call" clients who may have called in requesting a pick up. "On-Call" clients are those clients not on your regular daily route.

1. Determine the most efficient way to include the on-call clients into your scheduled route.
2. Add the on-call client information to the control document as you would for a regular pick up.

The Specimen Control Document is a two-part form. If you ship more than one box, please place a copy in each box. Also be sure to keep a copy for your records for future reference.

Preparing the Styros

Prepare to pack the refrigerated/ambient specimens in the same Styro. The lid of the Styro has a pink label to indicate Refrigerate Specimens and a white label to indicate Ambient Specimens. Specimens should be in temperature color-coded bags that should match the color of the label on the Styro lid. Put on gloves prior to placing the specimen bags into the Styros.

Packing Refrigerated Specimens

1. Place a cold cool-pack brick in the bottom of a Styro.
2. Place three to four paper towels (for insulation) over the brick.
3. Locate the refrigerated specimens and count the bags. Make sure all the bags have pink labels.
4. Record the number of refrigerated bags on the Specimen Control Document.
5. Open the lid of the refrigerated/ambient Styro. Remove any ambient specimens from previous pickups.
6. Insert the pink refrigerated specimen bags in the Styro. Place two paper towels over the refrigerated specimens, separating them from the ambient specimens. Replace the ambient specimens.
7. Immediately replace the Styro lid.

Packing Ambient Specimens

Use the same refrigerated Styro, however:

1. Locate the ambient specimens and count the bags. Make sure all the bags have white labels.
2. Record the number of ambient bags on the Specimen Control Document.
3. Open the lid of the refrigerated/ambient Styro and place three to four more paper towels over the top of the pink refrigerated bags (for further insulation).
4. Insert the white ambient specimen bags. Ambient specimens go on top of the refrigerated specimens, separated by paper towels.
5. Fill the remaining space inside the Styro with packing material such as paper towels or newspapers.
6. From November through March, also place a non-refrigerated cool-pack brick at the top of the Styro.
7. Immediately replace the Styro lid.

Refrigerate/Ambient Shipping Container
November through March

Diagram 1a

Refrigerate/Ambient Shipping Container
April through October

Diagram 1b: Frozen cool pack helps keep specimens from becoming too warm

Reminder – Do not use dry ice to freeze the cool pack; if dry ice is your only option, then remove the cool pack from the dry ice three hours before use.

Packing Frozen Specimens

1. Prepare the frozen Styro. The lid of the Styro will have a yellow label to indicate frozen specimens.
2. Locate the frozen specimens and count the bags. Make sure all the bags have yellow labels.
3. Record the number of frozen bags on the Specimen Control Document.
4. Open the lid of the frozen Styro and place a 2-inch layer of dry ice in the bottom of the frozen Styro. To avoid burns, always wear cloth gloves and safety glasses when handling dry ice.
5. Insert the yellow specimen bags on top of the dry ice. Add bags only up to the line marked on the yellow sticker inside of the Styro. Cover them with more dry ice. Do not overfill, leaving enough room at the top to put the lid on securely.
6. Immediately place the yellow-labeled "Frozen" cover onto the Styro.

Under normal conditions, 5 lb, or 2.2 kg, of dry ice will keep the specimens frozen until they arrive at the laboratory.

Frozen Shipping Container

Diagram 1c

Reminder – Do not fill the frozen Styrofoam shipping container too full of specimen bags. Leave room for dry ice on top of the topmost specimen shipping bag and make sure the Styrofoam lid fits tightly. On passenger aircraft, such as Northwest or American, put 2kg (4.4 lb) of dry ice in the Styro. FedExp or AirNet allow more, as there is a higher maximum weight for dry ice on a cargo aircraft.

Packing Stool Specimens

Mayo Medical Laboratories provides clients with special containers for stool specimens. We prefer that stool specimens be packed in these containers. Any substitute containers must have a screw cap and be leakproof. A special 10-lb Styro in its own box is used for shipping one or two stool containers. Large-volume stool containers must not be mixed with other specimens. They must be shipped in a separate Styro. Special stool containers may be located in the client’s freezer or refrigerator.

The procedure for packing stool containers is as follows:

1. After packing all other specimens, couriers should discard exam gloves, wash their hands, and prepare a 10-lb Styro out in the transport vehicle (if there are more than two stool containers to pick up, use both Styros in a full-sized double 10-lb box set.)
2. If the stool containers are in the freezer, put a 2-inch layer of dry ice in the bottom of the Styro. If the stool containers are in the refrigerator, put a cold cool-pack in the Styro with two paper towels on top.
3. Bring the stool container box into the lab. Put on a fresh pair of exam gloves before entering the lab.
4. Prepare a Specimen Control Document for this Styro. Fill out the top portion of the document (company name, the name and city shipping from, and the date). Fill in the client’s name and account number.
5. Write the number of containers packed in this Styro under the appropriate column: frozen or refrigerated.
6. Pack the stool containers in the 10-lb Styro. Remember, no other type of specimen can be packed in the same Styro with stool containers.

Packing "Other Materials"

Sometimes materials that do not fit into Mayo Medical Laboratories specimen bags or specimen containers must also be packed and transported. Examples include a box of glass slides or X-ray films in a large envelope. Following are instructions for preparing these materials:

1. Write the number of items and a description of each item on the Specimen Control Document under "Other Material."
2. Place the materials in the appropriate Styro, usually ambient/refrigerated. It may be necessary to use an extra box.
3. Place envelopes inside of the Styro if they fit. Do not place envelopes alongside the Styros in the box.
4. Ship X-ray films or envelopes that do not fit in the Styro via FedEx in a separate X-ray envelope. Mayo Medical Laboratories provides special X-ray envelopes to couriers and clients who request them. The supply number is T533.

General Instructions for Packing Specimens

• Never take the lids off both Styros at the same time. When both lids are removed, it is easy to mistakenly place the lids on the wrong Styros.
• Never overfill a Styro or compress the specimens. If the lid will not fit securely on a Styro, use another box.
• Complete a specimen control document for each box, logging only the specimens in that box.
• Count the number of bags and enter that number on the Specimen Control Document.
• If specimens are not in Mayo Medical Laboratories bags or containers, ask a lab staff person to repackage them. Couriers should pack extra bags in case clients have used up their supplies. (Clients may order supplies by following their normal reorder process.)
• If the temperature of a specimen does not match its label (for example, if a specimen with a pink refrigerated label is in the freezer), ask a laboratory staff person how it should be transported. If it is in the wrong bag or container, ask the person to repackage it.
• Do not leave a box containing specimens in an unlocked car. Always enter a facility carrying the box.

When the appropriate packing instructions have been followed, place the pink- and white-labeled cover onto the Styro. Place the Styro(s) into the appropriate Mayo Medical Laboratories raspberry-colored box and tape the lid closed. The box is ready for transport to Mayo Medical Laboratories.

General Instructions for Handling Cool-Packs

Important Safety Information: Do not place cool-packs in a refrigerator or freezer containing food items. Use the cool-packs only for their intended purpose: transporting medical specimens.

Cool-packs lose their coldness more quickly in warm weather, so during the summer they should be stored in the freezer. During the winter, when they stay cold longer, they should be stored in the refrigerator. A cool-pack that is too cold can damage specimens, so when a cool-pack is stored in the freezer, it should be taken out about an hour before the courier leaves for the run. Specimens can freeze if they come in direct contact with a cool-pack, so always put a barrier (paper towels) between the specimens and the cool-pack. A cool-pack that is kept on dry ice MUST be removed 3 hours before the run.

• From April to October (during warm weather) put a frozen cool-pack on the bottom of the refrigerate/ambient Styro.
• From November to March (during cold weather) put a refrigerate cool-pack on the bottom of the refrigerate/ambient Styro and a room-temperature cool-pack on top of the ambient specimens. This will help protect the ambient specimens from the cold air.

Pack extra cool-packs

Put at least 3 extra cold cool-packs and a dozen paper towels in the refrigerate/ambient Styro of another express box. It may be necessary to ship more than one refrigerated Styro.

Refrigerated specimens cannot be shipped without a cold cool-pack, so it is very important to have extras.

Reminder: Do not use dry ice to freeze the cool-pack; if that is the only option, remove the cool-pack from the dry ice 3 hours before use.

For additional assistance or questions regarding specimen packaging, supplies, or shipping, please contact Mayo Medical Laboratories at 800-533-1710 or visit our Web site at www.mayomedicallaboratories.com.

Safety in the Lab

Mayo Medical Laboratories packaging materials are designed to protect everyone who handles them. However, couriers should always take special precautions in a laboratory:

• Wear exam gloves in the laboratory. Cover any cuts or scrapes with a bandage.
• Wash hands before leaving each laboratory.
• Do not eat, drink, chew gum, or put anything in the mouth, touch the lips, or apply cosmetics while in the laboratory.
• Wear shoes that cover the entire foot.
• Do not put the box down in a spill (wet) area.
• Do not touch any specimen bag or container that appears soiled. Ask a laboratory staff to place the specimen(s) in another bag for safe transportation.
• In the event of a cut or puncture to the skin in the lab, tell laboratory staff immediately. They may recommend a trip to the emergency room. Couriers should notify their employer as soon as possible.

Packing the Courier Vehicle

Pack the courier vehicle with the following items (more about some of these items later):

• Extra dry ice with cloth gloves and safety glasses
• Box of exam gloves (provided by Mayo Medical Laboratories)
• Paper towels
• B.A.S.K. brand or other clean-up kit
• Packaging tape
• "Infectious Substance" and "Danger" packaging stickers
• Extra frozen, refrigerated, and ambient color-coded specimen bags
• Mayo Medical Laboratories stool containers in a 10-lb Styro
• Double 10-lb box sets with cool-pack and dry ice

Dry ice should be transported in a secure container with a lid, such as a Styro. Be sure to stow the container in a secure place (the trunk is a good place) to prevent the possibility of a burn if it is necessary to make a sudden stop.

Always pack the boxes with the cool-packs and dry ice just before leaving. Cool-packs can freeze if left in a very cold car and dry ice can evaporate if left in a very warm car.

Completing the Shipping Documents

Completing the Mayo Medical Laboratories Specimen Control Document

Complete the Specimen Control Document.

Fill out an airbill for every shipment.

Pre-Run Checklist (Courier only): Paperwork

Complete the following checklist before leaving for a run to be sure all necessary items are available (more information about some of these items will be discussed in a later section):

• Specimen Control Document (be sure to pack extras)
• Airbills (include a Federal Express Infectious Shipper’s Declaration)
• "Mayo Medical Laboratories Shipment Alert Procedure" instruction card for calling Mayo Medical Laboratories to report the shipment
• Mayo Medical Laboratories phone number 800-533-1710; ask for the Transportation Department; phone coverage is available 24 hours a day, 7 days a week
• Area map and a Pen

Leaving the Laboratory

Once all the specimens are securely packed and logged:

1. The courier should have the client initial the specimen control document. Note the time of pickup. (If specimens from that laboratory are packed in more than 1 box, the client must initial the Specimen Control Document for each box.)
   The Specimen Control Document is the courier's record of what was picked up.
   Having the client initial this record is very important.
2. The client may have a log to fill out as well. If so, do this in addition to filling out the Specimen Control Document.
3. Discard gloves in a "biohazard" trash container. (Ask the client where this is.)
4. Wash hands.

Shipping Instructions

Shipping: Preparing the Shipping Box (Diagnostic)

1. Cover the specimens in the frozen Styro(s) with dry ice (see diagram 1c; frozen Styro)
   • Wear safety glasses and cloth gloves when handling dry ice.
   • If no frozen specimens are being shipped, carefully transfer the dry ice from the frozen Styro to the dry ice container and ship that Styro empty.
   • The courier may wish to dispose of the extra dry ice after topping off the frozen Styro(s). The last client on the run may have a place to do this.
     Never leave dry ice where people might burn themselves on it. Do not dump it in a parking lot, a drinking fountain, or a restroom sink.
2. Put the Specimen Control Document in the Refrigerate/Ambient Styro.
   • First, total the columns on each Specimen Control Document. Remove and keep the yellow copy for your records. This will be very important if there should be any questions about the shipment.
   • Put the Specimen Control Document inside of the Styro before closing the box.
   • If more than one box is being shipped, be sure to enclose the correct Specimen Control Document in each box.
3. Close the shipping box and seal it with packaging tape.
   • If shipping an Infectious Substance, fold down the handles of the box and tape it closed before leaving the lab. Open and reseal the box at each additional stop.
   • If shipping a Diagnostic Specimen, do not fold the handles down and tape the box until finished with all pickups.
   • Do not seal all the edges of the box. Dry ice emits a gas, which must be allowed to escape. Do not tape the Styro lids.
4. On the outside of the box, write the weight (in kilograms) of dry ice being shipped.
   • Usually shipments include some frozen specimens. The Mayo Medical Laboratories’ shipping box has the words "Dry Ice" and a special dry ice symbol printed on it and includes a place to write in the weight of the dry ice (in kilograms) on the box.
     If the shipment does not include dry ice, the dry ice label must be completely covered either with tape, paper, or a marker.
   • If a shipment containing dry ice is being transported on a passenger airline, write "2.2 kilograms" on the appropriate line on the label. Make sure that there is no more than 2.2 kilograms (5 lb) in the frozen Styro inside the box.

This is a Mayo Medical Laboratories box properly labeled for a Category B Diagnostic Specimen shipment.

Always ship both Styros in the Mayo Medical Laboratories box set, even if one Styro is empty. Never take one or both Styros out and put specimens directly in the box. Wear exam gloves any time you reach into a Styro that contains specimens.

Shipping by Air

Filling out the airbill

Mayo Medical Laboratories will provide couriers with preprinted "airbills" for shipments and instructions for filling them out.

Mayo Medical Laboratories’ policy is that Infectious specimens must be shipped by FedEx. That procedure will be covered in the section on Infectious specimens.

Dropping off and reporting your shipment

The end of the courier’s route is the airline's drop-off location. Take the shipping boxes inside and hand them over to the airline's receiving person. Give the airline representative the airbill and one copy for records.

If shipping via FedEx on Friday, make certain to check the "Saturday Delivery" box on the airbill, and in addition, affix some "SDR" (Saturday Delivery Required) stickers to the outside of each box.

After delivering the shipment to the airline, phone Mayo Medical Laboratories to report the shipment. If no phone is handy at the airline's office, couriers can do this later from another phone. Mayo Medical Laboratories’ "AUDIX call-in system" makes it very easy to report the shipment. These instructions have been printed on a handy wallet card as well.

1. Call 877-508-9797.
2. After the recording, clearly and slowly state your name, company, city, state, flight number, airbill number, name of the airline, and the number of boxes sent on each airbill.
3. Hang up.

It is important to make this call within a few hours. Mayo Medical Laboratories will need this information urgently if the shipment doesn't arrive on time.

Shipping by Ground

Mayo Medical Laboratories provides our contracted couriers with combination packaging comprised of two Styro containers inside a raspberry-colored outer cardboard box, as well as packaging tape to seal those boxes closed.

Biological Substance, Category B packaging

These containers have been tested and certified to legally and safely transport Biological Substance, Category B medical specimens with the box in the "handles up" configuration while the courier travels from site to site.

Infectious packaging

The packaging certified to legally and safely transport infectious specimens is a combination package consisting of inner and outer containers that have passed all of the tests required by IATA/DOT (Mayo Medical Laboratories provides the inner containers to our clients).

This package is certified to legally transport Category A Infectious Specimens only if it is used properly. The box and the inner containers by themselves are not considered certified. They are tested as a combination package and must be shipped as a combination package. The only box combination that has been tested and certified is the 10-lb double berry box (MC1977-2 1b) with 1 of the 3 inner containers inside. (Refer to Picture A, page 20).

The top of the box must be taped all the way across where the flaps meet in order to comply with the testing and certification requirements. Written instructions are on the top of the box as to which flaps to fold down first and last.

The box must be taped correctly before being transported by air or ground, even if traveling a short distance. It must also have affixed to the outer side in the space provided, Mayo Medical Laboratories current 6.2 hazard label, which contains our UN certification as part of the label. These steps must be taken prior to leaving the client site with infectious substances.

It is not up to the courier driver to decide what is "infectious" or "diagnostic" – the physician or send-out staff at the hospital lab will perform that function. Couriers will know that they are handling and transporting an infectious specimen if a specimen bag has affixed to it Mayo Medical Laboratories’ small orange "sent infectious" label, and the bag contains 1 of the 3 Mayo Medical Laboratories-certified inner containers. (See next section, Picture A.)

Infectious Substance (Category A) Containers

Infectious substances must be shipped in certified containers. Mayo provides clients with 3 types of infectious substance containers (large and small infectious containers and culture containers) for frozen, refrigerated, or ambient specimens. Each infectious container shown below is placed into a Mayo Medical Laboratories shipping bag by our clients.

The client places the specimen in a primary receptacle (such as a tube or a vial) and puts the primary receptacle into 1 of the 3 certified containers shown in the photo. After the specimen is in 1 of the certified containers, the container is placed in 1 of Mayo Medical Laboratories’ color-coded bags. The client will write the name of the infectious substance on an orange label (see picture below) and put it on the bag. The label includes the information needed to fill out the paperwork and mark the box.

"Sent Infectious" Label

• The client will place this label on the outside of the color-coded bags if the specimen is infectious.
• The client will write the name of the infectious agent on the label so that you may fill out your shipper’s declaration and mark the box correctly.

Packing Infectious Substances (Category A)

It is not legal to transport infectious substance specimens with noninfectious specimens. These infectious specimens must be shipped in certified packaging. Because many passenger airlines have restrictions or exclusions on shipping Dangerous Goods, Mayo Medical Laboratories recommends that any infectious shipments sent to our laboratories be made via FedEx.

If FedEx is not the courier’s "scheduled" carrier (for example, if the courier utilizes AirNet or a passenger airliner), the infectious specimens must be packaged in separate shipping box and shipped to Mayo Medical Laboratories via FedEx.

Please follow this procedure:

• When making a pickup at a hospital, place the certified containers with infectious specimens inside a separate Styro and box.
• After completing that pickup, apply the white "Infectious Substance" 6.2 hazard label to the outside of the box (refer to properly labeled box photo). Fold down the carrying handles and tape the box with packaging tape. This must be done prior to driving to the next stop or to the airport.
• Remember that shipping the infectious box via air will involve filling out a Shipper’s Declaration as well as a FedEx airbill. (Refer to Shipper’s Declaration example).
• The non-infectious specimens may be shipped as usual via the courier’s "scheduled" carrier.

Documenting Infectious Substances (Category A)

Let the air carrier know the following on the Shipper’s Declaration:

1. What infectious substances are included in the shipment?
   • The name of the infectious substance (also called the Technical Name), is written by the client on the orange label.
2. How much of each infectious substance is being shipped?
   • One vial typically has 3 to 6 milliliters (mL)
   • The large infectious mailer holds 5 to 6 vials
   • The small infectious mailer holds 2 to 6 vials

Labeling Infectious (Category A) Shipments

Two special labels are put on a shipping box containing infectious substances:

1. The orange Danger label is used ONLY when there is more than 50 mL of an infectious substance	2. The white Infectious Substance label. Order number T148.

The courier must enter the following information on the white label:

1. Check "blood/plasma/serum" or "other." The infectious substance will usually be in the form of a "slant" or a "plate," which is a culture; thus the courier would typically check the "other" box.
2. Write in the total volume of the infectious material in milliliters or grams.
3. Write the courier’s name and address on the space provided on the box.

Airbill and the Shipper’s Declaration for Dangerous Goods

• Mayo Medical Laboratories provides a Shipper’s Declaration for Dangerous Goods.
• An Airbill must accompany the Shipper’s Declaration.
• The Shipper’s Declaration must be in the new format as seen on the image below (the UN Number is in the left column)

To properly complete the form, couriers should refer to the instructions below and to the example:

1. Enter the FedEx Airbill number.
2. Enter the Airport of Departure.
3. Enter the technical name of the specimen.
   (Information from the "Sent Infectious" orange label)
4. Enter the quantity of the infectious substance.
5. Fill in the courier’s name, job title, the city being shipped from, and the date. Next, sign the Shipper’s Declaration.
6. If the Shipper’s Declaration is not filled out completely and correctly, FedEx will not accept the package.

The remaining information will be pre-printed on the Shipper’s Declaration for you.

Leaks and Spills

To be safe, treat every spill as if it were infectious. If any specimen container in the laboratory appears to be leaking, don’t touch it. Bring it to the attention of lab personnel for repackaging. Do this even if the leaking container is inside another bag.

If something spills in the lab, immediately bring it to the attention of a laboratory staff. Apologize, but let the laboratory staff clean it up.

If a leak or spill occurs away from a laboratory, the courier will have to clean it up, using either the B.A.S.K. Clean-Up Kit or bleach.

• Make sure no one touches or walks through the spill.
• Always wear exam gloves when dealing with a spill.
• If a spill is large, blot up as much as possible with a paper towel.
• Any materials used to clean up a spill, including paper towels and gloves, should be sent to Mayo Medical Laboratories in a separate Styro and box.
• Put a large note on top of the Styro headed: "LEAKING SPECIMEN." If the specimen was infectious, put all of the contents into a certified container/box (MC1977-21b) with the infectious substance label and write "INFECTIOUS LEAKING SPECIMEN" on top of the Styro.
• On the note, include the courier’s name, whose specimen it was, where the leak or spill occurred, and any other relevant details.
• Be sure to note on the appropriate specimen control document that one specimen from that box has been shipped in a separate Styro and why.
• If a container is leaking inside a bag, immediately secure it inside another Mayo Medical Laboratories bag and ship it in a separate Styro.

Any leak or spill should be reported immediately to Mayo Medical Laboratories or the courier’s employer. Don’t wait for the end of the run; call Mayo Medical Laboratories immediately at 1-800-533-1710 and ask for the Transportation Department. Be sure to communicate if the courier or anyone else came in contact with the specimen.

Using the B.A.S.K. Clean-Up Kit

Kits can be ordered from the Transportation Department at 800-533-1710.

1. Open the kit and put on the disposable gloves.
2. Open the "Zorbitrol-Plus" container and cover the spill with powder.
3. Detach the scraper from the scoop. Use both to clean up the spill, which should now be gel, and any broken glass.
4. Hold the scoop with one hand. Use the other hand to pull the cuff of the glove down over the scoop, the scraper, and all waste. Pull the glove off, turning into a bag. Seal it with a twist tie. Place it in the cardboard "Zorbilope" envelope.
5. The courier is still wearing one glove. Remove the "DisCide" towelette from its packet and unfold it. Use the gloved hand to wipe the contaminated surface, wetting it thoroughly. Allow it to air dry.
6. Hold the towelette in the gloved hand. Use the other hand to pull the cuff of the glove down over the towelette. Pull the glove off, turning it into a bag. Seal it with the other twist tie. Place it in the cardboard "Zorbilope" envelope. Seal the cardboard envelope with the orange sticker.
7. If the courier is near the laboratory, ask the laboratory staff to "autoclave" the Zorbilope envelope. This will sterilize it.
8. Sterilized or not, put the Zorbilope envelope into a Mayo Medical Laboratories bag and ship it to Mayo Medical Laboratories in its own Styro and its own express box. Include a note explaining the contents.
9. Wash hands.
10. Call the Transportation Department at Mayo Medical Laboratories at 1-800-533-1710.

Alternate Cleanup Method

If for some reason it's not practical to use the B.A.S.K. Clean-Up Kit, follow this procedure:

1. Put on vinyl gloves.
2. Mix 10 parts of water with 1 part bleach. Pour the diluted bleach on the spill and let it sit for 15 minutes.
3. Blot up the spill with paper towels and wipe the surface dry.
4. Put the gloves and towels in a separate Styro and wash hands.
5. Ship the Styro to Mayo Medical Laboratories with a note explaining the contents.
6. Call the Transportation Department at Mayo Medical Laboratories at 1-800-533-1710.

Thank you for providing our clients with safe, dependable, and timely courier service. Couriers are in charge of transporting extremely precious, and often irreplaceable, human blood, tissue, and other specimens. Staff in the Mayo Medical Laboratories Transportation Department is available to assist with any questions about packaging and shipping diagnostic and infectious substances to Mayo Medical Laboratories.

Mayo Medical Laboratories Transportation Specialists are in the office from 0600 to 1700 central time, Monday through Friday. Also, more than one of our specialists is on call 24 hours per day, 365 days per year for emergencies.

Don Anderson 507-284-1044	Michele Buri 507-284-3167	Terry Severson 507-266-1205
Jennifer Rahlf 507-538-7144	David Meyer 507-266-5385	Jon DeVinny 507-538-7143
Jennifer Benike 507-284-8829	Beth Hodgman 507-284-1818