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Veterinary Teaching Hospital
Patient Receiving : (540) 231-4621
Hospital FAX : (540) 231-9354

Directions   |   Veterinary Referral Form		 Veterinary Teaching Hospital
VMRCVM, Virginia Tech
Phase III, Duckpond Drive
Blacksburg, VA 24061
Clinical Laboratory Services   VTH   Hospitals   VMRCVM

Laboratory Submission Guidelines

Important laboratory submission guidlines for referring practices

These guidelines may be downloaded in PDF format for printing.

  1. Always submit your request using our "Veterinary Referral Form."
     
  2. Should you photocopy the “Veterinary Referral Form,” consider stamping or placing a sticker on the referral form where "Clinic/Practice Name" is requested (at the top of the second page) prior to copying. This will guarantee this vital information is always complete for every submission and will insure proper delivery of lab results and billing.
     
  3. Please include in the accession form ALL of the following for EVERY submission:
    1. Date of specimen collection
    2. Animal’s Name
    3. Sex
    4. Breed
    5. Species
    6. Age
    7. Weight
    8. Owner’s Name
    9. History/Clinical Signs
  4. Please complete these sections if the information is relevant to the submission:
    1. Vaccination Status
    2. Laboratory/Radiographs/Procedure Results
    3. Past Medical/Surgical Problems
    4. Treatment(s)
  5. On the second page of the Referral Form always include the following:
    1. Sample(s) Submitted/Site(s) – This allows us to cross reference with the actual specimen(s) received.
    2. Tests Requested – Reassures sample is handled properly upon arrival and expedites the submission process.
  6. Package submissions for mailing according to the guidelines listed below even if the submission is in transit for a minimal amount of time. Please do not hesitate to call with questions at (540) 231-4320.
     
    All specimens must have the following information and packaged according to the guidelines below:
     
    • Animal’s Name and the Owner’s Last Name; this will help ID the case for communication purposes.
    • Each individual container/slide/swab (etc.) labeled with the exact collection site and date of collection.
    • Each individual sample must be placed in two separate, sealed zip closure plastic bags and labeled with a biohazard warning. If shipping glass container, please be sure to wrap the container to prevent it from breaking during shipping.
    • Place submission form in a separate zip closure bag and tape or rubber band to the outside of the sample bag.
       
      Histopathology
      Tissue must be preserved in 10% formalin with a 10 to 1 ratio of formalin to tissue. DO NOT use glass or food storage containers (Tupperware, baby food jars, zip lock disposable containers, etc.) for tissue that is in formalin. These specimens do NOT require mailing with ice packs but should be closed tightly to prevent leakage in transit. They do not need to be mailed overnight, but expedited shipping will often lead to shorter turnaround time.
       
      Microbiology
      In general, specimens submitted for culture and sensitivity should be protected from temperature extremes. Use your best judgment when deciding to ship with cold packs. For more information on individual cases, please contact the Microbiology laboratory at (540) 231-4924.
       
      Cytology and Hematology
      Slides should be mailed in specially-designed slide mailers to prevent breakage in transit. There are many different configurations (cardboard or plastic slide folders, plastic or Styrofoam slide boxes) that may be purchased through veterinary supply vendors.
       
      Hematology
      EDTA whole blood specimens should be shipped overnight, on ice packs, with at least 2 blood smears per specimen (prepared at the time of the blood draw).
       
      Chemistry
      All specimens, including urine, should be centrifuged and the supernatant (serum, plasma, or urine) transferred to a sterile container (red-top or plastic tube) before shipping overnight on ice packs.
       
      Parasitology
      Fecal specimens should be hard plastic containers that are leak-proof (samples received in gloves will not be accepted) and sent on ice packs.
       
  7. Submit specimens promptly! Keep in mind that our Clinical Laboratories rarely process in-hospital specimens more than 2 days old for culture & sensitivity, cytology, or any clinical pathologic analysis.
     
  8. Remember that shipping a specimen “on ice packs” requires the box be insulated to prevent temperature fluctuation in transit.
     
  9. The address for sending specimens is printed on the middle part of the second page of the submission form. Please send all specimens to the address EXACTLY as you see it there. Submissions may also be delivered to the Veterinary Teaching Hospital Front Desk during the hours of 8 a.m. and 5 p.m. Monday through Friday.
     
  10. Laboratory results will be FAXED to you immediately. Some necropsy reports will be mailed. Do not hesitate to call the laboratory to request results in an emergency situation. Please remember that the turn around time for Histopathology reports vary, and may take from 2 days to more than 2 weeks. We appreciate your patience!
     
  11. Please fax referral forms and related correspondence for patients you have referred to the Veterinary Teaching Hospital to the Hospital Front Desk at (540) 231-9354. Similarly, Radiology referrals should be addressed to the Radiology Section.
     
  12. The Toxicology laboratory has its own specific submission form and requirements. Submissions to that section are not handled by Laboratory Central Receiving of the Veterinary Teaching Hospital. Please call (540) 231-4835 with specific questions for that laboratory.

Questions?

Thank you for your attention to these guidelines. Please do not hesitate to call Laboratory Central Receiving at (540) 231-4320 with questions regarding submissions.

Other questions or concerns may be directed to Carolyn Sink, Supervisor, Diagnostic Services at (540)231-4627.