Proper packaging, temperature control, and shipping help protect specimen integrity while samples are in transit to Vibrant.
When ice packs are required, they must be completely frozen and packed correctly around the specimens. Samples must also be shipped promptly after collection.
Using Ice Packs
Before packing the specimens:
- Completely freeze all required ice packs.
- Keep the ice packs in the freezer until you are ready to pack the shipment.
- Do not use partially frozen ice packs, as they may not maintain the required temperature long enough during transit.
- Seal the box after packing to help insulate the contents.
The number of ice packs depends on the shipping box:
- Small box: 2 ice packs
- Medium box: 4 ice packs
One ice pack is not sufficient.
Place the sample bag between the ice packs, with ice packs on both sides of the specimens. This “sandwich” configuration helps keep the samples cold from both sides while in transit. When shipping a whole blood lavender tube, use the bubble wrap pack identified for that specimen type.
Important Shipping Details:
- Ship Samples the Same Day: Vibrant samples must be shipped the same day they are collected. Samples that are not received by Vibrant America within 24 hours of collection may be rejected.
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Where to Ship Your Package: Do not use FedEx Office locations or FedEx drop boxes. Drop packages off at a FedEx Ship Center, or schedule a FedEx driver pickup and inform the driver that the package is temperature sensitive.
How to Prevent Specimen Rejection
Before shipping, verify that the specimen meets Vibrant’s collection and labeling requirements.
Make Sure Every Sample Is Properly Labeled
Insufficiently labeled or unlabeled specimens may result in a Test Not Performed (TNP).
Sample labels should include:
- Patient’s last and first name
- Date of birth
- Collection date and time
- Collector’s initials
Transfer tubes must also be identified as “plasma” or “serum,” as applicable.
Verify Patient Information
The patient’s name and date of birth must match the requisition exactly.
If the information on the requisition is incorrect, resolve the discrepancy with the physician before drawing the specimen.
Collect Enough Sample
Make sure tubes are filled to capacity.
A sample with insufficient volume may be classified as QNS (Quantity Not Sufficient) and may not be able to be tested.
Ship at the Correct Temperature
Samples may also be rejected if they arrive at the wrong temperature.
There are three main shipping conditions:
- Ambient: Shipped as is
- Refrigerated: Shipped with ice packs
- Frozen: Shipped with dry ice
Follow the instructions for the specific specimen to determine the appropriate shipping condition.
Check Tube Expiration Dates
Always check collection tube expiration dates immediately before performing a draw, including Royal Blue Top tubes supplied by Vibrant.
Prevent Clotted Samples
For anticoagulant tubes—including Lavender, Light Blue, and Green tubes—gently invert the tube 8–10 times immediately after collection.
Poor inversion technique can lead to clotting or platelet clumping.
Prevent Hemolysis
Hemolysis occurs when red blood cells rupture and release their contents into the sample.
There are several potential causes, including:
- Freezing whole blood
- Slow blood flow or a collapsed vein
- Using a needle that is too small or a tube with excessive vacuum
For Lavender Top whole blood samples, use the appropriate bubble pouch to help prevent the specimen from freezing during refrigerated shipment.
For more assistance, please contact support through Live Chat or email support@vibrant-wellness.com.