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Specimen Transfer and Shipping Requirements
ReproTech, Ltd. uses specially designed dry liquid nitrogen transport shippers for specimen transfer via an overnight air courier or same day local courier. To ensure safe and effective specimen transfer, shipments must be made using ReproTech, Ltd. tanks. Please note this recent publication which documents the safety of transported embryos.
Quality Control Measures
Due to the valuable nature of the specimens, RTL’s standard shipping protocol requires the use of two transport shippers in order to split the inventory between the two tanks. RTL also uses a Cryo-guard Thermal Exposure indicator for every shipment made. This indicator changes color if the temperature of the cryoflask exceeds -120 degrees C. A green color indicates that the temperature of the tank remained below - 120 degrees C. A red color indicates that the temperature of the tank exceeded -120 degrees C. The color of the vial is documented when the tanks leave RTL, when the tanks arrive at the transferring cryobank, and when the tanks are returned to RTL.
RTL staff ensures that the shipping tanks are fully charged prior to each shipment. All shipments are round-trip, pre-paid both ways by ReproTech and billed to the patient.
Testing Requirement To Transfer Specimens
Standard storage fees are assessed for individuals (or gamete donor if applicable) who have completed at least Anti-HIV 1&2 (AIDS) testing. Specimens will be accepted without Anti-HIV 1&2 (AIDS) testing at a higher storage fee.
In accordance with AATB standards and RTL policy and procedure, before we can release specimens from RTL for future use, the following tests (in addition to HIV 1 & 2) must be completed, and the results forwarded to RTL: HBsAg, HCV, and HTLV I & II. We would encourage you to review your testing requirements to ensure that all of these tests are completed on new patients to facilitate future use of their specimens. If not, RTL can make arrangements with patients to complete testing requirements.
If you have patients who have tested positive for HIV, Hepatitis B, Hepatitis C or HTLV I & II, RTL can provide storage for their potentially infectious specimens as well. We supply a shipping tank into which the cryopreserved tissues are immediately transferred and shipped to RTL for storage. We have separate shipping and storage tanks that are used only for potentially infectious tissue. Our fees for this service are listed under Potentially Infectious in the Fee Schedule.
To complete a specimen transfer, the transferring cryobank must:
a. Send copies of all laboratory processing records and serology test reports pertaining to the client depositors specimens for inclusion in RTL’s patient files.
b. Complete RTL’s Transfer Verification form- documenting color of cryo- guard vial.
c. Complete RTL’s Specimen Transfer Data form documenting the number of straws/vials shipped, and how the canes and containers are labeled. RTL does not re-label the vials/straws.
d. Sign RTL’s Specimen Transfer Authorization on each client depositor account at the time of transfer.
A completed Transfer Verification form and letter will be forwarded to the transferring cryobank once the transfer is complete. RTL also sends a letter to each patient to let them know their specimens have been safely transferred.
RTL is responsible for all paperwork and patient contact, as well as future disposition of the specimens.
RTL CANNOT VERIFY NOR GUARANTEE THE VIABILITY OF THE TRANSFERRED SPECIMENS BEING PLACED INTO LONG TERM STORAGE.
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