Sample Collection, Reception and Rejection SOP template (ISO 15189:2022)

A sample collection, reception and rejection procedure controls the steps that connect a patient and test request with a suitable specimen for examination. It guides collection staff, transport personnel and laboratory reception teams through identification, labelling, handling and acceptance decisions. Its scope should make clear which specimen types and collection settings are covered and where more specific instructions are needed.

A good version describes how patient identity is checked, how request information is linked to the sample and when labelling occurs. Collection requirements should address preparation, containers, volume and relevant timing. Transport and storage instructions need practical conditions and limits that reflect the examinations offered, together with arrangements for delays, leakage or missing information.

Acceptance and rejection criteria should be specific enough to support consistent decisions without encouraging unsafe disposal of difficult-to-replace material. Define who can authorise an exception, how clinical users are consulted and how any limitation is recorded and communicated. Include urgent and irreplaceable samples, traceable correction of identification issues and requests for recollection. Reception records should capture relevant discrepancies and actions so that recurring collection or transport problems can be discussed with the services involved.