Title: Cytology Laboratory User Handbook KCH Subject: Organisation And .

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CPCK-USER-1 Rev 1.1Cytopathology, KCHTitle: Cytology Laboratory UserHandbook KCHSubject: Organisation andManagementVersion numberAuthorAuthorised byIssued onFilenameCPCK-USER-1HandbookAuthorAuthorised by1.1Yamuna SujithMonica IdikaOctober 2021CytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 1 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCHContents1.Introduction . 41.11.2Purpose . 4About Us . 42.CONTACT US . 62.12.22.32.42.52.62.72.82.9Contact address. 6Telephone enquiries . 6Hours of opening . 6Clinical advice and interpretation . 6Staff contact details . 6Consultants and Specialities . 7Section Leads . 72.7.1 Service Delivery Manager . 72.7.2 Operations Managers . 82.7.3 Quality Manager. 8Complaints . 8Protection of patient information. 83.Non-Gynaecological Cytology . 83.13.23.33.43.53.6Type of samples . 9Turnaround Time . 9Specimen Acceptance Criteria . 10Package and transport of samples. 11Results . 12Serous Fluids and all other drained fluids . 123.6.1 Specimen collection . 123.6.2 Sample Requirement. 12Request form . 133.6.3 Interferences . 133.7Cerebrospinal fluid . 143.7.1 Specimen collection . 14FilenameCPCK-USER-1HandbookAuthorAuthorised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 2 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCH3.83.93.103.113.123.7.2 Sample Requirement. 143.7.3 Specimen Transport . 15Brushings . 153.8.1 Specimen collection . 163.8.2 Sample Requirement: . 163.8.3 Specimen Handling . 163.8.4 Interferences . 17Respiratory Tract samples. 173.9.1 Specimen collection . 173.9.2 Sample Requirement. 173.9.3 Specimen Transport . 183.9.4 Interferences . 18Urinary Tract Samples . 193.10.1 Specimen collection. 193.10.2 Sample Requirement . 193.10.3 Specimen Transport . 203.10.4 Interferences . 20Fine Needle Aspiration . 213.11.1 Specimen collection. 213.11.2 Sample Requirement . 213.11.3 Request Form . 213.11.4 Specimen Acceptance . 223.11.5 Specimen Handling. 223.11.6 Specimen Transport . 223.11.7 Interferences . 22Fine Needle Aspiration (FNA) clinics . 23FilenameCPCK-USER-1HandbookAuthorAuthorised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 3 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCH1. Introduction1.1 PurposeThis handbook is intended to serve as a user guide to the servicesavailable from the Cytology Laboratory based at Kings College Hospital.It is aimed for use by all staff groups involved with requestingCytological investigations.1.2 About UsViapath Analytics KCH diagnostic cytopathology laboratory is UKAS(United Kingdom Accreditation Service) accredited medical laboratory(No. 9705); accredited to ISO15189:2012 for the scope described inthe UKAS Schedule of Accreditation which can be found on the edited-organisations/.Users of the Cytopathology service should refer to the UKAS scheduleof accreditation on the UKAS website, for a list of currently accreditedtests.The laboratory technical service and staff are managed by the ViapathAnalytics Cytology Service based at St Thomas’ Hospital. All test resultsare reported by KCH Consultant orised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 4 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCHWe report approximately 3500 samples per annum and provide acomprehensive service, reporting on a wide range of samples includingserous fluids, urine, cerebrospinal fluid, respiratory samples and fineneedle aspirations (FNAs).We consistently produce high quality preparations using a combinationof conventional methods and automated thin prep technology.The department supports a comprehensive FNA service at King’sCollege Hospital. Pathologists and senior BMS staff attend clinics, ward,intra-operative and image guided FNA’s to assess adequacy, provideon-site interim diagnosis and ensure enough material is collected istry,flowcytometry and cytogenetics. This approach allows for a rapid,confident, and complete diagnosis reducing the need for a surgicalbiopsy in many cases and shortening the overall diagnostic pathway ofthe patient.There is also a wealth of experience amongst consultants who attendregular MDMs and are involved with teaching, workshops, and CPDactivities.The clinical aspects of the service are led by the KCH ConsultantPathologists (see Section 2.6).There is also an equally committed and qualified group of MLAs thatform the heart of the preparation ised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 5 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCH2. CONTACT USThe diagnostic cytology service at Kings College Hospital is located onthe second floor of the Bessemer Wing.2.1 Contact addressCytology Department2nd Floor, Bessemer WingKings College HospitalDenmark HillSE5 9RS2.2 Telephone enquiriesCytology Enquiries Tel 0203 299 9000 ext 340352.3 Hours of openingThe department is open from 09:00 – 17:15, Monday to Friday (exceptbank holidays).2.4 Clinical advice and interpretationPhone the general enquiries number and the staff will put you throughto the Consultant Pathologist reporting the case you require.General Cytology Enquiries Tel 0203 299 9000 ext. 340352.5 Staff contact detailsFilenameCPCK-USER-1HandbookAuthorAuthorised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 6 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCHHead of Clinical Service for Cellular Pathology and CytologyClinical LeadDr Mark Howard Ext 361692.6 Consultants and SpecialitiesConsultantsSpecialityExtensionDr Mark HowardGastrointestinal, NonGynae Cytology, Lung36169Dr Olivia McKinneyLung, Non-Gynae Cytology,Gynaecology, Breast31412Dr Hizbullah ShaikhLung, Non-Gynae nal, NonGynae Cytology, Breast31967Skin, Gynaecology, NonGynae Cytology33605Dr Nuzhat AkbarDr Abdel Selim335572.7 Section Leads2.7.1 Service Delivery ManagerKCH: Khadijah Owusu-Ansah khadijah.owusu-ansah@nhs.net0203 299 3042STH: Toby Hunt toby.hunt@viapath.org0207 188 2955FilenameCPCK-USER-1HandbookAuthorAuthorised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 7 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCH2.7.2 Operations ManagersCytology: Monica Idika, monica.idika@viapath.org 0207 18829112.7.3 Quality ManagerJanet Okafor janet.okafor@nhs.net 0203 299 4610Ext: 346102.8 ComplaintsComplaints may be made directly to the department, via PALS or viaViapath Customer Support. Complaints are handled according to p://www.viapath.co.uk/customer-service.2.9 Protection of patient informationAll patient information is handled under the terms of the DataProtection Act 2018. All personal information received by Viapath isdealt with according to the Viapath Privacy, Data Protection & CookiePolicy which is available at http://www.viapath.co.uk/privacy-policy.3. Non-Gynaecological CytologyThe staff in the laboratory are available to advise on any aspect ofsample ised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 8 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCH3.1 Type of samples age/washings, Hydrocoele fluid, Mediastinal cyst fluid,Ovarian cyst fluid, Pericardial fluid, Pleural fluid, Peritoneal fluid(ascitic fluid), Peritoneal washings, Renal cyst fluid, Synovialfluid, Thyroid cyst fluid, Miscellaneous fluid Urine (Mid-stream Urine, fully voided urine, ureter washings,urethral washings, catheterised urine, Ileal conduit) Brushings (Bronchial, gastric, oesophageal, duodenal etc.) Skin Scrapings Imprints Cerebrospinal fluid (CSF) Fine Needle Aspiration Biopsies Broncho alveolar lavage (BAL) Bronchial Washing Sputum3.2 Turnaround TimeRoutine-The turnaround time for non-gynae reporting isbetween 7 working days but this will vary depending on thespecimen type and if additional clinical information or ancillarytests are required e.g. immunocytochemistry, flow cytometry,FISH or molecular d byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 9 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCHFNA specimens received in the laboratory will be reported within7 working days.Urgent - Specimens marked as ‘URGENT’ will be reported within48 hours after receipt by the laboratory. However, this may onlybe a provisional report pending further ancillary tests.It is recommended that the requesting clinician discusses anysuch urgent specimens in advance with the Cytopathologist. Todiscuss, please phone the Cytopathology Department on Ext34035. Failure to discuss may make it impossible to achieve thestated 48 hours turnaround time.Please ensure that appropriate contact details are documentedon all cytology request forms.3.3 Specimen Acceptance CriteriaRequest form: All Cytology specimens must be accompanied by arequest form or be labelled with an EPR label to allow printing ofrequest form through EPR. The date and time of collection of thesample is printed on the EPR label.The patient’s details on the request form and specimen container/slidemust match and include:(i)Patient’s First name and Surname.(ii)Hospital Number(iii)Date of Birth.FilenameCPCK-USER-1HandbookAuthorAuthorised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 10 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCH(Some samples are identified by a code, for example, samples fromthe GUM Clinic. In such cases the unique identifier will replace the needfor patient’s first name and surname. The date of birth should still beused).The details of the Requesting practitioner (name of the doctor printedlegibly and the contact number), Location to return the results andSpeciality should be included in the request form. For samples from thePrimary Care, please include the address of the GP surgery. Telephonenumber should be included in case we need to contact the practice.Indicating the type of specimen is important as related clinical advicecould vary.Specimen collection dates and times must be stated.All relevant clinical information must be included. Clinical details on therequest form should be adequate to convey information of thesuspected hazard to the staff who handles the specimens. Withoutclinical information some tests will not be performed.3.4 Package and transport of samplesAll non-gynaecological samples must be transported to:Viapath Central Specimen Reception,Ground Floor, Bessemer Wing,Kings College HospitalORDelivered to the Cytology laboratory as soon as possible to minimisethe cell deterioration and keep the turnaround times to a d byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 11 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCHThe sample and the request form must be placed in a plastic ‘biohazard’Kangaroo bag ensuring that the form and sample are in separatesections of the bag. This will prevent contamination of the request formif the sample container leaks3.5 ResultsNon-gynae results are available on EPR and in the time frames asstated above.To discuss a cytology report with a consultant Cytopathologist, contactthe department between 9.00 and 5.00 pm on 0203299 9000 ext.340353.6 Serous Fluids and all other drained fluids3.6.1 Specimen collectionFresh samples should be sent to the laboratory in clean sterilecontainers with screw top. The sample should be delivered as soon aspossible to minimize the cell deterioration. If there is a delay indelivering the sample to the laboratory, the sample should be storedin fridge 2-80C.3.6.2 Sample RequirementVolumeA sample of 20ml maximum size is adequate for cytology in almost allcases. Larger volumes should not be sent to the laboratorywithout prior approval from the ised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 12 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCHSpecimen ContainerAll fluids should be sent in a standard universal container and sentunfixed to the lab.Request formAll samples must be accompanied by a correctly filled request formwith all patient’s clinical details and sender’s information includingcontact details. Please see section 3.3 above.Specimen TransportSpecimens should be transported to the laboratory as soon as possibleafter collection.3.6.3 Interferences Failure to refrigerate sample may result in poorly Authorised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 13 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCH Cells in fluids that are heavily blood-stained may degenerate veryquickly Incorrectly labelled samples or incomplete request forms willdelay the processing of the sample and impact on patientmanagement, however the department endeavours to process allsamples if possible3.7 Cerebrospinal fluid3.7.1 Specimen collectionFresh samples should be sent to the laboratory in clean sterilecontainers with screw top.CSF samples degenerate quickly. Thus, thesample should be delivered as soon as possible.Samples collected/received out of hours, must be stored in therefrigerator at 2-80C.3.7.2 Sample Requirement(i)VolumeLow volume and smaller samples are acceptable for CSF.(ii)Specimen ContainerAll fluids sent in a standard universal container and sent unfixed tothe lab.FilenameCPCK-USER-1HandbookAuthorAuthorised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 14 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCH(iii)Request formAll samples must be accompanied by a correctly filledrequest form with all patient’s clinical details and sender’sinformation including contact details. Please see section3.3 above.3.7.3 Specimen TransportSpecimens should be transported to the laboratory as soon as possibleafter collection.3.8 BrushingsBronchial brushings, Biliary Brushings and any material obtained sed byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 15 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCH3.8.1 Specimen collectionSample obtained is spread along the length of the slide andimmediately fixed using an alcohol spray fixative to prevent air drying.The brush used must be washed in saline.3.8.2 Sample Requirement:The Slides prepared must be placed in a plastic slide mailer.3.8.3 Specimen HandlingThe slides (in a plastic slide mailer), washings (in a sterile universalcontainer) and the request form must be placed in a plastic ‘biohazard’bag ensuring that the form and sample are in separate sections of thebag. This will prevent contamination of the request form if the samplecontainer leaks.Store at 2-80C until the sample is prepared.Request formAll samples must be accompanied by a correctly filled request formwith all patient’s clinical details and sender’s information includingcontact details. Please see section 3.3 above.Specimen TransportSpecimens should be transported to the laboratory as soon as possibleafter ised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 16 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCH3.8.4 Interferences Failure to refrigerate sample may result in poorly preservedspecimen Incorrectly labelled samples or incomplete request forms willdelay the processing of the sample and impact on patientmanagement, however the department endeavours to process allsamples if possible.3.9 Respiratory Tract samplesSputum, Bronchoalveolar lavage, Bronchial washings etc.3.9.1 Specimen collectionFresh samples should be sent to the laboratory in clean sterilecontainers with screw top. The sample should be delivered as soon aspossible to minimize the cell deterioration. If there is a delay indelivering the sample to the laboratory, the sample should be storedin the fridge at 2-80C.3.9.2 Sample RequirementVolumeA sample of 20ml maximum size is adequate for cytology in almost ed byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 17 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCHSpecimen ContainerAll fluids should be sent unfixed to the laboratory in a standarduniversal container.Request formAll samples must be accompanied by a correctly filled request formwith all patient’s clinical details and sender’s information includingcontact details. Please see section 3.3 above.3.9.3 Specimen TransportSpecimens should be transported to the laboratory as soon as possibleafter collection.3.9.4 Interferences Failure to refrigerate sample may result in poorly Authorised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 18 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCH Cells in fluids that are heavily blood-stained may degenerate veryquickly Incorrectly labelled samples or incomplete request forms willdelay the processing of the sample and impact on patientmanagement, however the department endeavours to process allsamples if possible3.10 Urinary Tract Samples3.10.1 Specimen collectionFresh samples should be sent to the laboratory in clean sterilecontainers with screw top. The sample should be delivered as soon aspossible to minimize the cell deterioration. If there is a delay indelivering the sample to the laboratory, the sample should be storedin fridge at 2-80C.3.10.2 Sample RequirementVolumeA sample of 20ml maximum size is adequate for cytology in almost allcases. Larger volumes should not be sent to the laboratorywithout prior approval from the laboratory.Second voided urine sample of the day is considered as the adequatesample.Specimen ContainerAll fluids should be collected in a standard universal container and sentunfixed to the lab.FilenameCPCK-USER-1HandbookAuthorAuthorised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 19 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCHRequest formAll samples must be accompanied by a correctly filled request formwith all patient’s clinical details and sender’s information includingcontact details. Please see section 3.3 above.3.10.3 Specimen TransportSpecimens should be transported to the laboratory as soon as possibleafter collection.3.10.4 Interferences Failure to refrigerate sample may result in poorly preservedspecimen Cells in fluids that are heavily blood-stained may degenerate veryquickly Incorrectly labelled samples or incomplete request forms willdelay the processing of the sample and impact on patientFilenameCPCK-USER-1HandbookAuthorAuthorised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 20 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCHmanagement, however the department endeavours to process allsamples if possible3.11 Fine Needle AspirationAny material obtained by aspiration.3.11.1 Specimen collectionMaterial aspirated is spread along the length of the slides using anotherslide. Half of the slides prepared are immediately fixed using an alcoholspray fixative to prevent air drying, while the others are rapidly airdried.The needle is then rinsed (washings) in a pot containing salinepreferably balanced salt solution. The Washings (in a universal samplecontainer) and slides (in a plastic slide mailer) should be sent to thelaboratory.3.11.2 Sample RequirementThe Slides must be placed in a plastic slide mailer while the washingsmust be collected in sample sterile universal pot containing saline orbalanced salt solution.3.11.3 Request FormAll samples must be accompanied by a correctly filled request formwith all patient’s clinical details and sender’s information includingcontact details. Please see section 3.3 above.FilenameCPCK-USER-1HandbookAuthorAuthorised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 21 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCH3.11.4 Specimen AcceptanceThe slides, the pots containing washings and request form must haveat least 3 of the following Identifiers and there should be nodiscrepancy between the form and specimen pot:(i)First name & Surname(ii)Date of Birth(iii)Hospital number3.11.5 Specimen HandlingThe Washings, slides (in plastic slide mailer) and the request form mustbe placed in a plastic ‘biohazard’ kangaroo bag ensuring that the formand sample are in separate sections of the bag. This will preventcontamination of the request form if the sample container leaks.Store at 2-80C until the sample is prepared.3.11.6 Specimen TransportSpecimens should be transported to the laboratory as soon as possibleafter collection.3.11.7 Interferences Failure to refrigerate sample may result in poorly preservedspecimen. Failure to rapidly fix slides may result in poor cellularpresentation and difficulty in thorised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 22 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCH Incorrectly labelled samples or incomplete request forms willdelay the processing of the sample and impact on patientmanagement, however the department endeavours to process allsamples if possible.3.12 Fine Needle Aspiration (FNA) clinicsFine needle aspiration is a reliable method and initial choice ofdetermining the nature of lumps and bumps. This involves aspirating alump using a fine needle and then testing the material obtained. It isvery safe and minimally invasive procedure for the diagnosis andfurther management.The department supports a comprehensive FNA service at King’sCollege Hospital. Pathologists and senior BMS staff attend clinics,wards, intra-operative and image guided FNA’s to assess adequacy,provide on-site interim diagnosis and ensure enough material iscollected for ancillary testing like microbiology, immunocytochemistry,flow cytometry and cytogenetics.On Mondays the Radiology Department at Kings perform Ultrasoundguided Fine Needle Aspirations from Thyroid nodules. The CytologyBMS attend the Thyroid FNA clinic at Radiology and perform on-siteadequacy check for the samples aspirated.On Tuesdays, the Dental Radiology provide one stop clinic where adiagnosis/provisional diagnosis is determined while the patient is inclinic. This clinic is attended by the Cytopathologists with BMSFilenameCPCK-USER-1HandbookAuthorAuthorised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 23 of 24

CPCK-USER-1 Rev 1.1Cytopathology, KCHassistance. This allows material to be collected in one setting forancillary testing (microbiology, cell blocks and molecular diagnostics).King’s College Hospital Cytology BMS support the followingFNA clinicsDayClinicTimeMondayRadiology, 2nd Floor, DenmarkWing2:00 – 16:00TuesdayHead and Neck Radiology, Dental 9:45 – 13:00Institute, Ground Floor,FilenameCPCK-USER-1HandbookAuthorAuthorised byCytopathologyVersion1.1Yamuna SujithIssue dateOctober, 2021Monica IdikaPage 24 of 24

Request form: All Cytology specimens must be accompanied by a request form or be labelled with an EPR label to allow printing of request form through EPR. The date and time of collection of the sample is printed on the EPR label. The patient's details on the request form and specimen container/slide must match and include:

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