Sample transfers

Physical handoff workflow

Sample Transfers tracks the custody of physical samples. It is different from Lab-to-lab Orders: a partner order describes outsourced commercial and clinical work, while a sample transfer proves who requested, collected, carried, handed over, received, rejected, or cancelled a sample movement.

The list shows the transfer reference, source order, destination, carrier, mode, current state, sample count, and request age. Open a transfer to verify its branches, linked samples, assigned people, timestamps, notes, and timeline before taking action.

Use Print Pending Partner Samples before an external-lab handoff to open a branch-specific dispatch sheet. The sheet includes only Partner Lab samples still in Pending Collection or Transfer Requested state. Picked-up, delivered, cancelled, and internal branch transfers are excluded automatically. Compare the printed barcode list with the physical containers, then use the signature lines to confirm who prepared and received the handoff.

Before dispatch

Confirm that every physical tube or container matches a linked barcode and the source order. Check sample type, container, quantity, integrity, temperature or stability requirements, destination, and carrier assignment. Never dispatch an unlabelled sample or use a transfer record as a substitute for physical identity checks.

The origin branch requests the transfer. When the carrier physically takes custody, use Mark Picked Up. Do not mark pickup in advance. The action records the custody state and actor so the timeline matches the real handoff.

In transit and receipt

While in transit, use the transfer reference for operational follow-up. The receiving branch should compare the carrier, seal or container condition, barcodes, sample count, and destination before accepting delivery.

Use Mark Delivered only after the destination has physically received and verified the samples. The transfer timeline retains requested, pickup, drop-off, delivery, current state, and responsible-user context. The sample workflow remains the clinical source of truth for receipt and processing state.

For a Mega Lab transfer, use Received Back at Lab when the physical samples return to the origin lab after external processing. The action is available only at the origin branch after the Mega Lab delivery, or while a rejected shipment is returning. Confirm the containers and barcodes before completing it; the transfer then closes with the distinct Received Back at Lab status.

Exceptions, rejection, and cancellation

Use Reject Transfer when the destination cannot accept an in-transit handoff. Record a specific reason such as broken seal, wrong destination, missing tube, barcode mismatch, leakage, temperature excursion, expired stability window, or unacceptable sample condition. Follow the lab SOP for quarantine, recollection, return, and incident escalation.

Use Cancel Transfer only before the handoff is operationally complete. Explain why transport is no longer needed. Do not cancel to hide a failed or delayed movement; retain the exception trail and use rejection when custody reached the receiving side but acceptance failed.

Delayed or missing handoffs

If a transfer exceeds the expected journey time, contact the assigned carrier and both branches using the transfer reference. Do not create a replacement transfer until the original custody state is understood. Record the delay, current location, sample stability risk, and agreed next action in the operational note, then follow the laboratory escalation and recollection policy.

When a sample cannot be located, pause result work for that sample and notify the responsible operations lead. Preserve the existing transfer timeline; it is the evidence needed to establish the last confirmed custodian and decide whether the sample can continue, must be quarantined, or requires recollection.

Daily reconciliation

At shift handover, review requested and in-transit transfers that have not reached a final state. Compare the system sample count with physical containers, carrier manifests, pickup evidence, and destination receipts. Resolve timestamps that were entered late and add a factual note without changing the real custody sequence.

Operations managers should review repeated delays, rejection reasons, damaged containers, and destination mismatches. Use those patterns to correct carrier instructions, packaging, routes, and staff training while keeping the original transfer records available for audit.

Chain-of-custody checklist

• Transfer reference matches the physical shipment.
• Every linked sample barcode is present and readable.
• Origin, destination, carrier, and transfer mode are correct.
• Pickup is recorded at the real custody handoff time.
• Transport conditions follow sample stability requirements.
• Receipt or rejection is recorded by the responsible destination user.
• Damage, shortage, mismatch, or delay has a clear note and escalation.
• Sample receipt and processing states are updated after the transfer event.

For outsourced pricing, partner accounts, and external test orders, use the separate Lab-to-lab orders guide.