1. Request Testing:
If you have access to the Health Commerce System (HCS) and the Clinical Laboratory Information Management System (CLIMS), follow steps below:
- Log onto the Health Commerce System (HCS)(link is external)
- Select 'CLIMS'
- Select 'Remote Order'
- Select ‘Place Order (DOH-4463)’
- Select ‘Submit Human Specimen’
- Fill in the screens, ‘Place the Order’, print form and submit with specimen.
This method provides many advantages over paper submission including specimen tracking, notification when results become available, online access to results, and access to the testing catalog. Should you encounter difficulty, please access the Reference Guide in the Remote Order application or contact CLIMS(link sends e-mail).
If you do not have access to HCS/CLIMS, fill out the Infectious Disease Requisition (IDR) form DOH-4463 as completely as possible. The form is a fillable PDF and designed to be downloaded and accessed in an Abobe PDF reader. Please be aware that completing the form using a browser’s default PDF reader can create discrepancies in the date fields.
Complete all required fields marked with an asterisk *. In addition, complete race, ethnicity, current gender identity, ordering health care provider’s full name, address and National Provider Identifier (NPI). If applicable, enter relevant treatment (e.g. ARV treatment, PrEP) and pregnancy status with trimester in the appropriate Clinical and Exposure History fields.
For pediatric HIV diagnostic testing, complete all fields designated as ‘Required for HIV Testing of Infants’ in the Clinical and Exposure History section.
For rapid test confirmation, check HIV diagnostic testing or HCV RNA, as appropriate, and enter the rapid test type in ‘Submitter Lab Findings’.
For HIV-2 RNA testing, indicate Qualitative (diagnostic) or Quantitative (viral load).
2. Label Specimen : Label each specimen with two unique identifiers (name, date of birth, patient number) and collection date. These identifiers must match the requisition form exactly. A unique identifying code may be used for anonymous HIV testing; however this testing may only be requested from NYSDOH-approved anonymous testing sites. Failure to properly label the sample will result in rejection of the sample and a request will be made for another specimen.
3. Collect, Process, and Ship Specimen: See table for collection, processing and shipping instructions for preferred specimen types. Collect a full tube (plastic tubes only) to allow all necessary tests to be completed. Contact the laboratory at 518-474-2163 for instructions for submitting blood tubes not specified below. Package tubes according to the directions supplied with the specimen mailing kit or according to IATA regulations. We recommend sending specimens by courier; U.S. Postal Service shipping is not recommended. The laboratory receives specimens Mon – Fri; please ship with this in mind.
| Test Requested | Specimen Collection and Processing | Specimen Shipping |
|---|
| Pediatric HIV testing | EDTA Plasma: Collect blood in plasma preparation tube (PPT) or EDTA (lavender-top) tube and invert gently 8-10 times. Centrifuge within 6 hours of collection and transfer plasma into labelled sterile plastic vial. If using PPT, plasma can remain in the primary tube. Minimum volume of plasma: 1mL, recommended volume 2mL Serum: Collect blood in red-top or SST (gold-top) tube. Allow specimens to clot at room temperature. Centrifuge within 6 hours of collection and transfer serum into labelled sterile plastic vial. If using SST, serum can remain in the primary tube. Minimum volume of serum: 1mL, recommended volume 2mL | EDTA Plasma and Serum: store at 2-8°C and ship in insulated shipper on frozen cold packs; lab must receive within 4 days of collection |
(Acceptable but not preferred) EDTA Whole Blood: Collect blood in lavender-top EDTA tube and invert gently 8-10 times. Minimum volume of whole blood: 2mL, recommended volume 4mL (full tube) | EDTA Whole blood: ship at room temperature; lab must receive within 3 days of collection. DO NOT FREEZE WHOLE BLOOD. |
HIV diagnostic HIV rapid test confirmation HIV-1 qualitative RNA HIV-2 qualitative RNA | EDTA Whole Blood: Collect blood in lavender-top EDTA tube and invert gently 8-10 times. Minimum volume of whole blood: 3mL. EDTA Plasma: Collect blood in plasma preparation tube (PPT) or EDTA (lavender-top) tube and invert gently 8-10 times. Centrifuge and transfer plasma into labelled sterile plastic vial. If using PPT, plasma can remain in the primary tube. Minimum volume of plasma: 2 mL Serum: Collect blood in red-top or SST (gold-top) tube. Allow specimens to clot at room temperature, centrifuge and transfer serum into labelled sterile plastic vial. If using SST, serum can remain in the primary tube. Minimum volume of serum: 2 mL | EDTA Whole blood: ship at room temperature; lab must receive within 3 days of collection EDTA Plasma or Serum: store at 2-8°C and ship in insulated shipper on cold packs*; lab must receive within 7 days of colleciton |
| HIV-2 viral load | EDTA Plasma: Collect blood in plasma preparation tube (PPT) or EDTA (lavender-top) tube and invert gently 8-10 times. Centrifuge within 6 hrs and transfer plasma into labelled sterile plastic vial. If using PPT, plasma can remain in the primary tube. Minimum volume of plasma: 2 mL | EDTA Plasma: Ship frozen specimen on dry ice in an appropriate container according to IATA regulations*. Ship by courier for next-day delivery. |
| HCV viral load | EDTA Plasma: Collect blood in plasma preparation tube (PPT) or EDTA (lavender-top) tube and invert gently 8-10 times. Centrifuge within 6 hrs and transfer plasma into labelled sterile plastic vial. If using PPT, plasma can remain in the primary tube. Minimum volume of plasma: 2 mL Serum: Collect blood in red-top or SST (gold-top) tube. Allow specimens to clot at room temperature. Centrifuge within 6 hrs and transfer serum into labelled sterile plastic vial. If using SST, serum can remain in the primary tube. Minimum volume of serum: 2 mL | EDTA Plasma or Serum: store at 2-8°C and ship in insulated shipper on cold packs*; lab must receive within 5 days of collection |
* Submitters must provide insulated shipper and other supplies for shipping specimens on cold packs or on dry ice.