Bloodborne Viruses - Collection, Shipping and Reporting | New York State Department of Health, Wadsworth Center

Test Requests / Requisition Forms

The preferred method to request testing is online via the Health Commerce System. If this is not possible, download and fill out the Infectious Disease Requisition Form (DOH-4463)

Specimen Collection Kits

Specimen collection kits can be requested by calling the NYSDOH Wadsworth Center Order Desk at (518)-474-4175. These kits provide supplies for shipping specimens for Pediatric HIV testing and Clinical HIV testing.

The *Updated* Pediatric HIV testing kit includes:

blood collection tube
specimen packaging
cold packs and insulated shipper
pre-paid shipping label

The Clinical HIV testing kit for HIV rapid test confirmation includes:

lavender-top EDTA blood collection tubes
materials for shipping specimens at room temperature

For other specimens that need to be shipped on cold packs or on dry ice (e.g. HIV-2 viral load, HCV viral load), submitters must provide their own insulated shippers and other shipping supplies.

Collecting and Shipping Venipuncture Blood

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
Pediatric HIV testing	(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.

Collecting and Shipping Dried Blood Spots

New York State agencies conducting HIV and HCV rapid testing must register with the New York State Department of Health (NYSDOH) before submitting dried blood spot (DBS) specimens to the Bloodborne Viruses Laboratory for confirmation. Training on DBS collection and shipping procedures will be provided by the NYSDOH AIDS Institute. For more information contact: RTPAI@health.ny.gov.

Requisition form:

Complete the Infectious Disease Requisition (IDR) form DOH-4463. Complete all required fields marked with an asterisk *. In addition, please complete race, ethnicity, current gender identity, ordering health care provider’s full name, address and National Provider Identifier (NPI).

In the Specimen Information section, enter “Dried blood spot” in the Source field.

In the Laboratory Examination Requested section, enter the rapid test type in ‘Submitter Lab Findings’ and check ‘HIV/HCV’. For HIV confirmation, also check ‘rapid test confirmation’ and ‘HIV diagnostic testing’. For HCV confirmation, also check ‘rapid test confirmation’ and ‘HCV RNA’.

In the Clinical History section, if applicable, enter relevant treatment (e.g. ARV treatment, PrEP) and pregnancy status with trimester.

DBS collection and shipping procedures

Before collecting and shipping DBS, please refer to instructions and training materials provided by the NYSDOH. Patient identifiers on the DBS card must match those on the requisition form. DBS must be received and processed by the laboratory within 15 days of collection. Ship DBS specimens to the address below and include ‘Bloodborne Viruses Laboratory’ in the address, as shown, to ensure the package is routed to the appropriate laboratory section.

Shipping Address
Bloodborne Viruses Laboratory
David Axelrod Institute
Wadsworth Center, NYSDOH
120 New Scotland Avenue
Albany, NY 12208

Requesting Tests and Retrieving Electronic Reports from the Health Commerce System

There are significant advantages to requesting tests and accessing test results on the Health Commerce System (HCS) and the Clinical Laboratory Information Management System (CLIMS) including specimen tracking, e-mail notification when results become available and online access to test results. For more information, see the Online Test Request/Reporting page