Understanding Quebec’s Transport and Storage Guidelines
The Guide to Transport and Storage of Medical Biology Samples is Quebec’s official standard for maintaining sample integrity throughout the pre-analytical phase. Published by the Ministère de la Santé et des Services sociaux (MSSS), this guide establishes requirements for all organizations transporting medical samples within the province.
Transport Regulatory Framework
Medical sample transport in Quebec operates under a coordinated system:
- Provincial Standards (MSSS): Establishes baseline requirements and temperature standards
- Laboratory-Specific Protocols: Each laboratory sets specific temperature and time requirements for their services
- Transport Service Providers: Licensed couriers must maintain cold chain according to contract specifications
- Regional Health Networks: CISSS/CIUSSS coordinate transport between collection sites and central laboratories
Critical Temperature Categories
Room Temperature (18-25°C) Certain samples can be transported at ambient temperature:
- Serum samples for chemistry tests
- Samples requiring immediate centrifugation
- Specific immunology tests
Refrigerated (2-8°C) The most common transport requirement:
- Blood cultures
- Body fluid samples
- Immunohematology samples
- Most hematology samples
- Coagulation studies
Frozen (-20°C or colder) Long-term preservation samples:
- Samples for genetic testing
- Serum for future testing
- Samples requiring extended storage
- Specialized research samples
Maximum Transport Times
Transport times are critical quality parameters:
| Sample Type | Temperature | Maximum Time |
|---|---|---|
| Serum (Chemistry) | 18-25°C | 4 hours |
| Blood Culture | 2-8°C or 35-37°C | 2-4 hours |
| Whole Blood | 2-8°C | 24 hours |
| Urine | 2-8°C | 24-48 hours |
| CSF | 2-8°C | 1 hour (critical) |
| Frozen Samples | -20°C | Extended |
Sample Integrity During Transport
Collection to Transport Handoff
Proper sample preparation is essential before transport begins:
- Immediate Documentation: Record collection time and temperature at collection point
- Proper Labeling: Ensure sample identification and testing instructions are clear
- Container Selection: Use appropriate, clean, sealed containers
- Initial Temperature: Start with sample at required temperature before transport begins
- Handoff Documentation: Transport personnel receive samples at specified temperature with documented acceptance
Temperature Monitoring During Transit
Continuous monitoring is essential to demonstrate compliance:
- Calibrated Instruments: Temperature recorders must be calibrated annually per MSSS standards
- Continuous Recording: No gaps in temperature data during transport period
- Time-Stamped Data: Every temperature reading includes precise timestamp
- Alert Thresholds: Immediate notification of excursions outside acceptable range
- Visual Indicators: Cold chain integrity seals show evidence of temperature maintenance
Receipt and Verification
Upon arrival at receiving laboratory:
- Immediate Inspection: Visual check for seal integrity and proper labeling
- Temperature Verification: Confirm final container temperature matches acceptable range
- Time Documentation: Record receipt time and compare to maximum transport time
- Condition Assessment: Note any signs of temperature stress or container damage
- Acceptance Decision: Laboratory director determines sample suitability for testing based on temperature data
How ATEK Supports Transport Compliance
Continuous Temperature Monitoring
ATEK’s portable data loggers provide:
- Real-Time Temperature Recording: Continuous data points throughout transport
- Automatic Alerts: Immediate notification of temperature excursions
- Uninterrupted Data Chain: Complete temperature history from pickup to delivery
- Multiple Zone Support: Monitor different temperature zones simultaneously if needed
- Automatic Time Stamping: Every reading captures precise date and time
Transport Documentation
ATEK automatically generates comprehensive transport records:
- Temperature Logs: Complete temperature history with timestamps
- Excursion Reports: Detailed analysis of any temperature deviations including duration and magnitude
- Transport Summary: Total transport time, route information, and personnel responsible
- Compliance Certificate: Document confirming cold chain maintenance
- Audit Trail: Complete history of all transport events and personnel interactions
Multi-Site Coordination
For organizations with multiple collection and delivery locations:
- Centralized Dashboard: Monitor all simultaneous transports in real time
- Route Optimization: Track multiple transport routes across Quebec
- Network Management: Coordinate between CISSS/CIUSSS sites
- Consolidated Reporting: Generate compliance reports across entire network
Integration with Laboratory Information Systems
ATEK connects transport data with laboratory workflows:
- Automated Acceptance: Lab system receives temperature confirmation at receipt
- Sample Rejection Logic: Automatic notification if temperature criteria not met
- Rejection Documentation: Complete record for recollection authorization
- Result Linkage: Temperature data linked to final test results for traceability
Requirements for Transport Service Providers
Transport companies operating in Quebec must:
- Maintain Calibrated Equipment: Temperature monitoring devices calibrated annually
- Document All Transports: Record time, temperature, personnel for each shipment
- Employee Training: Staff trained on cold chain procedures and emergency response
- Incident Reporting: Immediate notification of temperature excursions or transport delays
- Regular Audits: Quarterly review of transport compliance and documentation
- Emergency Procedures: Documented procedures for equipment failure or transport delays
ATEK helps transport providers meet these requirements through automated documentation and compliance reporting.
Best Practices for Sample Transport
Pre-Transport Planning
- Verify sample requirements with receiving laboratory
- Ensure containers and temperature devices are ready before collection
- Calculate maximum transport time and plan pickup accordingly
- Brief transport personnel on specific requirements for each shipment
During Transport
- Start transport immediately after sample collection
- Maintain specified temperature throughout transit
- Avoid unnecessary delays or route deviations
- Monitor temperature device alerts throughout journey
- Document any unusual conditions or delays
Post-Transport
- Deliver samples within maximum time windows
- Transfer temperature data to receiving laboratory
- Obtain receipt acknowledgment with final temperature reading
- Preserve temperature records for minimum required retention period (typically 7 years for clinical samples)
Compliance Audits and Inspections
ATEK simplifies compliance verification:
- Complete Record Retention: Seven-year storage of all transport temperature data
- Exportable Reports: Generate audit-ready reports for regulatory inspections
- Trend Analysis: Identify patterns in temperature performance
- Corrective Action Documentation: Track and verify resolution of excursion events
- Personnel Accountability: Complete audit trail showing staff responsible for each transport
Emergency Response and Temperature Excursions
When a temperature excursion occurs:
- Immediate Alert: ATEK notifies transport personnel and laboratory immediately
- Document Details: Capture exact excursion time, temperature range, and duration
- Laboratory Evaluation: Receiving laboratory assesses sample viability using complete data
- Corrective Action: Laboratory director determines if sample can be tested or must be recollected
- Prevention Plan: Address root cause to prevent future excursions
ATEK’s detailed excursion reports provide all information needed for proper evaluation and corrective action.