Shipping Specimens to Texas AR Laboratory

Contact TexasARLN@dshs.texas.gov for access and instructions for using the FedEx account.

Visit FedEx’s website How to ship clinical samples for shipping guidelines.

 NOTICE: FedEx Express may refuse to accept packages that do not meet FedEx Express, government, or IATA and ICAO requirements.

If your facility is already enrolled in the DSHS courier program, such as for newborn screening test kit deliveries, you may be able to submit AR specimens using the same courier. You can reach out to LabCourier@dshs.texas.gov for more details.

• Be aware of the collection date and time as well as the testing window for your organism.
• Neisseria gonorrhoeae (GC) has a very limited testing window of 24 hrs after collection. We recommend collecting in the afternoon and shipping that same afternoon for next day delivery.
  • C. auris swabs must be shipped within one day of collection at refrigeration temperatures.
• Plan your shipping date and be aware of the last pickup times delivery by your courier. FedEx Lab Return drop off information and locations can be found here.
  • Plan to ship specimens overnight Monday-Thursday to avoid weekend deliveries. Be aware of any upcoming state holidays that may impact delivery of your specimens.
  • Colonization Swabs: Confirm scheduled screening date with your regional epidemiologist. Please only send specimens on the confirmed date or they risk rejection.
• GC AST Isolates & Swabs: This organism has a very limited testing window of 24 hrs after collection. We recommend collecting in the afternoon and shipping that same afternoon. This allows us to test in the morning after delivery within the 24 hr window.
• Each specimen should have a corresponding specimen submission form.
  • Confirm that patient name and unique identifiers match exactly on both the specimen and the form. A minimum of two identifiers is required, three are recommended.
  • Ensure that date of collection has been documented or the specimen will be rejected.
  • (G-2E) Section 7. Collection Site: Use Section 7 to detail specimen collection location and contacts if they are different from the submitter information in Section 1.
  • (G-2B) Section 5. Payor Source: ARLN Activities, such as GC AST and WGS of AR organisms, are funded by CDC Special Project. Select box “Other” and write “CDC Special Project (14)” on the blank line.
• Always include any prior test results such as identification reports and antimicrobial susceptibility test (AST) results.
• The AR Laboratory will reach out and request these documents prior to testing, if they are not received in the original shipment.
• Transport & Stability
  • Follow Category B Shipping Guidelines. You can visit the laboratory’s general specimen shipping and mailing guidance pages for more details and available resources.
  • Please refer to the LTSM test directory found here for storage and shipping requirements for the organisms of interest (e.g., Candida, Enterobacterales, Neisseria, Pseudomonas).  

Use the Texas AR Laboratory FedEx account to ship CRO specimens. Please contact the TexasARLN@dshs.texas.gov for instructions for logging into the FedEx account. 

When you log in to the FedEx site. please follow these steps:

1. Ignore the "My Shipment" profile if this is your first time to use this account.
2. Under "From", click "Edit" and enter your facility information. Check "save new sender in address book" so that you can use the same information in the future.
3. Under "To", please select contact name "Tamara Baldwin". The Texas DSHS Laboratory address will auto populate for you.
   1. Please address CRO Packages to Tamara Baldwin for the specimens to be delivered to the correct testing area in the laboratory.
4. Enter information under package and shipment details.
5. Please make sure to double check the "Special Service" section. If you are shipping chilled with cold packs, please make sure "dry ice" is not checked in the form. Dry ice should not be used as a refrigerant.
6. The FedEx system should auto populate the laboratory’s address. If it does not, please use:

Texas Department of State Health Services 
Public Health Laboratory Division 
1100 W. 49th Street 
Austin, TX 78756-3199 

CRO Isolates

To ship any CRE, CRPA or CRAB isolates, place your

• labeled CRO isolate slant or plate,
• completed G-2E form, and
• a copy of previous laboratory results

in an appropriate mailing container following Category B Biological Substances, UN3373 shipping guidelines (FedEx guidelines). Category B Biological Substances shipping guidance is also available at DSHS shipping guidelines.

CRO Swabs

• CRO swabs may be shipped at ambient temperatures.
• If shipping temperatures are likely to exceed 28°C (~82°F), as might be expected during Texas summers, swabs should be packed with enough cool packs to keep them cold for up to 48 hours. Do not use dry ice.
• Ship labeled swab specimens with their completed G-2E forms and copies of previous laboratory results in an appropriate mailing container following Category B Biological Substances, UN3373 requirements.

Use the Texas AR Laboratory FedEx account to ship C. auris specimens. Please contact the TexasARLN@dshs.texas.gov for instructions for logging into the FedEx account. 

NOTE: Packages containing biohazards should NEVER be dropped off at a FedEx Express® Drop Box!

When you log in to the FedEx site. please follow these steps:

1. Ignore the "My Shipment" profile if this is your first time using this account.
2. Under "From", click "Edit" and enter your facility information. Check "save new sender in address book" so that you can use the same information in the future.
3. Under "To", please select contact name "Jan Owen". The Texas DSHS Laboratory address will auto populate for you.
   1. Please address C. auris Packages to Jan Owen for the specimens to be delivered to the correct testing area in the laboratory.
4. Enter information under package and shipment details.
5. Please make sure to double check the "Special Service" section. If you are shipping chilled with cold packs, please make sure "dry ice" is not checked in the form. Dry ice should not be used as a refrigerant.
6. The FedEx system should auto populate the laboratory’s address. If it does not, please use:

Texas Department of State Health Services 
Public Health Laboratory Division
1100 W. 49th Street 
Austin, TX 78756-3199 

C. auris Isolates

Candida spp. isolates should be clonal (selected from a single colony) and be submitted on separate SDA slants or other appropriate media.

• Ship at ambient temperatures.

If you have CHROMagar^TM Candida agar plates available, you may use it to isolate and ship to the laboratory.

Isolates for C. auris testing are classified as infectious substances. To minimize the likelihood of exposing mail handlers to the infectious substance, isolates for C. auris testing are required to be transported to the laboratory according to Category B Biological Substance, UN3373 shipping requirements.

Additional information on shipping infectious substances to the DSHS Austin Laboratory may be found at the laboratory’s general specimen shipping and mailing guidance pages.

C. auris Swabs

1. Place one ESwab^TM tube into each clear sealable plastic biohazard specimen transport bag with an absorbent pad. Firmly seal the biohazard bag.

a. PLEASE NOTE:

•  Biohazard specimen transport bags must include an absorbent pad to absorb possible leaks.
• If an ESwab^TM tube is accidentally spilled, recollect sample with a new ESwab^TM. If unable to recollect the sample, ship the swab as is. Do NOT add liquid to the ESwab^TM tube or attempt to retrieve spilled liquid.
• Do not tape the ESwab^TM tubes or biohazard bags shut.
• If bag is damaged, exchange it for a new, intact one.
• Ship Candida swabs within 1 day of collection.

2. Line an insulated shipping box with ice packs. Place the ESwab^TM specimen(s), individually sealed in resealable bags, onto the ice packs

Fill any remaining space in the box with absorbent material to secure the specimens. Place lid on the box and secure it.

a. Note: If using ice packs, please make sure they will not leak and damage the shipping box.

3. Place completed G-2B submission form(s) and an itemized list of the box contents in a sealed plastic bag to keep them dry. Affix this bag to the outside of the insulated box lid. 

4. Close the lid of the outer cardboard shipping container and seal it.

5. In a visible location on the outside of the shipping container

• Write “Diagnostic Specimens"
• Write submitter’s name and street address, and contact telephone number of the person responsible for the specimen
• Affix UN3373 label
• DO NOT AFFIX BAG WITH SUBMISSION FORMS TO THE EXTERIOR MAILER!

6. Use the AR Laboratory FedEx account to ship specimens to the Laboratory.

The AR Laboratory will provide swabs, mailing boxes, and UN3373 labels to submitters. Call (512) 776-7582 to request GC swab collection kits.

• GC AST swabs may be shipped at ambient temperatures and must be shipped the day of collection. Specimens must be received at the Laboratory within 24 hours of collection.  
• Isolates should be pure and submitted on a chocolate agar slant or other appropriate media. Ship at ambient temperatures.

Use the Texas AR Laboratory FedEx account to ship GC AST specimens. Please contact the TexasARLN@dshs.texas.gov for instructions for logging into the FedEx account. 

NOTE: Packages containing biohazards should NEVER be dropped off at a FedEx Express® Drop Box!

When you log in to the FedEx site. please follow these steps:

1. Ignore the "My Shipment" profile if this is your first time using this account.
2. Under "From", click "Edit" and enter your facility information. Check "save new sender in address book" so that you can use the same information in the future.
3. Under "To", please select contact name "Tamara Baldwin". The Texas DSHS Laboratory address will auto populate for you.
   1. Please address GC AST Packages to Tamara Baldwin for the specimens to be delivered to the correct testing area in the laboratory.
4. Enter information under package and shipment details.
5. Please make sure to double check the "Special Service" section. If you are shipping chilled with cold packs, please make sure "dry ice" is not checked in the form. Dry ice should not be used as a refrigerant.
6. The FedEx system should auto-populate the laboratory’s address. If it does not, please use:

Texas Department of State Health Services 
Public Health Laboratory Division
1100 W. 49th Street 
Austin, TX 78756-3199