ViroMed Army Testing Contract:
Frequently Asked Questions

 

Q: What is the minimum amount of serum needed to test a sample?

A: 0.5ml serum is a sufficient quantity for HIV-1 testing to be completed.

 

Q: How long can serum be held before it must be frozen?

A: Serum can be held at 2-8° C for up to 7 days (whether in the original SST or the pour-off serum tube). For long-term storage, serum must be frozen (in the pour-off serum tube) at -20° C or colder. Serum should not be subjected to repeated freeze / thaw cycles.

 

Q: What does "Illegible Barcode" mean?

A: If you sample is rejected because it has an illegible barcode it means that ViroMed's scanners cannot read the actual barcode lines. Possible reasons for this include:

• Smeared barcode: The barcode lines are too close together for the scanner to read. This can happen when the barcode printer is programmed on a setting that is too dark.
• Incomplete barcode: Not all of the barcode lines appear on the label. This can happen when the barcode printer is not aligned properly.
• Torn barcode: If a barcode is torn, the barcode scanner will attempt to read the blank area between the barcode lines.

To avoid these problems, it is a good idea to visually inspect the barcodes on your tubes before you send them to ViroMed. Please see the "Labeling Sample Tubes" page in the Instructions for Sample Collection, Preparation and Shipment for illustrations.

 

Q: What does "Improper Labeling" mean?

A: Improperly labeled samples are those that have labels wrapped around the bottom portion of the tube or labels placed on the tube horizontally instead of vertically.

• Labels on the bottom of tubes: ViroMed is unable to test samples that have labels wrapped around the bottom of the tubes. In order for the sample dilutor to accurately sense the sample level, the tube has to make a physical connection with the bottom of the tube rack. If there is a label there to impede this connection, the process will break down.
• Horizontal barcodes: the barcode scanner’s laser can only scan barcodes in a straight line. Therefore, if the barcode lines are wrapped around the tube, ViroMed’s scanners will not be able to read them.

Please see the "Labeling Sample Tubes" page in the Instructions for Sample Collection, Preparation and Shipment for illustrations.

 

Q: What does it mean when my sample is rejected for R8 Demographic Error? How do I correct this rejection?

A: All demographic data received at ViroMed is checked against a government-provided master file. If the data submitted does not match the data in the master file for that FMPSSN, the sample will be rejected for R8 Demographic Error. To correct this problem, simply provide ViroMed with the correct data (in writing) and your sample will be tested. If you do not provide resolution to ViroMed within 10 days, your sample will be rejected as R1 and is then non-resolvable.

 

Q: I received an R7 rejection. How do I correct it?

A: An R7 rejection means that you either sent a sample with no demographic data or sent the demographic data with no sample – your rejection notice should indicate the correct reject reason for your sample. To correct this rejection, simply provide ViroMed with whichever part is missing. If you do not provide resolution to ViroMed within 10 days, your sample will be rejected as R1 and is then non-resolvable.

 

Q: How do I correct an R1-R6 rejection?

A: These rejection types are non-resolvable. You will need to re-draw this sample and resubmit it to ViroMed for testing. NOTE: When you resubmit you need to use a new (unique) barcode. Never use a barcode that has previously been submitted to ViroMed as this sample will be rejected for "Duplicate Barcode".

 

Q: My sample was rejected for "Duplicate Submission". What does that mean?

A: ViroMed’s system will not process more than one sample per person per day. If you submit two samples with the same FMPSSN on the same day both samples will be rejected for "Duplicate Submission." To resolve this rejection the individual will need to be re-drawn and the sample resubmitted to ViroMed for testing.

 

Q: Why did my samples get rejected for "Improper Submission"?

A: Contractually, ViroMed cannot authorize the use of non ViroMed-provided supplies. ViroMed provides 7ml, plastic SSTs with double serum separator gel and 5ml pour-off tubes for sample submission. Currently the following tubes are being accepted:

• Grenier 7ml Vacuette‚
• Beckton-Dickinson 7.5ml, tiger-top vacutainer
• 5ml plastic, screw-top, round-bottom pour-off tube

If you submit samples in any tubes other than those listed, your samples will be rejected for "Improper Submission". Please see the "Sample Collection" page in the Instructions for Sample Collection, Preparation and Shipment for more information.

 

Q: The new SSTs don’t work right – there’s no vacuum. What can I do?

A: More than likely the problem lies in the needle holder you are using. Not all holders work with the Grenier 7ml Vacuette‚ tube. The correct needle holders can be purchased from McGill Scientific at 612-630-9190.

 

Q: The new SSTs don’t fit in my centrifuge correctly – the caps pop off. What can I do?

A: The Grenier 7ml Vacuette‚ tube is slightly shorter than other serum separator tubes. In order to centrifuge the tubes without the caps popping off, you need ensure that the lower lip of the cap does not rest on the top edge of the centrifuge tube holder. You may need to add a "spacer" under your tube – you can use the rubber piece from the inside of an unused cap.

 

Q: I only received a roster result report but I need individual patient reports. What can I do to correct this?

A: Standard result reporting procedure for all Army sites is that any sample coded with the Source of Test (SOT) of F (force testing) will receive only the roster format. The use of any other SOT will result in receiving both a roster and an individual patient report.

 

Q: I sent an ARF disk to ViroMed with the demographic data for my samples but ViroMed says they don’t have the data. Where is the demographic data and how do I correct this problem?

A: There are three ways this problem can occur: 1) either the data was shipped in the wrong format or 2) the disk was removed from the disk drive before the file transfer was complete or 3) not all of the required information was completed before the file was saved to disk.

• Data shipped in wrong format: When you complete the ARF data entry you must select the "Shipping" option from the File pull down menu. By completing the "Shipping" screen and selecting to ship the data to disk you are ensuring that the data will be saved in the correct format. You must not send a disk with the data in the "Report" format.
• File transfer not complete: After you choose to ship your demographic data to disk, you must wait for the file transfer to complete before you can take the disk out of the disk drive. If you take the disk out before the light turns off you will be truncating the file and it will not upload into ViroMed’s database correctly.
• Missing information: All site information must be completed in the " Header" section of ARF. This includes all the Alternate POC information. If you do not complete this section entirely, your data will not upload into ViroMed’s database correctly.

To correct any of these problems, you will need to re-ship the demographic data to disk and send the disk to ViroMed. To re-ship the data you will need to choose the "Administration" option from the File pull down menu and select "Re-send Demographic Data." Please refer to the ARF Instructions manual for further information.