Screening samples: example error codes
Updated 26 September 2024
Applies to England
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Code all sample or request errors with the relevant error code. This provides the laboratory with a means of auditing these samples.
Error code E1: vial received without form
Contact sender and ask for form. If no form, reject sample and request repeat test to be taken after 3 months.
Error code E2: form received without vial
Contact sender and check sample was taken. If no vial request repeat test to be taken after 3 months.
Error code E3: vial is unlabelled
Inform sender. Reject sample and request new sample to be taken after 3 months.
Error code E4a: vial only partially labelled but acceptable
Follow guidance for minor labelling discrepancies under section 6 of the guidance on acceptance of cervical samples in laboratories.
Error code E4b: vial only partially labelled but unacceptable
Follow guidance for major labelling discrepancies under section 6 of the guidance on acceptance of cervical samples in laboratories.
Error code E5: patient details on form and vial do not match
Significant data inconsistencies require a repeat sample. Inform sender. Reject sample and request new sample to be taken after 3 months.
Error code E6: insufficient patient details on form
Depends on severity. Inform sender. Reject sample and request new sample to be taken after 3 months if major discrepancy.
Error code E7: patient details differ from cytology records
Reject if major labelling discrepancy. If minor discrepancy, check Open Exeter and process but inform sender of error.
Error code E8: valid PIN not provided
Process sample. Attempt to confirm PIN. Report if HPV positive with inadequate cytology unless abnormal cells detected if PIN not confirmed Inform sender of reason. A negative HPV test result must be reported as HPV unavailable.
Error code E9: vial spilt in transit/ incorrect container/ brush inappropriately missing or present
Process sample. Report as detailed in the ‘specimen requirements’ section of the guidance for acceptance of cervical samples. Inform sender of reason.
Error code E10: form/vial details illegible
Depends on severity. Inform sender. Reject sample and request new sample to be taken after 3 months.
Error code E11: out of programme sample (age, too early repeat, inappropriate vault)
Inform sender and reject sample.
Error code E12: out-of-date vial
Reject sample. Inform sender. Ask sender to check stock and return any out of date vials to the laboratory for safe disposal.