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Discrepancy codes used by the laboratory

Code Explanation Comments
E1 Vial received without form Contact send and ask for form. If no form, discard sample and request repeat test to be taken in three months.
E2 Form received without vial Contact sender and check sample was taken. If no vial, request repeat test to be taken in three months
E3 Vial is unlabelled Inform sender. Discard sample and request new sample to be taken in three months
E4 Vial only partially labelled Follow guidance for minor/major labelling discrepancies
E5 Patient details on form and vial do not match
Significant data inconsistencies require a repeat sample. Inform sender. Discard sample and request new sample to be taken in three months
E6 Insufficient patient details on form
Depends on severity. Inform sender. Discard sample and request new sample to be taken in three months
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
E8 Valid PIN not provided Inform Screening & Immunisation co-ordinator to verify sample taker is trained & updated. If not verified, report sample as inadequate unless sample is abnormal. If verified, record PIN and report sample in the usual way
E9 Vial spilt in transit/ incorrect or out of date container/ brush inappropriately missing or present
Process sample and report as inadequate unless sample is
abnormal. Inform sender
E10 Form/vial details illegible Depends on severity. Inform sender. Discard sample and request new sample to be taken in three months
E11 Out of programme sample (age, too early repeat, inappropriate vault)
Inform sender and discard sample
E12 Out of date vial Discard sample. Inform sender. Ask sender to check stock and return any out of date vials to the laboratory for safe disposal

(Last updated March 30th 2016)