This swabbing procedure is used for surveillance of pathogenic bacteria by qualitative testing, where results are reported as Detected/ swab or Not Detected / swab.

For example: Salmonella, Listeria and Cronobacter

Please read and understand this article thoroughly before proceeding.

1. Sampling Kit Contents

• Ice packs
• Chilly bin
• Return address label       
• Return courier ticket
• Flexi swabs
• Temperature vial (to record temperature on arrival) – please fill with water

2. Critical Considerations

• Samples must reach the laboratory within 30 hours of being taken. Therefore, timing of sampling is critical. Please find out the courier pick-up time and plan to sample as close to this as possible.
• To be in suitable condition for testing, samples must reach the laboratory between 0°C and 10°C. Packing of the chilly bin for transit to the lab is critical to ensure the samples keep cool but do not freeze.
• Store swabs at 2-4°C
• Do not use any consumable items that appear to have the seal compromised or that are expired.

3. General Notes

• Preparation for Sampling:  Hydrate the ice packs (only if ice packs are not hydrated already) using a clean tray containing 1L of water. Immerse the ice pack until the lobes are sufficiently full.  Alternatively hold under running water until lobes are full. Place into a freezer overnight. This is best done either as soon as you receive your kit or at least the day before sampling.
• Keep the swabs closed until immediately prior to use.

4. Method of collection for environmental swab samples – Flexi Swabs

• Pre-label the flexi swab with the sample ID (swab number or site description).
• Carefully break the seal by twisting the finger tab and remove the swab from the tube.
• Hold the tube in the opposite hand to the swab and begin to rub the selected test surface with the sponge end of the swab (e.g. start from the top shelf of the fridge and work your way down).  Use as much downward pressure as you can and rotate the sponge head whilst swabbing. Do not touch any part of the swab other than the exposed finger tab. Target sites on areas where thorough cleaning is difficult.
• Return the swab to the tube and ensure the flexi swab lid is tightly closed.

5. Documentation

• Submit the testing requirements via LabConnect ensuring all details (sample details, name of sampler, sampling date and time) are recorded.
• Place the submission form into a plastic bag and place into the chilly bin.

6. Packaging and Transport

• Once all samples have been collected, pack the chilly bin for transit to the laboratory.
• Bundle the samples, the filled temperature vial, and the submission form (in the plastic bag) together. Ideally, the temperature vial should be fixed adjacent to the samples in the chilly bin.
• The packing of the chilly bin must protect the samples from extremes of temperature and minimise changes to the micro-flora during transit.  It must also ensure that the contents stay tightly packed and upright. You may have to arrange the contents a little to ensure a snug fit.  Any paper (including newspaper) or bubble wrap are good packers.
• Generally, it works to use one ice pack on the bottom of the chilly bin, and one on top of the samples – the provided ice pack can be cut in half.  The samples must not come into contact with the ice packs.
• Ensure the address label is prominently visible on the chilly bin lid.  Transport by courier without delay to:

AsureQuality Christchurch Laboratory
Unit 1, 6H Sir William Pickering Drive
Burnside
Christchurch 8053
Attention: Sample Reception

or

• Once the courier has picked up the chilly bin, send by email a copy of the submission form as a pre-alert to the laboratory  ChristchurchSR@asurequality.com or lynfieldsr@asurequality.com
• Include the following details in the email:
  • The date and time the first sample was taken
  • The courier ticket number
  • The courier pickup date and time

This information enables the laboratory to chase up the courier company if the samples are getting close to 30-hour deadline, to prevent samples being rejected.