FAQ

If you don’t find your question listed below, please contact us and we will get back to you as soon as we can.

When I opened my kit the specimens were warm/the ice pack was thawed. What should I do?
What do I do if the samples arrive broken?
How do I select the correct module for Hematology?
What do the #, @, Dc, &, *, and ? symbols mean on my graded report?
What should I do if my analyzer will not produce a result?
What if my results are less than or greater than my reportable values?
Explain Microbiology Extent Testing
What should I do if my intrument or method code is not listed?
What codes do I use for antibiotics not listed?
Do I need to send my results to CMS?
What should I do if I am not reporting results for this testing event?
What do I do if my DAT samples are hemolyzed?
What to do when I receive my QBC samples for Hematology?
How long can I delay testing for Cardiac Markers/Isoenzymes Plasma?
How long can I delay testing for Fertility/Endocrinology specimens?
My diluent is missing for Microbiology specimens. What should I do?
What should you do when a state official says that their file shows a score of “0” for a waived test yet you received a passing grade from AAB?

When I opened my kit the specimens were warm/the ice pack was thawed. What should I do?
Upon receipt of kit, refrigerate specimens until testing. The samples are validated to be stable during normal shipping conditions without ice packs. These specimens are suitable for testing and will not be replaced unless other problems are evident. Follow individual program instructions for adjusting specimens to temperature before testing.

Our samples are validated for shipping without ice packs. The ice pack is merely included to protect the samples against extreme temperatures during shipping. An ice pack will only remain frozen for about 12 - 18 hours, and is therefore expected to arrive thawed. If your samples arrived within the normal 2 day time frame from the shipping date, these specimens are suitable for testing.

If samples arrive outside the 2 day time period and are visibly degraded, then contact AAB Technical Support at 800.234.5315. Any dry sample and most liquid samples will still be fine. However, we will work with you and replace any sensitive samples at no charge.

If you see unusual results during testing; samples which should contain intact cells are grossly hemolysed, most values detected are extremely low, sample errors are reported by your instrument, please contact Technical Support as quickly as possible. We will also replace those samples, but only if you contact us before the published deadline to allow ample time for replacements to be sent to you.

What do I do if the samples arrive broken?
You will need to order a replacement sample. There is a deadline beyond which replacement samples cannot be shipped and results received in time for grading. Check our schedule for dates.

You can also call the Technical Support Group at 800.234.5315 and request a replacement or email us.

How do I select the correct module for Hematology?
Click here to select the proper Hematology programs. Use this tool to determine which program is appropriate for your hematology analyzer.

The Program Guide matches programs with analyzers.

Call the Technical Support at 800.234.5315 and request assistance or email us.

What do the #, @, Dc, &, * and ? symbols mean on my graded report?
A legend is included at the bottom of your results page which explains these symbols.

#	This method was not graded due to an insufficient number of peer respondents. No appropriate default grouping was available. The listed range should provide a reasonable guide to your performance. However, exercise caution in evaluating your results. You need to review this result to make sure that you can defend your response as accurate. Generally if your results are within the given acceptable range, a minimal documented QA/QC review is sufficient. If you are outside the given acceptable range, you either need to justify why this range is not appropriate or treat this as a miss requiring corrective action.
@	Unable to report due to technical difficulty. You were unable to obtain results and let us know that you had difficulties in performing testing on the sample. A null response, this does not count for or against your grade.
Dc	Dc is short for discontinue. It does not necessarily mean that you have dropped an analyte, only that you did not participate and we know the reason. CMS mandates that non-participation be given a score of “0". This is a place holder code that means you did not participate for the particular event indicated, but that there appears to be a reason. There are two typical reasons other than permanently stopping participation where you will receive a Dc. First, you have changed from one CMS regulated analyte to another that CMS considers equivalent. For example you have changed from Throat Culture to General Bacteriology. CMS requires us to continue to report Throat Culture for a total of 3 events. So for the next 2 events you will see a score for General Bacteriology and a Dc for Throat culture. Second, you communicated to AAB that you were unable to participate for an analyte or event. AAB will report your score as Dc. Remember, this is effectively the same as a score of “0". You may be asked by an auditor,by your state or by CMS to justify your non-participation. If they do not agree with your justification, this will be treated as a miss. Per CLIA regulations, if you are performing patient testing at the time of the Proficiency Testing event, you must participate. AAB makes no value judgment as to whether or now your reason was valid. We are simply reporting that you did provide a reason.
&	No result reported. Per CMS regulations, this counts as a miss.
*	Out of range or incorrect response. This is a miss. Corrective action is needed on your part.
?	This score may not truly evaluate performance for this specimen which was not graded because of a lack of participant consensus. You have received a default score of 100% for this sample because too many participants answered incorrectly. You need to review this result to make sure that you can defend your response as accurate. Generally if your results are within the given acceptable range, a minimal documented QA/QC review is sufficient. If you are outside the given acceptable range, you either need to justify why this range is not appropriate or treat this as a miss requiring corrective action.

What should I do if my analyzer will not produce a result?
Call the Technical Support at 800.234.5315 and determine if others are experiencing the same problem. A replacement specimen can be arranged if appropriate. Check our schedule for replacements.

If you are reporting manually: Leave the result field blank and attach a note, to the red form, describing the problem.

If you are reporting via the internet: Leave the result field blank and describe the problem in the comment box.

You can also email us.

What if my results are less than or greater than my reportable values?
These instructions are always included in the General Instructions included with each shipment. For paper forms enter the lowest or highest reportable test value in the appropriate box of your reporting forms. Photocopy the reporting form and on the copy write “less than”, “greater than”, “<” or “>”next to the result field. Submit both the original form and the copy to AAB.

For online forms you may now report the special characters "<" and ">" in the result fields along with your lowest or highest reportable range on the web-site reporting form.

Explain Microbiology Extent Testing
Determining the type (Extent) of microbiology testing can be a bit confusing. You must do it accurately or run the risk of a PT failure, in some cases with a correct answer. It is very important that you do not overstate your extent classification. In other words, do not use extent 4 unless you are in fact reporting patients at that level.

You must use this table. It is the one created by CMS.

If you have any questions please call the Technical Support Group at 800.234.5315 and request assistance. We will be happy to help you determine your extent category.
You can also email us.

Follow these General Guidelines:

Do not use Extent 0 unless you would not perform testing on a specimen.
If you do not select an extent classification it will default to Extent 5, in which case you must identify the genus and species of both aerobic and anaerobic organisms.
Extent 3 is for presumptive testing and requires the identification of an organism’s genus. Be certain that is what you do when testing patient specimens.
If you select Extent 4 you must be able to detect the presence of an anaerobic organism. You do not need to identify it, but you must know it is present.
As a rule, the result codes for Extent 1, 2, and 3 will be graded the same.

What should I do if my instrument or method code is not listed?
Leave the instrument and/or method code blank on the red form. Attach the manufacturer’s information for the instrument and/or a package insert for the method. We will classify the test system and notify you of the correct code.

If you are resulting on-line, leave the instrument and/or method code blank. In the comments section you can attach an electronic copy of the information or send a link to the manufacturer’s website. We will classify the test system and notify you of the correct code.

You can call the Technical Support at 800.234.5315 or send an email us if you have additional questions.

What codes do I use for antibiotics not listed?
Recent CMS rules require us to score the selection of antimicrobials that are not listed as appropriate for the intended organism under the current CLSI (NCCLS) guides as an incorrect result. We therefore will only add new antimicrobials at the end of each year after the release of the new guidelines. Antimicrobials that are not added to the CLSI guidelines will not be added to our list.

Please submit your request to add new antimicrobials on a copy of your Bacteriology Reporting form. If you are reporting online, simply type the request into the comments field. You request will be kept on file and addressed at the end of the current calendar year.

Do I need to send my results to CMS?
Almost certainly the answer is YES! If you are performing testing for medical uses you probably fall under the CLIA regulations and need to have your results submitted to CMS.

For CMS regulated analytes, a CMS box is present on reporting form. It is recommended that the YES box be marked, as this will send results to CMS.

What should I do if I am not reporting results for this testing event?
If you are testing patients for an analyte at the time of the event you must report Proficiency Testing results.

If you are not testing patients, leave the red form blank for the analyte involved and attach an explanation. If you are reporting on line, leave the result form blank for that analyte and submit an explanation in the comment box.

What do I do if my DAT samples are hemolyzed?
If cells are present, wash the cells with saline and test according to your protocol. If no cells are present contact AAB Technical Support for replacement samples if available.

What to do when I receive my QBC samples for Hematology?
Open kit immediately and check for hemolysis and breakage. Refrigerate samples immediately and analyze specimens within 24 hours after receipt. These specimens are time sensitive and replacements will not be available after seven days of the original shipping date.

How long can I delay testing for Cardiac Markers/Isoenzymes Plasma?
Refrigerate specimens immediately. Troponin I must be tested immediately on receipt of the package. If testing is delayed more than 6 hours, freeze the samples till the time of testing. CK-2 and myoglobin samples are stable up to 4 days at 2-8°c if kept tightly stoppered. If you anticipate any delays in testing, freeze samples immediately upon receipt.

How long can I delay testing for Fertility/Endocrinology specimens?
Testing should be performed with 48 hours of receipt of specimens. Refrigerate specimens immediately on receipt. If you anticipate any delays in testing, freeze samples immediately upon receipt.

My diluent is missing for Microbiology specimens. What should I do?

Do not delay testing for cultures. The samples swab may be used directly to inoculate primary culture plates or media. Alternatively, .5mls of any enriched media broth can be used for reconstitution. Saline can also be used for rapid test kits such as Uricult.

What should you do when a state official says that their file shows a score of “0” for a waived test yet you received a passing grade from AAB?

This occurs when the state requests that results be forwarded to them electronically in the CLIA “OSCAR” format. In this format, CMS requests that all results from waived tests be reported as a “0” with a specific code attached indicating the result was from a waived method.

We are occasionally questioned on this and find that this is typically caused by one of the following. First, an auditor or other representative is only given a list of scores without the attached codes. To remedy this, scores should always be given with all result codes intact. Second, the codes are given but the auditor has not been informed as to their meaning and is unaware of the convention for reporting waived methods as a “0”. Finally, the state accepts results in OSCAR format simply as a convenience, and is not fully aware of the meaning of all the codes and fields. This can result in a local programmer inadvertently stripping the appropriate codes as results are added to the database.

If there are any questions as to your actual performance then you should be able to show the state a copy of your results for the analyte and event in question. That should be sufficient to resolve any concerns.

Please contact us at AAB Technical Support if you have any further questions.