Submitting Mycological Specimens to DSHS Laboratory

Specimen Submission Steps

Refer to the DSHS’ LTSM test menu for specific guidance on specimen types, required volumes, and shipping temperatures for the desired test. Refer to the DSHS’ online Specimen Collection and Submission Guidance and Specimen Shipping and Mailing Guidance content for additional guidance on submitting clinical specimens to the Lab.

1. Request a DSHS Lab Submitter ID Number

New users and users updating previously submitted information, must fill out every applicable field of a Submitter ID Request Form and email the completed form to labinfo@dshs.texas.gov or fax to 512-776-7533.

2. Obtain a Specimen Submission Form

Once you have a Submitter ID number, request a master copy of the required specimen submission form from Laboratory Reporting by emailing LabInfo@dshs.tx.gov or calling 512-776-7578. 
 G-MYCO submission form is required for each mycobacteriology specimen submission. 
most recent version of the G-MYCO form. Old forms may be missing required information and cause a specimen to be rejected. Email LabInfo@dshs.tx.gov to order updated to order updated forms.  

3. Collect and Label Specimen

High-quality specimens are vital for successful testing. All received specimens must be labeled with at least two unique patient identifiers, preferably three. Patient identifiers on the specimen label and on the submission form must be identical. 

Please refer to the requested test’s description page for more details; found at the LTSM test page menu.

Pure Yeast Isolates

The Lab accepts pure yeast isolates from clinical specimens for morphological examination, MALDI-TOF testing, and biochemical testing.

• Isolates should be clonal (selected from a single colony), form visible growth/colonies, and be submitted on separate Sabouraud’s Dextrose Agar (SDA) slants or other appropriate solid media. 
• Isolates may be submitted in liquid culture, with a 2 mL minimum volume.

• For Candida isolates, CHROMagar^TM Candida Chromogenic agar (if available) is a preferable medium for submissions.

• Specimen must not be older than 4–5 weeks. 
• Ship isolates at ambient temperatures.
• Unidentified isolates may be shipped as Category B Infectious Substances, UN3373.  

NOTE: 

• The AR Laboratory will provide SDA slants to Candida submitters upon request. 
• Call the AR Lab at 512-776–7342 to request slants. 
• The Laboratory does not supply CHROMagar^TM Candida Chromogenic agar slants to submitters.
• Permission from a Healthcare Associated Infection (HAI) epidemiologist is not needed prior to submission of Candida isolates. 

Pure Mold Isolates

The Lab accepts pure mold isolates from clinical specimens for morphological examination, slide culturing, and biochemical testing.

• Isolates should be clonal (selected from a single colony), form visible growth/colonies, and be submitted on separate Potato Dextrose Agar (PDA) slants or other appropriate solid media. 
• Isolates may be submitted in liquid culture, with a 2 mL minimum volume.
• Specimen must not be older than 4–5 weeks. 
• Ship isolates at ambient temperatures. 

Pure Aerobic Actinomycete

The Lab accepts pure aerobic actinomycete isolates from clinical specimens for morphological examination, HPLC testing, and biochemical testing. 

• Isolates should be clonal (selected from a single colony), form visible growth/colonies, and be submitted on separate Sabouraud’s Dextrose Agar (SDA) slants, brain heart infusion agar slant, TSA, or other appropriate solid media. 
• Isolates may be submitted in liquid culture, with a 2 mL minimum volume.
• Specimen must not be older than 4–5 weeks. 
• Ship isolates at ambient temperature.

Pure Isolates for CDC Referral

Isolates for CDC referral must first be submitted to the DSHS Austin Laboratory. Providers must not submit directly to the CDC. 

Questions about CDC referrals? Call the Mycology Team at 
512-776-7342, or email Mycobacteriology@dshs.texas.gov.

For more information on specimen collection and storage requirements, please review the test description of the requested test at DSHS Lab Testing Service Manual. 

Specimen Labeling Requirements

• Every specimen must have at least two unique patient identifiers affixed to it. Three identifiers are preferred.  
• Every specimen must be submitted with a submission form.  
• Patient-specific identifiers on the specimen and the submission form must match exactly.  
• All required fields in the forms must be completed. 

Refer to the DSHS’ LTSM specimen labeling guidance for additional specimen labeling requirements.  

Required Fields on Specimen Submission Forms for Mycology Specimens

• A G-MYCO specimen submission form is required for mold, fungi and aerobic actinomycetes specimen submissions. 
• A G2-E form is required for Candida species Iidentification and C. auris colonization screening. 

Submitters must ensure they are using the correct submission form for the requested test. 

If filling out the form by hand, BLOCK lettering is preferred. To maximize legibility and minimize transcription errors, avoid using cursive script. 
Refer to the DSHS LTSM specimen collection guidance pages for more details on the required information on submission forms. Providing a completed specimen submission form with each specimen is critical to successful testing.  

Submitter’s Texas Provider Identifier (TPI) Number SECTION 1	The TPI number is a unique number the DSHS Laboratory assigns to each of our submitters. To obtain a Texas Provider Identifier (TPI) number, contact Texas Medicaid and Healthcare Partnership (TMHP) at 1-800-925-9126. To request a DSHS submitter number, a master form, or to update submitter information, please call (888) 963-7111 ext. 7578 or (512) 776-7578, or fax (512) 776-7533. Alternatively, visit  http://www.dshs.state.tx.us/lab/mrs_forms.shtm#email
Submitter’s National Provider Identification (NPI) Number SECTION 1	All health care providers must include their NPI number. To obtain an NPI number, contact the National Plan and Provider Enumeration System (NPPES) toll free at (800) 465-3203 or via their website at https://nppes.cms.hhs.gov/NPPES/Welcome.do
Submitting Facility’s Name and Address SECTION 1	Provide the submitter’s name, address, city, state, and zip code. Clearly print, use a pre-printed label, or use a legible photocopy of a master form provided by DSHS Laboratory.
Submitting Facility’s Point of Contact Information SECTION 1	Please ensure the name, telephone number, and fax number of the point of contact (POC) at the submitting facility is up-to-date in case the laboratory needs additional information about the specimen or isolate.
Patient Information SECTION 2 (G-MYCO and G-2E)	Complete ALL required fields in this section. The patient’s first and last name provided on the specimen MUST match the patient’s name on this form. All specimens MUST be labeled with at least two patient-specific identifiers; both a primary and a secondary identifier. The identifiers used MUST appear on both the specimen container and its submission form. Specimens that do not meet these identifier requirements will be classified as unsatisfactory for testing and will not be tested.
Specimen Source or Type SECTION 3 (G-MYCO and G-2E)	Indicate the type of material or the source of the specimen or isolate being submitted. For specimens not described in the list, check the “Other” option, provide specific details, and initial next to them. The Date of Collection MUST be provided.
Clinical Specimens: Test Requested SECTION 4 (G-MYCO and G-2E)	Identify the test requested for the specimen being submitted. To cancel a test marked in error, place a single line through the test name and write “error”. Provide any previous laboratory testing of this specimen to assist DSHS with the identification process.
Referred Pure Cultures: Test Requested SECTION 5 (G-MYCO)	Identify the test requested for the isolate being submitted. To cancel a test marked in error, place a single line through the test name and write “error”. Provide any previous laboratory testing of this specimen to assist DSHS with the identification process.
Ordering Physician’s Information SECTION 5 (G-2E) SECTION 6 (G-MYCO)	Provide the name of the physician who ordered the test and the physician’s NPI number.
Payor Source SECTION 6 (G-2E) SECTION 7 (G-MYCO)	Select” Submitter” in G-MYCO. “CDC Special Project” is preselected in G-2E.
SECTION 7 Collection Site (G-2E)	Provide the name and zip code of the facility where the specimen was collected and the sample number.

• Required information on a submission form is marked with double asterisks (**).
• Do not bundle a submission form with two or more specimens.
• Do not place labels or stickers over any required fields.  

Submission Form Questions? Contact the Laboratory Reporting Group at 1-888-963-7111 ext. 7578 or email: LabInfo@dshs.texas.gov.

4. Shipping Mycology Specimens to the DSHS Lab

To minimize exposing mail handlers and carriers to infectious substances, specimens must be triple-contained for shipping to the Laboratory as Category B Biological Substances.

As a submitter, you are legally responsible for the proper training of personnel who handle your facility’s specimens in the handling, labeling, and shipping of infectious substances to the DSHS Laboratory.  

Additional information on shipping infectious substances to the DSHS Austin Laboratory may be found in the Laboratory’s general specimen shipping and mailing guidance pages.  

Before shipping mycology specimens to the Lab, please make sure you have

• labeled the specimen with the required patient identifiers (two minimum, three are preferred), 
• secured the lid of the specimen container to prevent leaks, 
• completed the correct specimen submission form for the specimen and requested test, 
• provided the date of collection on the submission form, 
• selected the test being requested on the submission form, 
• attached a copy of previous lab results, if available,  
• packed the specimen correctly according to Category B, UN3373 shipping requirements, 
• affixed all required shipping labels to the outer mailer, and 
• packed cold packs, not dry ice with specimens that need refrigeration.  

Mycology Specimen Shipping Requirements

Specimen Type	Shipping/Storage Temperature	Other Requirements
Yeast and Mold Isolates	Ambient	Viable, visible growth required on growth media
Aerobic Actinomycete Isolates	Ambient	May be shipped cold with whole blood, if needed

 

Questions about Mycology Submissions? 

For questions about submitting yeast, mold, and aerobic actinomycete specimens to the DSHS Laboratory, call the Mycology Branch Manager at 512-776-7342 or email mycobacteriology@dshs.texas.gov.