Useful documents

How to write a SOP for staff

Why do we need sop in a laboratory?

  • SOPs are written step-by-step instructions on how to carry out procedures correctly
  • SOPs are meant to ensure consistency, accuracy, and quality of data
  • SOPs harmonize laboratory practices, reduce user errors, and can be used as training tools

How to start?

1 – Create a standard template for all the SOPs in your laboratory

  • This template is a standard plan
  • Reuse, adapt and complete the template for each type of microbiology procedure

2 – Define the duties/ staff in charge of

  • Writing the procedure: a member of staff who has knowledge and experience with the process
  • Reviewing and approving: a person who reviews and approves the document before its dissemination (senior technician or biologist)

3 – Identify the document with a title & unique number

  • Facility name: HOSP
  • Sector: MIC
  • Type of document: SOP
  • Number unique: 001
  • Version number: V1
  • Example: HOSP – MIC – SOP – 001 – V1

If any change is to be made to this SOP, a new version will have to be created and the whole process (drafting, approval, distribution) – V2

4 – disseminate the SOP

  • Define who is in charge of the dissemination
  • Make sure that all relevant staff have read the document sign-in sheet
  • Leave all SOPs in a place that is accessible and known to the staff

Example of table of contents (see below with a subject as example)

  • 1-Subject (principle of the test of microbiological analysis)
  • 2-Staff concerned
  • 3-Specimen collection & transport
  • 4-Reagents / Materials / Media
  • 5-Procedure
    • A-Processing of specimen
      • I-Direct examination (if indicated)
      • II-Culture (media – incubation)
    • B-Interpretation of culture
    • C-Susceptibility testing (if indicated)
  • 6-Reporting results
  • 7-Reference document(s)

Testing for gonorrhea in a urethral swab

CHXX-MI-SOP-003-V2

1-Subject

Gonococcal urethritis diagnosis in urethral swab 

2-Staff concerned

Technicians, biologists

3-Specimen collection and transport

Urethral swab – at room temperature, test < 2h

4-Reagents / Materials / Media

Chocolate Agar (CHOC), Mueller Hinton broth, antibiotic disks or ETESTs

5-Procedure

  • A. Processing of specimen
  • I-Direct examination: YES
    Gram staining: Neisseria gonorrhoeae is gram negative diplococcus

    II-Culture (media – incubation)
    Media : CHOC
    Incubation : CO2 – 35°C – 72h
  • B. Interpretation of culture
  • Examine the plate after 24, 48 and 72 hours of incubation
    A positive culture (grey colonies) must be confirmed by identification (API NH)
    • C. Susceptibility testing
    • Test Chocolate media:  Ceftriaxone, Ofloxacin… or transmission to NCLE? Refer to the SOP for performing an AST in your laboratory

    6-Reporting results

    • Negative: No Nesseira gonorrhoeae isolated
    • Positive: Nesseira gonorrhoeae isolated, see AST below
    • Call the prescriber (doctor) to inform.

    7-Reference document(s)

    • WHO Sexually transmitted infections
    • SOP for performing an AST in your laboratory

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