Dept of Medical Microbiology, Division of Clinical Microbiology, Galway University Hospitals
CPE Service Level Agreement
Version: 1
Ref: MICFM222
Issued by: Tom Whyte
Issue Date: 06/10/2014 Page 1 of 7
HEALTH SERVICE EXECUTIVE
SERVICE LEVEL AGREEMENT FOR
THE LABORATORY SERVICE
BETWEEN
THE NATIONAL CARBAPENEMASE PRODUCING
ENTEROBACTERIACEAE REFERENCE LABORATORY
[NCPERL]
DIAGNOSTICS DIRECTORATE
GALWAY UNIVERSITY HOSPITAL
AND
SERVICE USER:
th
[06 October 2014 to 05th October 2016]
Page 1
Dept of Medical Microbiology, Division of Clinical Microbiology, Galway University Hospitals
CPE Service Level Agreement
Version: 1
Ref: MICFM222
Issued by: Tom Whyte
Issue Date: 06/10/2014 Page 2 of 7
Effective from 06th October 2014 to 05th October 2016
1
Objectives of the Agreement
The objective of this agreement is to formalise the scope and terms of the laboratory service provision. This
agreement also ensures that the volume of work referred is contained within manageable agreed numbers and
that all requests are accompanied with appropriate clinical information and reason for request.
2
The Parties to this Agreement are:
The National Carbapenemase Producing Enterobacteriaceae Reference Laboratory [NCPERL], Diagnostics
Directorate,
Galway
University
Hospital
(GUH)
as
the
Service
Provider
and
……………………………………………………………………………………………... as the Service User.
3
Duration and Service Level Revision of the Agreement:
This agreement will run for two years, effective from the 06th October 2014 and maturing on the 05th
October 2016 or earlier in a situation whereby workload demand exceeds the capacity of the service provider
to manage it effectively or if either party to the agreement are unable to stay within the terms of the
agreement.
4
Specimen Delivery:
a) The NCPERL only accepts isolate samples for analysis.
b) Sample requirements will be as set out in the NCPERL User Guide available at
www.nuigalway.ie/salmonella_lab/
c) Diagnostics Directorate GUH will with suitable notice notify the Service User of any changes in
sample requirements.
d) Normal hours of operation are stated in the NCPERL User Guide.
e) The Service User is responsible for the delivery of patient specimens to Frontline Specimen Reception,
(FSR) Pathology Building, University Hospital Galway. FSR is open for the delivery of specimens
between 08:00 and 20:00 Monday to Friday.
f) The Service User undertakes to deliver patient specimens to NCPERL GUH in accordance with ADR
Regulations (or any such regulations that may be affected from time to time) for transport of biological
samples by road or rail and in accordance with any special criteria as required.
g) The specimens should be transported in such a way as to avoid deterioration of the specimen, which
may affect the accurate measurement of analytes.
h) On receipt of the patient sample Diagnostics Directorate GUH undertakes that all samples have been
received and checked against the details on the requisition form and are adequately and accurately
labelled for the examinations requested.
i) Specimens and request forms should comply with the NCPERL policy for specimen submission as
outlined in in the NCPERL User Guide available at www.nuigalway.ie/salmonella_lab/
j) In the event that a sample is rejected for analysis the Service Provider will inform the Service User of
any errors regarding the specimen receipt as soon as practicable.
5
Scope of Work
a) The scope of work is detailed in Appendix 1 and pertains to routine testing between 08:00 and 17:00
Monday to Friday only.
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[06 October 2014 to 05th October 2016]
Page 2
Dept of Medical Microbiology, Division of Clinical Microbiology, Galway University Hospitals
CPE Service Level Agreement
Version: 1
Ref: MICFM222
Issued by: Tom Whyte
Issue Date: 06/10/2014 Page 3 of 7
6
Quality of Service
a) Diagnostics Directorate GUH will ensure that all examinations requested will be carried out in
accordance with best International Laboratory Practice and in compliance with ISO 15189 Medical
Laboratories – Requirements for Quality and Competence.
b) Diagnostics Directorate GUH participates in all relevant EQA schemes and will notify users if the
results are unsatisfactory leading to the withdrawal of a test from the scope of the service provided.
c) Before agreeing to accept a patients sample for analysis, Diagnostics Directorate GUH will establish
that the laboratory has the necessary physical, personnel and laboratory information resources and
that the laboratory personnel have the skills and expertise necessary for the performance of the test(s).
d) Both the Service Providers and the Service User assure that there is no conflict of interest in the
provision of this service. Any potential conflict should be stated to the other party before signing this
agreement.
7
Results Reporting
The results of the examinations carried out by Diagnostics Directorate GUH will be authorised in
accordance with standard laboratory procedures.
The Service Provider will, with suitable notice, notify the Service User of any changes in reporting
procedure, including but not limited to, changes in reference ranges and interpretative comments.
The results (printed report) will be returned by postal delivery to the Service User who is responsible
for delivery to the requesting Clinician.
Turnaround Times will be as set out in Appendix 1.
The Service User will ensure that all test requests sent to Diagnostics Directorate GUH have a report
returned and advise the Service Provider of any outstanding reports.
Results will be kept permanently on file and a duplicate copy of the original report will be available
on request.
a)
b)
c)
d)
e)
f)
8
a)
b)
c)
d)
e)
9
Confidentiality
The parties to this Agreement agree to keep confidential and ensure their staff keep confidential
information covering any and all matters relating to the other party’s respective business, staff or
patients and all information which any of them may acquire relating to or is disclosed during the
course of this Agreement.
Each party agrees to take all necessary steps to maintain the security of the confidential information.
It is agreed that the termination of this agreement does not relieve either party of its obligations with
respect to confidential information.
Diagnostics Directorate GUH will ensure that its obligations as a Data Processor under the Data
Protection Acts are fulfilled.
The Service User will ensure that their obligations as Data Controller under the Data Protection Acts
are fulfilled. All parties to this agreement must ensure that they comply with local and European
legislation with respect to data protection.
The purpose of the NCPERL is to protect public health. When necessary to protect public health the
data of the NCPERL will be shared with public health and food safety agencies as required to protect
public health within the limits of legal requirements on personal data protection.
Charges
a) There are currently no charges for services provided by the NCPERL.
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[06 October 2014 to 05th October 2016]
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Dept of Medical Microbiology, Division of Clinical Microbiology, Galway University Hospitals
CPE Service Level Agreement
Version: 1
Ref: MICFM222
Issued by: Tom Whyte
Issue Date: 06/10/2014 Page 4 of 7
10
Agreement Co-ordinators
All correspondence between Diagnostics Directorate GUH and the Service User relating to this
Agreement must be routed through the Agreement Co-ordinators, who shall be:
Agreement Co-ordinator for Diagnostics Directorate GUH:
Name:
Anne Mannion
Position:
Group Laboratory Manager
Department: Diagnostics Directorate
Address:
Galway University Hospital, Newcastle Road, Galway.
Phone No:
091 542799
Email:
anne.mannion@hse.ie
And
Agreement Co-ordinator for Service User (enter details below):
Name:
Position:
Department:
Address:
Phone No:
Email:
11
Operational Review and Dispute Resolution
a) The parties shall jointly periodically review the operations of the Agreement.
b) The parties shall attempt in good faith to resolve any dispute or concern arising out of or in
connection with this Agreement. To achieve this;
i. Notification must be submitted to the other party in writing as soon as is practical
after the dispute is identified.
ii. Representatives from both parties shall discuss the matter in order to reach
resolution within seven days of written notification being received.
iii. If the representatives of both parties are unable to achieve resolution within one
calendar month of written notification being received the parties’ respective Chief
Executives shall be notified.
iv. The Chief Executives shall use their reasonable endeavours to resolve the dispute.
If resolution cannot be achieved, termination may be requested by either party as
detailed in ‘Charges’.
12
Entire Agreement
This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements in
connection with the services listed in Appendix A.
13
Reciprocal Indemnity
Each party undertakes to the other to ensure that it has in place suitable liability insurance to cover service
provision.
a) Both parties agree to ensure that personnel performing functions under this agreement will at all times
comply with all statutory and legal requirements in conducting their obligations under this agreement.
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[06 October 2014 to 05th October 2016]
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Dept of Medical Microbiology, Division of Clinical Microbiology, Galway University Hospitals
CPE Service Level Agreement
Version: 1
Ref: MICFM222
Issued by: Tom Whyte
Issue Date: 06/10/2014 Page 5 of 7
14
Termination of Agreement
This Agreement may be terminated at any time with notice of at least three months given in writing to the
other party.
15
Signatories
The Service User wishes to procure the supply of services as stated in Appendix A and Diagnostics
Directorate GUH has agreed to provide these services under the terms and conditions contained herein:
Signed by the Authorising Officer’s on behalf of:
Diagnostics Directorate
Galway University Hospital
West/North West University Hospital Group
Name:
Anne Mannion
Signature:
Title:
Group Laboratory Manager
Date:
And
Service User
Name:
Signature:
Title:
Date:
16
___________________________
___________________________
___________________________
___________________________
Contact Details
Service User:
Contact Personnel:
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[06 October 2014 to 05th October 2016]
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Dept of Medical Microbiology, Division of Clinical Microbiology, Galway University Hospitals
CPE Service Level Agreement
Version: 1
Ref: MICFM222
Issued by: Tom Whyte
Issue Date: 06/10/2014 Page 6 of 7
Service Provider:
The NCPERL
Medical Microbiology Laboratory
Diagnostics Directorate
University Hospital Galway
Newcastle Road
Galway.
Contact Personnel:
Ms. Elaine McGrath
NCPERL
Microbiology Laboratory
Galway University Hospital
Email: Elaine.mcgrath@hse.ie
Ph: 091 544570
Prof. Martin Cormican
Consultant Microbiologist
Microbiology Laboratory
Galway University Hospital
Email: martin.cormican@hse.ie
Ph: 091 544146
Tom Whyte
Chief Medical Scientist
Microbiology Laboratory
Diagnostics Directorate
Galway University Hospital
Email: tom.whyte@hse.ie
Phone: 091 544429
Frances Higgins
Quality Manager
Microbiology Laboratory
Diagnostics Directorate
Galway University Hospital
Email: frances.higgins@hse.ie
Phone: 091 544429
Anne Mannion
Group Laboratory Manager
Diagnostics Directorate
Galway University Hospital
Email: anne.mannion@hse.ie
Phone: 091 542799
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[06 October 2014 to 05th October 2016]
Page 6
Dept of Medical Microbiology, Division of Clinical Microbiology, Galway University Hospitals
CPE Service Level Agreement
Version: 1
Ref: MICFM222
Issued by: Tom Whyte
Issue Date: 06/10/2014 Page 7 of 7
APPENDIX 1
List of Tests Referred to NCPERL by Service User
Detection Susceptibility Testing and Typing of Carbapenemase Producing Enterobacteriaceae
Detection and Typing of Carbapenemase Producing Pseudomonas Spp and Acinetobacter Spp by prior
arrangement with Consultant Microbiologist GUH
Typing of Multiresistant Enterobacteriaceae by prior arrangement with Consultant Microbiologist
GUH
Service Offered:
Identification, Susceptibility testing and typing
Turnaround Time [TAT]: 7 days [The TAT are average for reporting (not including PFGE) and are not
guaranteed for all/ any isolates].
Specimen Type:
Pure culture on nutrient agar slope
Request Form:
NCPERL request form [www.nuigalway.ie/salmonella_lab/].
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[06 October 2014 to 05th October 2016]
Page 7