Management and Operation of Paraffin Embedding Station in Surgical Pathology: Equipment Operation and Maintenance Procedure

Management and Operation of Paraffin Embedding Station in Surgical Pathology: Equipment Operation and Maintenance Procedure

1.0 Purpose

To establish a standardized procedure for the operation and maintenance of the Paraffin Embedding Station, ensuring the proper embedding of histological tissue specimens in molten paraffin for use in surgical pathology.

2.0 Scope

This Standard Operating Procedure (SOP) applies to the operation and maintenance of the Paraffin Embedding Station within the Surgical Pathology Department, specifically for embedding histological tissue specimens in molten paraffin.

3.0 Responsibility

Technical staff are responsible for the proper operation and maintenance of the Paraffin Embedding Station.

4.0 Reference/Associated Documents

- Medite Instruction Manual

5.0 Abbreviations

- RT: Room Temperature

- SOP: Standard Operating Procedure

6.0 Requirements

- Medite Paraffin Embedding Station

- Paraffin

- Specimen/Tissue

- Molds and Cassettes

7.0 Precautions

- a) Certain surfaces of the instrument become hot during operation. Avoid touching these surfaces.

- b) Paraffin is flammable. Handle with care. Avoid using sharp tools to remove solidified paraffin from work areas, as this may damage the surface coating. Use the spatula provided with the instrument.

- c) Do not store combustible and flammable substances near the instrument.

- d) Do not use recycled paraffin in the embedding station to prevent contamination.

8.0 Instructions

8.1 Switch on the instrument. (Not required if the instrument is set to programming mode.)

8.2 If in programming mode, the temperature and time for all sections will be pre-set. Otherwise, manually set the time and temperature for various sections.

8.3 Label the cassettes with the accession number of the tissue specimen received.

8.4 Adjust the height and position of the dispenser to align with the mold.

8.5 The quantity of paraffin released from the filler tube can be adjusted using the metering screw. Slightly push the dispenser handle backward to open the valve.

8.7 Fill the mold about one-third with liquid paraffin. To stop the paraffin flow, release the handle back to its original position, which will shut the valve.

8.8 Orient the tissue in the paraffin and place it on the refrigeration spot. The liquid paraffin will begin to solidify rapidly. Place the labeled cassette on the mold and quickly fill the mold with paraffin.

*Note: Ensure the paraffin does not solidify too much while orienting the tissue, as this may cause different phases in the finished block, leading to fissures that could cause the block to break during sectioning.*

8.9 Place the cassette on the refrigeration spot and then on the Refrigeration Unit.

*Note: The refrigeration unit should be switched on at least half an hour before use to reach the desired temperature (-5°C).*

8.10 Paraffin Reservoir: The reservoir has a capacity of 3.5 liters, with a temperature range of 30°C to 70°C. Follow the manufacturer's specifications for maximum permissible temperature. A built-in filtering screen prevents particles from entering the paraffin block. Activate the paraffin reservoir 4 hours before work starts.

8.11 Dispenser: The dispenser is heated separately, and its temperature is coupled with the paraffin reservoir. Adjust the paraffin flow using the metering screw. The dispenser handle operates the paraffin flow manually. The height-adjustable extension clip can be shifted sideways. Slightly push the handle backward to open the valve, and release to close it.

8.12 Work Area: The temperature of the work area, including the embedding area, forceps holder, and refrigeration spot, can be adjusted between 30°C to 75°C. Drain holes and a groove allow liquid paraffin to drain rapidly. The refrigeration spot, positioned ergonomically, enables convenient sample orientation.

8.13 Mold and Cassette Warmer: Two heated trays can be used for molds or cassettes, with adjustable temperatures between 30°C and 70°C. The trays can hold approximately 100 cassettes or 50 molds and should be kept covered to maintain temperature.

8.14 Setting Temperature Values: Adjust the temperature for four heated areas between 30°C and 70°C in 5°C increments. Press the temperature buttons to increase or decrease the value. The selected temperature is retained until changed.

8.15 Control Panel: The control panel displays LEDs for individually heated areas (cassette/mold warmer left, paraffin reservoir, work area, and cassette/mold warmer right) and for mode indication (working day, weekday, start/end times, real-time, current working day). Programming activation and illumination status (ON/OFF) are also displayed.

8.16 Programming:

- Setting Working Time: Press the 'Timer' button (clock symbol) until the green "Start" LED illuminates. Set the desired start-of-work time using the + or - buttons.

- End-of-Work Time: Press the 'Timer' button until the green "End" LED illuminates. Set the desired end-of-work time using the + or - buttons.

- Setting Current Weekday: Press the 'Calendar' button until the "Today Is" LED illuminates. Select the current day with the + or - buttons.

- Setting Working Days: Press the 'Calendar' button until the "Working Day" LED illuminates. Mark the working days with the + or - buttons.

8.17 Program Mode: To set the instrument in program mode, press the ON/OFF button for 2 seconds until all displays go out. The heaters will switch on 4 hours before the programmed start time on the next working day. The various sections are activated in advance (e.g., paraffin reservoir heating starts 4 hours before work starts).

*Note: The LED for the selected temperature will always light up; it flashes while heating continues.*

8.18 Other Working Modes:

- Enhanced Mode: To speed up the melting process of paraffin, activate Enhanced Mode by pressing both the + and - keys until all 4 LEDs of the paraffin tank light up. Deactivate by pressing both keys again.

- Manual Mode: Use Manual Mode for working outside programmed times. Switch to Manual Mode by pressing the ON/OFF key for 2 seconds. The four-hour standby heating is automatically activated.

- 24-Hour Mode: Use this mode for shift work. To deactivate the timer, set the start and shutdown times to the same time.

8.20 Cleaning the Instrument: Do not use xylene for cleaning, as its vapors are heavier than air and can ignite at a distance from a heat source. Use only the plastic spatula provided for cleaning to avoid scratching the surface.

8.21 Cleaning the Work Area: Use common laboratory cleaning products suitable for paraffin removal, such as Paragaurd or xylene substitutes. Avoid prolonged contact with organic solvents on the instrument’s surface.

8.22 Paraffin Reservoir: Keep contaminants out of the paraffin reservoir. Ensure that a residual amount of paraffin remains after draining to prevent contaminants from entering the dispenser. Clean the reservoir interior with tissue after removing residual paraffin.

8.23 Forceps Holder: The forceps holder is prone to contamination and should be cleaned thoroughly.

8.24 Paraffin Collection Tray: Remove excess paraffin from the work area with cellulose wadding before emptying the collection trays. Do not reuse the paraffin from the trays. Empty the trays regularly, preferably daily, to prevent overflow into the instrument.

8.25 Daily Cleaning: Clean the instrument daily with care.

8.26 Ventilation Slots: Regularly remove dust from the ventilation slots on the back of the instrument using a brush or vacuum cleaner.

8.27 Inspection: The instrument should be inspected at least once by an authorized technician.

END OF THE DOCUMENT

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