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Table of Contents

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Below are prerequisites to ship/receive specimens using OpenSpecimen:

  1. The shipping site and receiving site should use the same instance of OpenSpecimen.
  2. Both sites and the logged-in user should be part of the CP that has the specimens being shipped.
  3. Cannot ship specimens from multiple sites in one shipment.
  4. If the specimens being shipped are stored in a container, the container's site

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  1. should be sending site.
  2. When receiving a shipment, the user can only store specimens in the containers of the receiving site.
  3. The sending site should be the site to which specimens belong (Site under CP).


Info
titleDifference between 'Distribution' & 'Shipping'

Refer to Difference between distribution and shipment

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You can create shipments from multiple pages. The "Action" button now available in on all specimen pages allows you to create shipments without having to add specimens to the cart.

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titleExpand to view steps..

You can create a new shipment by going to the "Shipment" module and scanning or typing in the specimen labels. This works well when you already have the list of specimens to ship.

Info
titleNote

From v7.1 onwards, users will be able to create shipments with past/future dates.

  • Go to the home page and click on the 'Shipments' card.
  • Click on the 'Create' button and select the option 'Specimens'

  • On the 'Create Shipment' page, fill in the details and click on 'Next'.

           

  • Add specimen labels/barcode barcodes and click on "Add".

                                                                                         

  • Selected specimens will appear on the next page. To confirm the shipment, click on 'Ship'.

  • Further, the users selected in 'Notify Users' will receive an email with a link to the shipment details.
  • A 'Shipment Shipped Event' is created under all shipped specimens that were shipped.
Info

  1. Once the shipment is “Shipped“, you cannot edit the “Notify Users“ field.

  2. You can see the “Notify Users“ field on the overview page for the Shipped shipments but cannot see it on the edit screen.


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You can query specimens using the query interface and can ship from the results page.

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titleClick here to view the steps...
  • Go to the queries list page and click on 'Create' .
  • Create a query using any filters and click on 'View Records' to get the list of records.
  • Select the specimen rows or click on 'Select All' from the results page and click on 'Specimens' → 'Ship'.

  • Enter the further details and click 'Ship' to ship the specimens.

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titleClick here to view the steps...
  • Go to the overview page of the participant whose specimens have to be shipped.
  • Click on the 'Specimens' icon from the left-side menu.

  • Select the specimens from the list, and click on 'Actions' → 'Ship'.



Note

The ‘Actions’ button will appear only after selecting at least one specimen from the specimen tree.

  • Enter the further details and click 'Ship' to ship the specimens

Similarly, you can ship specimens from any specimen list pages.

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titleClick here to view the steps...
  • To receive the specimens, the user from receiving site logs in and selects 'Shipments' from the homepage.
  • Select the shipment from the list and click on 'Receive'.

                                                                                                                                                                                      

  • Review the shipment details and click on 'Next' to confirm the receipt of samples.

  • In the next step, you can choose the
    1. Received sample quantity 
    2. Quality (e.g., acceptable, unacceptable, etc.).
    3. Storage location: where the receiving site is storing the specimen
  • On saving, the system will create a 'Shipment Received Event' for each specimen in the shipment.
Info

  • Once the shipment is ”Received”, you cannot edit the “Notify Users“ field.

  • You can see the “Notify Users“ field on the overview page for the Received shipments but cannot see it on the edit screen.


Edit the specimen details while receiving a shipment

Many a time, the The specimens are often collected in multiple hospitals for different studies. These specimens are labeled and then shipped to the receiving site facility for further processing and storage purposes. For faster collection and data entry, the labeling at hospitals is done using generic labels like the randomly generated unique numbers, etc. However, when specimens are received at the receiving site, the biobankers relabel the received specimens based on their type, collection container, study, or other established practices for better organization and retrieval purposes. 

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There is a system-level setting that will allow you to relabel the shipped specimens while receiving the shipment. To enable/disable this setting, go to 'Settings' → 'Administrative' module → 'Relabel Shipment Specimens'  → Select option 'Enabled' and click on the 'Update' button.

Once enabled, you can edit the specimen labels along with and other details while receiving the shipment. From the shipped shipments overview page, click on the 'Receive' button→ button → Click on the 'Next' button , → Change the specimen labels or other details, and click on the 'Receive' button.

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From v7.1 onwards, you edit the shipment details as well. Shipments in the draft, shipped, or received mode can be edited. 

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titleClick here to view the steps...
  • Login as super admin and go to the homepage.
  • Click on the 'Settings' →  'Common' module.
  • Click on the property 'Shipment Report'.

  •  Specify the identifier of the saved query and update the property.

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You can create specimens shipment in bulk through bulk operation, ; for more details, refer to 'Create/Update Specimens Shipment'.

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Expand
titleEnable the pre-print setting...

The setting is available at the CP level. Follow the below steps to enable:

  • Navigate to any 'Collection Protocol'.
  • Click on the 'Settings' tab → Label Format and Print.

  • Under 'MISCELLANEOUS SETTINGS' → Create Pending Specimens → On Shipment Receive

Refer to the wiki page for more details.

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The below table lists the expressions that are supported:

ExpressionDescription
^Acceptable.*

Pre-prints child specimen labels for Shipment Received Quality = Acceptable, Acceptable - Clotted.

i.e., It will pre-print labels for all specimens where the receive quality starts with 'Acceptable'.

Acceptable|Acceptable - Clotted|Acceptable - Insufficient QuantityPre-prints child specimen labels for three qualities: Acceptable, Acceptable - Clotted, and Acceptable - Insufficient Quantity
AcceptablePre-prints child specimen labels for Shipment Received Quality = Acceptable

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Info
  1. By default, all shipment received quality values are considered as 'Acceptable', and it pre-prints child specimen labels for all values.
  2. The specimen labels should be auto-generated for the CP.
  3. Only Super Admins can change the system-level settings.