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Table of Contents

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  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 shipped specimens being shipped are stored in a container, the container's site should be sending site.
  5. When receiving a shipment, the user can only store specimens in the containers of the receiving site.
  6. The sending site should be the site to which specimens belong (Site under CP).

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titleClick here to view the steps...
  • Create a 'Specimen cart' or click on an existing cart from which the specimens have to must be shipped.
  • Click on the 'Actions' button and select the option '→ Ship'.

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

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titleClick here to view the steps...
  • To receive the specimens, the The user from receiving site logs in and selects 'Shipments' from the homepage to receive the specimens.
  • 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.


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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. 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 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 and other details while receiving the shipment. From the shipped shipments overview page, click on the 'Receive' button → Click on the ' Next ' button → Change the specimen labels or other details, and click on the 'Receive' button.

Edit

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(v7.1

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Shipments in the draft, shipped, or received mode modes can be edited. 

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Fields allowed to be edited are mentioned below,

  1. Shipment name
  2. Tracking URL
  3. Courier name
  4. Sender/receiver comments
  5. Shipped and received dates
  6. Received quality

The following attributes are not editable:

  1. Sending and receiving sites cannot be modified after the shipment is shipped.
  2. Specimens cannot be added or removed from the shipment after it is shipped.
  3. Specimen location and quantity cannot be modified after the shipment is received.

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If you want to customize the shipment report, you will have to create a saved query using the query interface. In the query results, you have to must define the columns you wish to include in the CSV.

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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.

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

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Refer to the wiki page for more details.

You can also choose for which 'Quality' you want to pre-print the child specimen labels by adding one or more values. This can be done by going to system-level 'Settings' → Biospecimen → Shipment Received Quality:

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The below table lists the expressions that are supportedexample expressions which you can use:

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.


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.

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