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Table of Contents

Introduction

Sometimes specimens are taken out of a box, but you also want to block the position in the box to keep it back.

The process of retrieving a specimen from a box and blocking the position is called 'Specimen check-out'. Similarly, the process of storing it back at its original location is called 'Specimen check-in'.

Introduced in v10.1

Video

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Check-out specimens

You can check out/in specimens from multiple places using the 'Actions' button.

List pages

All specimen list pages have the ‘Action → Retrieve' option. This now has an additional checkbox for check-out.

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titleClick here to view the list pages from where the specimens can be checked out

  1. Specimen list page

    Retrieve 1.png

  2. Specimen cart list page

    Retrieve 2.png

  3. Container list page

    Retrieve 3.png

  4. Query Result page

    Retrieve 4.png

Overview page

Specimen can be directly checked-out from the specimen overview page

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titleClick here to view the steps

From the Specimen overview page, click on ‘More' and select 'Checkout’

Retrieve 6.png

Note: Check out option is not visible if specimen is not stored in a box

Check-out status

In OpenSpecimen, specimens are marked with a checked-out status to facilitate easier identification.

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titleClick here to see the details

  1. When the samples are checked out, there is a transfer event added with the storage status as ‘CHECK-OUT’

From the specimen overview page click on to the 'Transfer Event'

Transferevent1.pngTransferevent2.png

  1. The container position is blocked with the specimen label and cannot be used to store any other sample until the position is unblocked

Retrieve 8.png

3. Specimen status updated to ‘Checked Out’ on overview page

Retrieve 9.png


Check-in specimens

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titleClick here to view the steps to check-in specimens

  1. Specimen can be checked in from the overview page individually.

    Check in 3.png

  2. Using the 'Transfer' option multiple specimens can be checked-in. The original location is populated automatically for such specimens.

    Check in 4.png

Unblock checked-out specimen position

You can unblock the check-out specimen positions from the container in bulk. For example: The specimens were distributed and not returned back, the container positions that were blocked during distribution check-out need to be freed for utilization.

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titleClick here to view detailed steps

Option 1

Navigate to the container list page->Actions->Unblock

Unblock 1.png

You can either add labels or barcodes for which the positions are to be unblocked.

Unblock 2.png

On adding the labels, the blocked positions will be displayed. These will be unblocked once you click on ‘Unblock’

Unblock 3.png

Option 2

Navigate to the container locations tab of a container that has blocked positions and click on ‘Unblock All’ to vacate all the blocked positions.

Unblock 4.png

Distribution

You can check out specimens while distributing specimens from user interface and via bulk import as well.

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titleClick here to view the steps

Select the specimen, click on ‘Action' and select 'Distribute’

Distributecheckout.png


Checkout while distributing.png

Return

Specimens listed in the order can be returned to their original locations from which they were checked out during distribution.

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titleClick here to view the steps

  1. From the distribution protocol page navigate to the orders by clicking on 'View Orders'

    Return1.png

  2. Click on ‘Return Specimens’

    Return2.png

  3. Add labels or barcodes of the specimens that were checked-out during distribution and are to be returned.

    Return sp 1.png

  4. For the samples that were checked out, the container location will be auto-populated. Once you click on submit the specimen gets returned and stored in the location specified.

    Return sp 2.png

Bulk Import

Using bulk import ‘Update’ function, youcan check-out the specimens in bulk. Please refer to the below 'Specimen' CSV to check out the samples. Refer to wiki page for more details.

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titleClick here to view the screenshot

image-20230327-100906 (1).png

To check-in the specimens, you need to provide values in the ‘Location#Container’, ‘Location#Column' and ‘Location#Row' fields.

Similarly for distribution, you need to add yes/true in the ‘Checkout Specimens’ column to check-out specimens while distribution.

Query module

You can query for the checked-out samples by adding the below mentioned filter

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