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The process of retrieving a specimen from freezer/box for research or testing and/or distributing it to the labs or external organizations or researchers for further analysis is called specimen check-out. And the process of receiving the checked out specimen and storing back at its original location is called check-in.

You can now check-out/check-in specimens from multiple places within the application by either using check-out/check-in button or retrieve/transfer option under specimen actions menu.

Check-out Specimens

Specimens can be checked from below mentioned pages

List pages

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

  1. Participant overview page -> Specimen tab -> Specimen list page

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  2. Specimen list page

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  3. Specimen cart list page

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  4. Container list page

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  5. Query Result page

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Overview pages

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titleClick here to view overview pages to check-out samples

  1. Visit specimen tree view page

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    2. For samples stored in container, there is a check-out button present under more on the specimen overview page. (No option visible if specimen is virtual)

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Once the specimens are checked out, below changes take place

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Table of Contents

Introduction

Specimens are sometimes taken out of a box, but users may also need to reserve the position for when the specimen is returned. This process is known as 'Specimen check-out' when retrieving the specimen and blocking the position, and 'Specimen check-in' when storing it back in its original location. When a specimen was previously retrieved, the box position would become available for reuse with a different specimen. Now, with the 'Check-Out' feature, users can reserve the position, preventing its reassignment.

Introduced in v10.1

Video

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Check-out specimens

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

List pages

All specimen list pages have the ‘Action → Retrieve' option. This has an additional checkbox for check-out. Below are the pages that support 'Specimen check-out' from list-view pages:

  1. Specimen list

  2. Carts

  3. Container Specimen list

  4. Query Result

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titleClick to view the steps to check-out the specimen

  1. Select specimen>> Click on ‘Action’>> Select 'Retrieve'

    Retrievecheckout.pngImage Added

  2. In the pop-up, there is a checkbox for ‘Checkout’

    Retrievecheckout1.pngImage Added

Overview Page

A 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’

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

Check-out status

Specimens are labelled with a checked-out status to simplify 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’

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  1. .

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

      Transferevent1.pngImage Added

    2. Details of check-out will be displayed

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  2. The container position is blocked with the specimen label

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  1. and cannot be used to store any other sample until the position is unblocked.

    Retrieve 8.pngImage Added

3. Specimen status updated to ‘Checked Out’ on

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the overview page

Retrieve 9.pngImage Added

Check-in specimens

Once you are done testing the specimens, you can check in the specimens. While doing so the original location is populated automatically for these specimens

Expand
titleClick here to view pages

  1. Participant overview page -> Specimen tab -> Specimen list page

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    2. Visit specimen tree view page

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    3. Specimen overview page

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Check-in Specimens

  1. Specimen can be checked in from the overview page

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    2. Using the transfer options specimens can be checked back in. The new location is populated automatically with the position from where the sample was checked out.

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Container positions can be unblocked from

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Distribution

Query module

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the steps to check-in specimens

  1. A specimen can be checked in from the specimen overview page.

    Check in 3.pngImage Added

  2. A pop-up will be displayed to check-in the specimen, where you can also add details in the comments field

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  3. Using the 'Transfer' option multiple specimens can be checked in.

    Check in 4.pngImage Added

Unblock checked-out specimen position

You can unblock the check-out specimen positions from the container in bulk. For example: If the specimens were distributed and not returned, 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

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

    Unblock 1.pngImage Added

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

    Unblock 2.pngImage Added

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

    Unblock 3.pngImage Added

Option 2

  1. 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.pngImage Added

Distribution

You can check out specimens while distributing specimens from the user interface.

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titleClick here to view the steps

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

    Distributecheckout.pngImage Added

  2. Select ‘Yes’ for ‘Checkout Specimens’ option

    Checkout while distributing.pngImage Added

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'

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  2. Click on ‘Return Specimens’

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

    Return sp 1.pngImage Added

  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.pngImage Added

Bulk Import

You can use the bulk import ‘Update’ function to check out specimens in bulk. Please see the 'Specimen' CSV below to check out the samples. For more details, refer to the wiki page for specimen CSV.

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titleClick here to view the screenshot

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

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

Here is the sample CSV file:

View file
nameCheckout CSV.csv

Query

You can query for the checked-out specimen using the reporting module, for more details refer to Query currently checked-out samples.