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Table of Contents

Introduction

Sometimes specimens are removed from Specimens are sometimes taken out of a box, but users may also need to reserve the position in the box to ensure it remains available for the specimen when it's returned.The process of retrieving a specimen from a box for when the specimen is returned. This process is known as 'Specimen check-out' when retrieving the specimen and blocking the position is called , and 'Specimen check-out'. Similarly, the process of in' when storing it back at in its original location is called 'Specimen check-in'.Earlier, when . When a specimen was previously retrieved, the box position would be vacated, allowing it to be used for become available for reuse with a different specimen. HoweverNow, using with the 'Check-Out' optionfeature, users can now block reserve the position to prevent it from being reassigned, preventing its reassignment.

Introduced in v10.1

Video

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

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titleClick to view the steps to check-out the specimen

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

    Retrievecheckout.pngImage Modified

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

    Retrievecheckout1.pngImage Modified

Overview

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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’

Retrieve 6.pngImage Modified

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

Check-out status

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

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

      Transferevent1.png

    2. Details of check-out will be displayed

      Transferevent2.png

  2. 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.pngImage Modified

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

Retrieve 9.png

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

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titleClick here to view the steps to check-in specimens

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

    Check in 3.png

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

    image-20240816-120758.pngImage Added

  3. 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 If 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

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

    Unblock 1.pngImage Modified

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

    Unblock 2.pngImage Modified

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

    Unblock 3.pngImage Modified

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 Modified

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 Modified

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

    Checkout while distributing.pngImage Modified

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

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.

    CSV.pngImage Added

  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

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

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titleClick here to see the screenshots

Query chechout 1.pngImage Removed

The query result will provide you with a list of specimens that were checked out.

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