In multi-site studies, pre-printed barcoded kits are sent to the collection sites for collecting the specimens. Once collected, these kits are sent back by the sending site. Currently, the receiving sites have no tracking about what shipments are arriving on a particular day.
OpenSpecimen’s new Kits Shipment feature allows users to track the sending and receiving of the kits.
This is a paid plugin. Contact contact@krishagni.com for a quote.
Prerequisite
Supplies should be set-up for the Collection Protocol, so the kits are generated by the system. Refer to the wiki page for more information.
The site coordinator (user creating kits shipment) account should be created in the system with the correct email address.
The site coordinator should have minimum specimen update rights on the CP and site.
Who receives the shipment email notifications?
The sender and receivers of the ‘Kit Shipment’ will receive 'Dispatch' and 'Received' emails regarding their shipment.
To ensure users from receiving site receive all shipment-related emails, they must be designated as coordinators at the CP level.
Navigate to CP overview → Edit → Add the required users as coordinators → Save
Stepwise process for sending/receiving kits
Once the collection sites have received the barcoded kits, collected the specimens and ready to ship to the coordinating sites, below steps can be followed to send shipment:
Step 1: Collection site user logs in to OpenSpecimen
URL: <Hostname>/ui-app/#/supplies-app/login, e.g. https://test.openspecimen.org/ui-app/#/supplies-app/login
Enter email address
Enter OTP received in the email.
Step 2: Create shipment and print manifest for kits
Click on Create
Fill in details → Enter barcodes → Submit
Expected output
Manifest of the kits that are being shipped will be downloaded for Collection site users.
An email notification will be sent to sender and receiver of the shipment.
Step 3: Receiving kits at central repository
The creation of shipment in OpenSpecimen and Receiving the physical kits will be asynchronous. The receive function of the kits shipment allows users to receive the shipment in real time or as per their availability.
Navigate to Supplies → Shipment
Search the shipment → Click on Receive
All entered barcodes are received
Navigate to Shipment → Click on Receive
Few barcodes are missing/ extra
Click on Receive → Remove the barcode that was missing/add if extra -> Receive
Expected Outcome
Email notification of the shipment received will be sent to the sender and receiver.
All the kits will be in shipment status = Received.
New manifests in case of any modifications can be downloads from the shipment page.
Kits Utilization
Sometimes the kits received are damaged/misplaced/expired. Users can utilize the kits in OpenSpecimen to show if they are damaged/misplaced/expired.
Navigate to the kits shipment page → Click on ‘-Use Items’.
Fill details → Submit.
The kit will be utilized and the reason will be marked.