Introduction

At many centres, the specimens are collected and received at two different time points and places. Usually, specimen collection happens at the collection site, and specimens are received by the labs for further processing and storage.

From v8.1, the biobank technicians can receive multiple specimens (edit received event) without updating individual specimen pages. While receiving specimens at the lab, they can also relabel them.

Prerequisite

To use the ‘Receive' option, while collecting the specimens, the ‘Received Quality' of the specimen should be 'To be Received’.

Click for details

Received Quality set to 'To be Received' during collection

The overview page of the specimen with quality as ‘To be received’ will show received event as below.

Click on the received event to see further details

The default system workflow has received quality set as ‘Acceptable’. From, v11 the JSON configuration "defReceiveQuality": "To be Received", won’t work. To change the default quality, users will have to configure the workflow. Refer to the wiki page for more details or contact support@krishagni.com for assistance.

The ‘Receive' button under the ‘Actions’ button is visible only when it is configured in the 'System Workflow JSON'. Please refer to the Receive Specimen section of the wiki page for the configuration.

Receive through different options

Using ‘More’ button

The 'Receive' option can be seen under the 'More' button on the pages listed below

Participant list
Specimen list

Click to view steps to receive specimens

Navigate to participant/specimen list page → Click on 'More' → Receive

Scan the labels/visit name/barcode in the box → Click on Add → Start batch

Add all the required details → Submit

Receive specimens UI allows scanning of only primary, active, and collected specimen labels.

Using ‘New Workflow batch’ button in 'Actions'

Users can ‘Receive’ the specimens from 'Action' button present on below pages:

Carts
Containers
Participant list
Specimen list
Under the 'Specimen' button on the query results page

Click to view steps to receive specimens

Select the specimens → Click on Action → New Workflow batch

Select the workflow from the dropdown → Start

From 'Workflow' module

Specimens can also be received from the workflow page

Click to view steps to receive specimens

Navigate to Workflows module
Select 'Receive Specimens' workflow → Click on +Create → Add the specimen label/visit name/barcode

Using Bulk Import

Click to view steps to receive specimens

When you receive specimens in a huge batch. Then rather than receiving samples for each patient via UI, you can use bulk import. Using bulk import you can directly receive the specimens from multiple patients in one go. Refer to the below example for steps.

Eg: Blood Specimen received via bulk import for multiple specimens from multiple patients.

Navigate to collection protocol → More → Biospecimen Data → select ‘Specimen’ record type and download the template.
Fill in the csv with CP Short Title, Specimen Label, and received event details such as Received Event#Date and Time, Received Event#Comments, Received Event#Quality, and Received Event#User#Email Address as shown below image.
Upload the filled csv as an update import type. The specimens will get marked as ‘Acceptable’ with all the provided details in csv file.

Receive by scanning visit names/specimen barcodes

Users can receive the specimens by scanning visit name or barcodes of the specimen

Click to view steps to receive specimens

Select the ‘Use barcode' or 'Use Visit Names’ to scan the barcodes or visit names respectively.

Add Details when Receiving Specimens

When the biobank technicians receive specimens from the collection sites, they add more details about the specimen like quantity, location, frozen event details, etc.

Users need to configure the 'Receive Specimens' workflow in such cases. Please refer to the wiki page for more details or contact support@krishagni.com for assistance.

Create Pending Specimens & Print Labels

When biobank technicians receive primary specimens from the collection centers, invariably, they perform the following tasks of the many in their workflow:

Pre-print the child specimen labels and use them on the specimen vials.
1. Create ‘Pending’ specimens upon receive: Refer to the wiki page for more details.
2. Pre-print specimen labels:
  1. Create a print rule. Refer to the wiki page for more details.
  2. Pre-print specimen labels: Refer to the 'Specimen Printing' section of the wiki page for more details.
  3. Upon receiving primary specimens, the specimen labels will be printed based on your CP settings and SR configurations.
Relabel the primary specimen and print it.

Click here to expand...

OpenSpecimen allows users to relabel the specimens that are received. To do this, the 'Relabel Specimens' settings in the System settings should be enabled.

The default ‘System Receive’ Workflow doesn’t have 'Relabel Specimens' section configured. To configure the workflow to allow relabelling os specimens, refer to the wiki page for more details or contact support@krishagni.com for assistance.