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

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

Received Quality set to 'To be Received' during collection

image-20240806-094527.png

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

image-20240806-094707.png

Click on the received event to see further details

image-20240806-094729.png

note

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 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.

  1. 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

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

image-20240806-113658.png

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

image-20240806-113835.png

image-20240806-113907.png

  • Add all the required details → Submit

image-20240806-114036.png

note

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

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:

  1. Select the specimens → Click on Action → New Workflow batch

image-20240806-114615.png

  1. Select the workflow from the dropdown → Start

image-20240806-114722.png

From 'Workflow' module

Specimens can also be received from the workflow page

  1. Navigate to Workflows module

  2. Select 'Receive Specimens' workflow → Click on +Create → Add the specimen label/visit name/barcode

image-20240806-115012.png

Using Bulk Import

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.

  1. Navigate to collection protocol → More → Biospecimen Data → select ‘Specimen’ record type and download the template.

  2. 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.

  3. 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

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

image-20240806-115454.pngimage-20240806-115502.png

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:

  1. 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.

  2. Relabel the primary specimen and print it.

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

image-20240807-080618.png

  • 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.