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Shipment of Specimens

Owned by pooja kulkarni (Deactivated)
Last updated: Aug 21, 2024 by Rohan Patwardhan
10 min read

Introduction

OpenSpecimen allows you to track the shipment of samples from one site to another. For example, collection site to the central repository. To ship boxes, refer to Shipment of Containers

Below are prerequisites to ship/receive specimens using OpenSpecimen:

  1. The shipping site and receiving site should use the same instance of OpenSpecimen.

  2. Both sites and the logged-in user should be part of the CP that has the specimens being shipped.

  3. Cannot ship specimens from multiple sites in one shipment.

  4. If the shipped specimens are stored in a container, the container's site should be sending site.

  5. When receiving a shipment, the user can only store specimens in the containers of the receiving site.

  6. The sending site should be the site to which specimens belong (Site under CP).

Difference between 'Distribution' & 'Shipping'

Refer to Difference between distribution and shipment

Create Shipment/ Shipment Request

You can create shipments/ shipment requests from multiple pages. The "Action" button now available on all specimen pages allows you to create shipments/ shipment requests without having to add specimens to the cart.

Pages where Action button is available

 

 

You can create a new shipment by going to the "Shipment" module and scanning or typing in the specimen labels. This works well when you already have the list of specimens to ship/ request.

Note

Shipment request feature is introduced from v10.3

  • From Home page navigate to 'Shipments'.

  • Click on the 'Create' button and select the option 'Specimens'

  • On the 'Create Shipment' page, you'll see option to generate shipment request. Fill all the details

           

Note

From v10.3 Unique shipment names will be auto-generated with the format 

  • Regular Shipments: Shipment_<date>_<time>

  • Request Shipments: Shipment_Request_<date>_<time>

  • Add specimen labels/barcodes and click on "Add".

                                                                                         

  • Selected specimens will appear on the next page. To confirm the shipment, click on 'Ship'.

  • Further, the users selected in 'Notify Users' will receive an email with a link to the shipment details.

  • A 'Shipment Shipped Event' is created under all shipped specimens.

 

Ship from query

You can query specimens using the query interface and ship from the results page.

  • Go to the queries list page and click on 'Create'.

  • Create a query using any filters and click on 'View Records' to get the list of records.

  • Select the specimen rows or click on 'Select All' from the results page and click on 'Specimens' → 'Ship'.

  • Enter the further details and click 'Ship' to ship the specimens.

Ship from cart

You can create a cart of the specimens to be shipped and can ship from the cart.

  • Create a 'Specimen cart' or click on an existing cart from which the specimens must be shipped.

  • Click on the 'Actions' button → Ship.

  • Enter the further details and click on 'Ship' to ship the specimens.

Ship from other places

You can also ship specimens from the below-listed pages:

  1. CP specimen list

  2. Container specimen list

  3. Reserved specimens list

  4. Visit and specimen pages

  5. Participant specimen list

E.g., Ship specimens from the participant's specimen list

  • Go to the overview page of the participant whose specimens have to be shipped.

  • Click on the 'Specimens' icon from the left-side menu.

  • Select the specimens from the list, and click on 'Actions' → 'Ship'.

  • Enter the further details and click 'Ship' to ship the specimens

Similarly, you can ship specimens from any specimen list pages.

Request Status

From version 11.2, a new 'Request Status' feature has been added, enabling the site fulfilling the request to update the requester on the current status of their shipment. You can define status values in Extras → Dropdown Manager → Shipment Request Status. Changes to the request status are communicated via email to the requester, sender, and any users designated in the notify users field. This status is also visible in the Shipment list view and can be used as a filter.

Receive

The receiver can receive the shipment by clicking on the 'Receive' button from the shipment details page.

 

Edit the specimen details while receiving a shipment

The specimens are often collected in multiple hospitals for different studies. These specimens are labeled and shipped to the receiving site facility for further processing and storage. For faster collection and data entry, the labeling at hospitals is done using generic labels like the randomly generated unique numbers, etc. However, when specimens are received at the receiving site, the biobankers relabel the received specimens based on their type, collection container, study, or other established practices for better organization and retrieval purposes. 

Edit (v7.1)

Shipments in the draft, shipped, or received modes can be edited. 

Shipment Report

It is a CSV file that you can download from the shipment page. The system comes with a default report and can be customized by the super-admin.

You can download a shipment report as a CSV file with all the details of the shipment events and sample information from the shipments overview page. 

Configure Report

If you want to customize the shipment report, you will have to create a saved query using the query interface. In the query results, you must define the columns you wish to include in the CSV.

Delete

 

Create in bulk

You can create specimens shipment in bulk through bulk operation; for more details, refer to 'Create/Update Specimens Shipment'.

Pre-print primary specimens upon Shipment Receive

To support the primary specimen printing on receive the toggle checkbox is introduced on the 'Receive Specimen' page.

Pre-print child specimens upon Shipment Receive

You can pre-print the child specimens when the parent specimens are shipped and received at the lab. Upon enabling this setting at the CP level, the child specimens will be created in a pending state and their labels are printed.

You can also choose for which 'Quality' you want to pre-print the child specimen labels by adding one or more values. This can be done by going to system-level 'Settings' → Biospecimen → Shipment Received Quality:

The below table lists the example expressions which you can use:

Expression

Description

Expression

Description

^Acceptable.*

Pre-prints child specimen labels for Shipment Received Quality = Acceptable, Acceptable - Clotted.

i.e., It will pre-print labels for all specimens where the received quality starts with 'Acceptable'.

Acceptable|Acceptable - Clotted|Acceptable - Insufficient Quantity

Pre-prints child specimen labels for three qualities: Acceptable, Acceptable - Clotted, and Acceptable - Insufficient Quantity

Acceptable

Pre-print child specimen labels for Shipment Received Quality = Acceptable.

^((?!Unacceptable).)*$

Pre-prints child specimen labels for any Shipment Received Quality that does not include the word "Unacceptable"

 

External ID: Name and Value Configuration

 

Got feedback or spotted a mistake?

Leave a comment at the end of this page or email contact@krishagni.com