1 Introduction
2 Prerequisite
3 Steps to Receive Specimens
4 Receive Specimens by scanning labels, barcodes, and visit names
5 Add Details when Receiving Specimens
6 Create Pending Specimens & Print Labels (v8.2)

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 quality of the specimen should be selected as 'To be Received’

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

Steps to Receive Specimens

The 'Receive' option can be seen under the 'Actions' button on all specimen pages, as listed down below:

Carts
Containers
Participant list view page within CP
Specimen list view page within CP
Under the 'Specimen' button on the query results page
Select specimens from the tree view on the visit overview page

Select multiple primary specimens for which you want to edit received event details.

Click on the 'Actions' button → Receive.

You can also scan in labels or barcodes, as shown below:

Click on 'Next' once done, edit the details and save.

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

Receive Specimens by scanning labels, barcodes, and visit names

You can receive specimens by scanning specimen labels, barcodes, and visit names.

By Scanning Specimen Labels

Navigate to the collection protocol.
Click on 'More' → 'Receive' from the participant or specimen list view page.
Scan specimen labels and click on 'Add':

Verify the specimen list, click on 'Next'.

By Scanning Specimen Barcodes

Navigate to the collection protocol.
Click on 'More' → 'Receive' from the participant or specimen list view page.
Check the 'Use Specimen Barcodes' checkbox. Scan specimen barcodes and click on 'Add':

Verify the specimen list, click on 'Next'.

By Scanning Visit Names (v8.2 onwards)

Navigate to 'Collection Protocols'.
Click on 'More' → 'Receive' from the participant or specimen list view page.
Check the 'Use Visit Names' checkbox. Scan visit names and click on 'Add':

Verify the specimen list, click on 'Next'.

Receive Specimens Per Patient via UI

Receive Specimens for Multiple Patients via BO

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.

You can achieve this by configuring the nth step at the CP-level or system level. Refer to the wiki page for more details on the nth step.

If the nth step is configured at the CP level, the same will be displayed upon receiving specimens.
If the CP does not have any JSON workflow configured, it will display the nth step added at the system level workflow.
If specimens from multiple CPs are received, the nth step will not be displayed.

Create Pending Specimens & Print Labels (v8.2)

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

Relabel the primary specimen and print it.
Pre-print the child specimen labels and use them on the specimen vials.

You need to create a print rule for the CP and specimens for which you wish to print labels.

OpenSpecimen

Receive Specimens (v8.1)