From v10.3, you can create and distribute specimen kits without associating it to a participant. This enables collection sites to collect specimens in pre-printed tubes.

1 Overall workflow of a kit
2 Configurations for creating specimen kits
3 Working with kits
- 3.1 Create kits
- 3.2 Manage kits
  - 3.2.1 Sending kits to collection sites
  - 3.2.2 Tracking current utilization of all kits
- 3.3 Utilize kits

This enhancement is a part of Supplies module and is a paid plugin. Email support@krishagni.com for more details.

Overall workflow of a kit

Define the template of all the labels that needs to be printed (specimen requirements).
Pre-print the specimen labels, visit label, package into kits and send to specific collection sites.
Collection sites collects the specimens in the pre-barcoded tubes
Central lab/ biobank adds the kit barcode as visit name while creating the visit in OpenSpecimen.
Pre-printed barcodes get associated with the specimens

Configurations for creating specimen kits

Create a supply item for specimen kits

Create a new vendor

Navigate to Home → Supplies → Vendor

Navigate back to Types → Create

Create supply type

Field value	Importance

Field value	Importance
Name	Name of the supply item
Description	Description of the supply item
Has Barcoded Items?	Mark as Yes as kits will contain specimen barcodes (labels)
Vendor	Select the created vendor from the list
Collection Protocol	Name of CP which will utilize the kits
Expiry Reminder	Send an email notification when the supplies are about to expire in __ days.
Expiry Buffer	Supplies will be marked as expired after __ days of expiry, so that kits can be used for __ no of days after actual expiry date
Low Quantity Mark	Send an email notification when the supplies availability is less than or equals 5 units.
Notification Recipients	List of recipients to whom these email notifications would be sent

Collection Protocol Configuration

For a CP to use kits, you must do some configurations in the “Label format and Print” settings.

Step 1: Go to Label format and Print settings

Setting Name	Importance

Setting Name

Importance

Label formats

All the tokens for visit, specimens levels that needs to be created as kits should not contain any participant related tokens

E.g. %PPI%, %PPI_UID(2)%, %PUID(1)%, etc.

Kit Labels

Kits will only be generated if this is Enabled

Specimen Print Settings

Set to “Pre-print” if you want to include in the kit. E.g. if the kit is going to contain only primary and aliquots, do not set Deravitives to “pre-print”.

Step 2: Update Supply settings

Setting Name	Importance

Setting Name

Importance

Are supply barcodes used in visit names?

Set to “Yes”

Barcode Validation Mode

This option is used to validate barcodes when a visit or specimen is created.

Strict: An error is generated when the visit/specimen barcodes do not match the available supply item.

Relaxed: No error is generated when the visit/specimen barcodes do not match the available supply item.

Ideally this value should be set to “Strict” since CPs which use supplies module should not be using barcodes not created by OpenSpecimen.

Shipments → Receive Sites

This is used only if you are using the “Kit Shipment” feature. This indicates the site name which is going to recieve the kits.

Create visit and specimen print rules

There are 2 types of labels that are part of the kits

Kit barcode (visit name): Visit print rules
Specimen labels: Specimen print rules

For both of these, there should be print rules configured as per wiki pages.

Features of the specimen kits

If the specimen requirements for multiple events are identical, you can use the same kits across events.
While creating the kits, if no event is selected, all the labels are printed across all events set to pre-print

Working with kits

Create kits

From participant list view page click more → Create Kits

It will ask you to provide attributes for creating kits

Attribute Name	Importance

Attribute Name	Importance
Events	Select events for which you want to create kits. If not event is selected, kits will be generated for all events.
Supply Site	Site where the kits will be sent
Collection site	Site which printed/ will receive kits
Number of kits	Total number of kits you want to print
Copies to print	Number of copies that needs to be printed for 1 kit
Expiry date	Date until when the kit will remain valid

On creating the kits, success notification will be flashed

You can view the created kits from the link in the notification or navigate to Supply → Select Supply name → List of all available supply items will be available.

From individual supply item you can check list of all kit barcodes which you can use as visit name while entering data. You can export to see all the generated visit names and specimen labels.

Manage kits

Central repository/ lab will create kits in bulk and can see current availability in list view

Sending kits to collection sites

Central repositories often print kits in bulk. They send a few sets of kits to collection sites as per requirement. They need to track how many kits were sent to which collection site and how many kits are in unused status.

Go in supplies → Select the kits that need to be sent to collection site → New Supply

Update the supply site to where you need to send kits (add item barcodes if you have missed selecting earlier)

Click Create

It will automatically generate a new supply item. New moved kits will automatically update the utilization of kits.

From v11.x, user’s access for the supply site is not verified. This is typically helpful for repository users who can create supply items for any collection site.

Tracking current utilization of all kits

From the list view of supply click → Export. It will generate a utilization report with current status