In multi-site studies, pre-printed barcoded kits are sent to the collection sites for collecting the specimens. Once collected, these kits are sent back by the sending site. Currently, the receiving sites have no tracking about what shipments are arriving on a particular day.

OpenSpecimen’s new Kits Shipment feature allows users to track the sending and receiving of the kits.

This is a paid plugin. Contact contact@krishagni.com for a quote.

Prerequisite

Supplies should be set-up for the Collection Protocol, so the kits are generated by the system. Refer to the wiki page for more information.
The site coordinator (user creating kits shipment) account should be created in the system with the correct email address.

The site coordinator should have minimum specimen update rights on the CP and site.

Stepwise process for sending/receiving kits

Once the collection sites have received the barcoded kits, collected the specimens and ready to ship to the coordinating sites, below steps can be followed to send shipment:

Step 1: Collection site user logs in to OpenSpecimen

URL: <Hostname>/ui-app/#/supplies-app/login, e.g. https://test.openspecimen.org/ui-app/#/supplies-app/login

Enter email address

Enter OTP received in the email.

Step 2: Create shipment and print manifest for kits

Click on Create

Fill in details → Enter barcodes → Submit

Title	Description
Sending Site	The sending site of the shipment
Collection Protocol	The collection protocol where the supply is set up
Receiving Site	The receiving site of the shipment. This site should be specified in CP (Settings -> Supply) as Receive Sites.
Sender	The user who shipped the specimens
Shipped Time	The date and time when specimens were shipped.
Sender Comments
Courier	Courier name
Tracking Number	Tracking number of the shipment
Tracking Url	Tracking url of the shipment
Barcodes	The kit barcode/visit name created while creating the kits.

Expected output

Manifest of the kits that are being shipped will be downloaded for Collection site users.

An email notification will be sent to sender and receiver of the shipment.

Step 3: Receiving kits at central repository

The creation of shipment in OpenSpecimen and Receiving the physical kits will be asynchronous. The receive function of the kits shipment allows users to receive the shipment in real time or as per their availability.

Navigate to Supplies → Shipment

Search the shipment → Click on Receive

All entered barcodes are received
1. Navigate to Shipment → Click on Receive
Few barcodes are missing/ extra
1. Click on Receive → Remove the barcode that was missing/add if extra -> Receive

OpenSpecimen

Kits Shipments