Shipping Collected Kits

Use case

Many times, sending the kits and associated data are asynchronous for repositories e.g., repositories receive datasheet today via email, but samples are coming in a week’s time by courier. In such cases, central repositories should get an advance notice of incoming kits to make necessary arrangements. Often collection sites would print a manifest of kits they are sending for repository users to verify received samples. OpenSpecimen provides an option to track the kits as shipments as a stepwise process.

Step 0: Authenticate via email and OTP

Repositories may not want to provide OpenSpecimen access for collection site users. In such cases, repositories can create an account with minimal access (Supplies with read, update privilege). These users can temporarily authenticate with email and OTP.

Navigate to the URL: <domain>/ui-app/#/supplies-app/login

Open

Enter the received OTP on email address and login and user will see kit shipment screen

Open

Regular collection site users with OpenSpecimen access can proceed directly with step 1.

Step 1: Collection site creates a shipment (from supplies page)

User will enter all the details and ‘Ship’ the kits.
Receiving site is auto populated based on the site defined in the Collection Protocol.
In the barcodes, users will need to enter the kit barcodes and not the specimen barcodes
This will

1. create a shipment and will be visible to both, sending and receiving site users

2. Download a manifest of the barcodes for the particular shipment
   
   

Example of manifest

Step 2: Receiving site receives and validates the shipment in OpenSpecimen

Repository will select the shipment, download/ manually verify the kit barcodes that they are receiving

On verification they can receive the shipment. In case, if the received shipment has missing/ additional barcodes, receiver can update the barcode list while receiving

On receive, status of shipment will be marked as Received

Mark kits as damaged/ expired/ misplaced in shipments (for collection sites)

User can use the ‘Use items’ button to mark the kits as damaged/ expired/ misplaced

Enter barcodes and reason to use items → Submit