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Services and Rate Lists (v12.2 onwards)
Overview
Biobanks typically operate on a fee-for-service model, charging users based on the specific collection, processing, and storage workflows required for their specimens.
For examples:
Specimen Storage Services: Long-term inventory management and preservation.
Derivative Creation: Generating secondary samples from primary specimens.
Processing: Advanced extractions, such as DNA or RNA isolation, cell culture development, etc.
To streamline these billing and operational workflows, OpenSpecimen introduced the Services and Rate Lists feature starting in v12.2. This feature allows biobanks to automate fee tracking and seamlessly manage pricing tiers for different service categories.
Key Features
Define services at the system level
Create “rate lists” and associate with a CP
Associate services with individual specimens
Generate billing reports
Defining Services
Services represent the offerings provided by the biobank to its clients. For example, specimen processing, aliquoting, storage, shipment, etc.
CPs List View → More → Services
Add Services
Define values
Code: unique ID for the service
Description: user-friendly name.
Rate Lists
Service rate variations are handled using ‘Rate Lists’, which change based upon
Different Collection Protocols (clients)
Different time periods
Important Fields
Validity Period: The rates defined in the Rate List apply only within the specified interval.
Associate Services: From the list of services, the user can choose a subset to define the rate list
Rates: Define charges and currency for all selected services.
Applicable CPs: One or more CPs to which the Rate List applies. Users can create and maintain separate Rate Lists based on local needs
Defining Rate Lists
CPs List View → More → Rate Lists
Create Rate List
Associate Services
Associate Collection Protocols
Specimen Service Assignment
Default Service Assignment During Collection
Default Service Configuration allows users to predefine the expected services to be consumed at the specimen-requirement level. Whenever a specimen corresponding to a specific specimen requirement is created, the system will automatically:
Assign the configured services
Generate the associated charges based on the applicable Rate List
This automation ensures that service consumption and billing are handled consistently and accurately without relying on manual user input.
Benefits
Auto-calculating charges without any intervention from end users (e.g., technicians)
Reducing manual effort in entering services for recurring or standard specimen workflows
Improving billing accuracy by eliminating missed or inconsistent service entries
Within Specimen Requirements, a new field, viz. Services is introduced. This is a multi-select dropdown type field, it shows a list of all services across Rate Lists
Once the services are defined, whenever a new specimen is collected against the specimen requirement, the associated services are automatically added to the specimen, and this can be seen in the specimen overview → Services tab
Manually Adding/ Updating Services
In some cases, specimen collection or processing may occur before commercial/ billing decisions are finalized or are dynamically calculated by admins during data entry. In such scenarios, users can manually add services to specimens to ensure charges are captured once the applicable pricing decisions are made.
Add/Edit Services for one specimen
Enables direct management of services for a specific specimen. Users can navigate to the specimen overview page → Services Tab → Add/Delete services manually
Add/Edit Services in custom workflows
Allows bulk or workflow-driven service assignment as part of a custom workflow
Details of the workflow task can be viewed here.
Service Rate Queries & Reporting
Query Module Support
Users can query:
Services
Associated rates
Date of usage
Use Cases
Analyse service utilisation
Generate billing or utilisation reports
Review historical pricing and consumption trends