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A closed specimen refers to a specimen record that still exists within the system but is no longer available for any further processing, distribution, or shipment.
Specimens can be closed for various reasons.
The entire specimen is consumed during processing or pooling
Specimen compromised (Hemolyzed, clotted, contaminated, or unsuitable for testing)
Insufficient quantity
Specimen mislabeled
Specimen expired
Improper collection or handling
Manually Disposing Specimens
You can close a single or multiple specimens in bulk. Starting v12.1, you can record the disposal reason as a dropdown value for consistency. Post upgrade, the dropdown manager will include a new attribute ‘Specimen Dispose Reason’ with few default values
Do not edit/archive the values ‘Processed’, ‘Distributed’, ‘Pooled', or ‘Not Specified’, as this will cause errors while closing or distributing specimens.
Close single specimen From the specimen overview page, you can click on ‘More’->'Close' This will open a popup as shown below to capture details. Close multiple specimen From any specimen list page, you can select specimens click ‘Actions’->'Close' This will show the same ‘Close Specimen’ pop-up. User can add data in the form and click submit. All the selected specimens will closed and a disposal event will be added with the reason selected.
Specimens Disposed Automatically
There are other activities during which the specimens can be closed
Processing
The ‘Collect Specimens’ task includes an option to close parent specimens after collection. This feature is useful when parent specimens are either discarded or exhausted during the collection or processing of their child specimens. How it works: When selected, this option automatically closes the parent specimens upon completion of the collection task. Closed specimens cannot be further processed or distributed but remain available for audit and historical records. Configuration: To ensure this option is selected by default: Navigate to the Label Format and Print Settings of the relevant Collection Protocol (CP). Set Close Parent Specimens to Yes Once enabled, the checkbox in the ‘Collect Specimens’ interface will be checked by default. This ensures consistency in workflows where parent specimens are routinely discarded or consumed after derivative specimens are created. The closed parent specimens have a disposal event with reason ‘Processed’
Distribution
When the specimen is distributed and closed, a disposal event with below details is added to the distributed specimen. Reason as ‘Distributed’ Comments with the name of the distribution protocol
Pooling
On pooling specimens, a disposal event with below details is added to the specimen used for pooling Reason - Pooled Comments - Consumed for creating pooled specimen <label>
It is possible to add new values to the specimen dispose reasons if the current values do not suit you.
Log into the application as a super administrator user Navigate to Extras->Dropdown Manager->Specimen Dispose Reason On this page you will see the existing values. Click on ‘Add’ to add new values to this list
Reopen Specimens
It is possible to reopen the closed specimens
If the specimens were closed accidentally you can reopen them using ‘Reopen’ option present under ‘More’ on the specimen overview page