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 would need to know who is sending how many kits. Also, they need to verify that all the barcodes the collection site is sending are received correctly. OpenSpecimen provides an option to track the kits as shipments.
It is a stepwise process
Step 0: For infrequent users: One time authentication with email and OTP
Navigate to the URL: <domain>/ui-app/#/supplies-app/login
Enter the received OTP on email address and login and user will see kit shipment screen
Frequent users from collection site can proceed 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
create a shipment and will be visible to both, sending and receiving site users
Download a manifest of the barcodes for the particular shipment
Example of manifest
Step 2: Repository/ 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