Receive and Transfer to Data Entry

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Receive and Transfer to Data Entry

The following workflow shows the path specimens take in a shipment. Before any specimens may be received and the shipment transferred to Data Entry, the entire shipment must first be received. See Shipment Manager for more information. Only specimens which have never existed in BSI before must be transferred to a Data Entry batch after receipt.

Shipment in transit → Shipment arrives → Shipment is received → Specimens are received → Transfer to Data Entry OR Received in a requisition

Specimen Status

The status of specimens in an incoming shipment is determined by its current stage of processing. The current status of a specimen is shown in the Status column in the Shipments Editor.

In Transit - The Shipment Status is also In Transit. In Transit specimens cannot be scanned as received, marked as received or transferred to Data Entry batches.
In Process - The shipment has been marked as Received but the specimens have not yet been scanned or marked as received. In Process specimens can be scanned or marked as Received (from the Status column header menu) but not transferred to Data Entry batches
Received - The specimen has been scanned or marked as Received. Received specimens can be transferred to Data Entry batches.
In Batch - The specimen has been transferred to a Data Entry batch.
Committed - The specimen has been committed in a Data Entry batch.
Received in Requisition - The specimen has been marked as Received in Requisition.
Not Received - The specimen has been marked as Not Received.

Changing Specimen Status

There are four options available, from the Status column’s right mouse button menu, to change the batch status of particular specimens within a Shipment batch: Mark Specimens as In Process, Mark Specimens as Received, Mark Specimens as Not Received, and Mark Specimens as Received in Requisition. Changing Specimen Status

Choose one of the tabs below to learn more:

Mark Specimens as Received

A shipment must be Received before the status of specimens in the Shipments editor can be marked as Received. The status of specimens must be changed to Received before specimens can be transferred to a Data Entry batch.

There are two ways to mark specimens as Received: scan the specimens or manually change the status.

To scan specimens to mark them as Received:

Select Scan Specimens or Scan Specimens with Translation from the Tools menu within the Shipment editor.
Follow instructions for the Scan dialog to set matching and location data.
Scan the specimens. As a specimen is scanned, it will be marked as Received in the Shipment editor.
After scanning is complete, save the shipment.

To manually mark specimens as Received:

Select the specimens to be marked as received in the Shipments editor.
Open the column header menu by right clicking on the Status column header and select Mark Specimens as Received. The selected specimens will be marked as received in the Shipment editor.
Save the shipment.

Example: Dr. Frederick was sent an electronic manifest for several specimens mailed to him from a facility in New Mexico, which does not use BSI. He created a Shipment in BSI using the data from the manifest. Upon receiving the package and marking the Shipment as received in BSI, Dr. Frederick scanned to verify each specimen was received in the package. Halfway through the process, Dr. Frederick’s scanner malfunctioned, so he visually verified the correct specimens were received and manually received the rest of the specimens in BSI. When finished, he transferred the specimens to a Data Entry Add batch, where he committed them to his database.

Mark Specimens as Not Received

Vials that are listed in the manifest and will never be received can be marked as Not Received. This will allow the shipment to move to a status of Completed while still maintaining a record of the vials.

To mark specimens as Not Received:

Select the vials to be marked as Not Received in the Shipments editor.
Open the column header menu by right clicking on the Status column header and select Mark Specimens as Not Received. The selected vials will be marked as Not Received.
Save the shipment.

Mark Specimens as Received in Requisition

Shipments can be created for vials that already exist in the database and received in a requisition. This could be for specimens that were shipped out and have been returned to the repository, or transferred from one repository to another. Since the specimens already exist in the database, they cannot be committed to the database again. The shipment can be completed by marking the specimens in the shipment as Received in Requisition. This will allow the shipment to move to a status of Completed.

To mark vials as Received in Requisition:

Select the specimens to be marked as Received in Requisition in the Shipments editor.
Open the column header menu by right clicking on the Status column header and select Mark Specimens as Received in Requisition. The selected vials will be marked as Received in Requisition.
Save the shipment.

Example: Dr. Berger shipped several specimens to a lab for processing which does not use BSI by using a Ship task in a requisition. The specimens were then sent back from the lab to him to be stored. Dr. Berger created a Shipment where he verified the status and label of each specimen and noted any discrepancies. After completing a Returned task on the specimens in the original requisition where they were shipped out, Dr. Berger marks them as Received in Requisition in the shipment, so that the shipment can be considered completed in BSI.

Mark Specimens as In Process

Specimens that have erroneously been marked as Received, Not Received, or Received in Requisition can be marked back to a status of In Process. Specimens cannot be marked as In Process if they have been transferred to data entry.

To mark specimens as In Process:

Select the specimens to be marked as In Process in the Shipments editor.
Open the column header menu by right clicking on the Status column header and select Mark Vials as In Process. The selected specimens will be marked as In Process.
Save the shipment.

Transfer to Data Entry

Before specimens can be transferred to a Data Entry batch, they must be marked as Received. Specimens may be transferred to multiple Data Entry batches before they are committed. Once a specimen has a status of Committed in the shipment, it may no longer be transferred to a new or existing Data Entry batch.

A template can be used during the transfer to add additional specimen data to the transferred specimens. When using a multi-line template, all rows of the template will be entered for each specimen transferred.

Specimens that have unresolved discrepancies will have a Vial Status of Discrepant after being transferred.

Example: Once Nemo has received all of the specimens in his shipment, he transfers his deep sea fish specimens to Data Entry to commit the new specimens into BSI. Once the batch is in data entry, he can check for any errors in the batch and resolve them.

To transfer specimens to a Data Entry batch:

In the Shipments Editor, select the rows to be transferred.
Select Transfer to Batch from the Tools menu or select the Transfer to Batch button.
- If there is unsaved data in the batch, a Save and Continue dialog will open. Select Yes to continue.
- If all of the rows in the batch have not been marked as Received, Received in Requisition or Not Received, users will get the option to mark the rows with a Status of In Process as Discrepant.
  - Select Yes to add a discrepancy to the Status column for all In Process specimens.
  - Select No to continue with the transfer process without adding discrepancies to specimens that are In Process.
  - Select Cancel to end the Transfer to batch process and return to the Shipment Editor.
The Shipment Transfer dialog will open. The number of specimens selected for transfer will be listed on the Shipment Transfer dialog.
If a template is to be used during the transfer, press the Select Template button and choose a template. The default template will be used if no other selection is made.
Select New Batch or Existing Batch. After selecting the batch, if the user preference to automatically open the Data Entry batch is set to True, the batch will open in Data Entry.
- New Batch - Select OK to transfer specimens to a new data entry Add batch. An information dialog will show the Batch ID of the batch created.
- Existing Batch - Enter the Batch ID of the existing data entry Add batch in the Batch ID field.
Select OK to transfer specimens to the data entry Add batch specified. An information dialog will be displayed describing the transfer. An error message will be displayed if an invalid Batch ID is entered.
After selecting the batch, there are two checkbox options available:

“Automatically open the Data Entry Batch Editor” – The specified new or existing Data Entry batch will open for editing.
“Save and Close Shipment Automatically after Transfer” – The Shipment batch will be saved and closed.

Both checkboxes have a corresponding user preference, which when set to “True/Yes” will mark the checkbox by default.

Transfer with discrepancies

When specimens are transferred from an incoming shipment to a data entry Add batch, BSI will automatically assign a Vial Status for each specimen:

In - for each specimen that has no unresolved discrepancies.
Discrepant - if an unresolved discrepancy exists for that specimen.

When all discrepancies for a specimen that has been transferred to data entry are resolved:

BSI will change the Vial Status to In if the specimen has been committed.
If the specimen has not been committed, a warning will be applied to the Vial Status field in the Data Entry batch.

Note: The Vial Status of specimens in uncommitted batches will not change when all discrepancies for that specimen are resolved. A warning will be applied to the Vial Status field. The field will need to be changed manually from Discrepant to In before committing.

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