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Support Email:bioms@alliancenctn.org

BioMS Application Link:https://bioms.wustl.edu/bioms/

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Or Phone 1(855)-55-BIOMS or 1(855)-552-4667

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The following are the new Specimen Receipt values available in BioMS Release 2.5. Against, each one of these specimen quality receipt values, you can see a biorepository staff action and a comment to the CRA. The comment to the CRA will be communicated via email notification upon receiving the specimen at the Biorepository.

#Status Value                                                                                                                                                        DescriptionApplicable Specimen TypesBiorepository Staff ActionCRA Comment in Email                           
1Acceptable                          Sample is okay and meets requirements.AllAccession and StoreNone.
2Alert-CauterizedTissue shows gross cauterization artifact.TissueAccession and StoreSpecimen is usable; in the future, please avoid cauterized tissue.
3Alert-DamagedSample is physically damaged but still usable.AllAccession and StoreSpecimen is usable; in the future, please ensure proper packaging to avoid specimen damage
4Alert-Delayed sample shipmentSample was held beyond the window of time allowed by study protocol, but is still usable.BloodAccession and StoreSpecimen is usable; in the future, please remember to ship within the time period specified in the study protocol
5Alert-HemorrhagicSpecimen shows gross hemorrhagic tissueTissueAccession and StoreSpecimen is usable; in the future, please avoid hemorrhagic tissue
6Alert-ID ConflictA sample has been received whose physical label does not exactly match the BioMS packing slip but whose identity can be unequivocally imputed by the information provided.AllAccession and StoreSpecimen labeling conflict is resolved; please be certain to accurately label all future specimens per protocol requirements.
7Alert-Incomplete IDA sample has been received whose physical label is incomplete as per protocol but whose identity can be unequivocally imputed by the information provided.AllAccession and StoreIncomplete specimen labeling is resolved; please be certain to completely label all future specimens per protocol requirements.
8Alert-Improper collection container

A biospecimen (such as blood) was collected in the incorrect tube type or fixative type.  The specimen may still be processed and stored, although the specimen may not be useful for certain downstream analyses. (e.g. Plasma was collected in a Heparin or ACD tube rather than an EDTA tube).

AllAccession and Store

Specimen may or may not be usable.  Please ensure that all future specimens are collected and preserved with the tube or container type as specified in the protocol.

9Alert-Limited QuantityQuantity does not meet the required quantity, but can still be processed and is usableAllAccession and StoreSpecimen quantity is less than requested but specimen is still usable; please be certain to provide requested specimen quantity in future submissions.
10Alert-Missing DocumentationBiospecimen was submitted without required documentation (e.g. Assay Request Form, Questionnaire).AllObtain missing documentation from the sitePlease email required documentation to the Alliance Biorepository contact email WITHIN 24 HOURS.
11Alert-No Path ReportA clinical, surgical pathology block(s) was submitted either with no pathology report or a report that either does not match or can not be reconciled with the physical identity of the tissue blockClinical Tissue Block(s)Obtain the Path Report from the site.Please email a de-identified version of the appropriate Surgical Pathology Report to the applicable biorepository contact email WITHIN 24 HOURS.
12Alert-Not refrigeratedBiospecimen was to be sent with a cold pack to be maintained at refrigerated temperature.  There was either no cold pack in the shipment or the cold pack was received at ambient temperature.  Specimen may or may not be compromisedAllAccession and StoreSpecimen may or may not be usable. Please ensure that all future shipments include a properly refrigerated cold pack when indicated.
13Unacceptable-ClottedBlood sample is clotted and can not be properly processedBloodAccession and Destroy with Director approvalContact the appropriate protocol coordinator to determine if a replacement specimen can be recollected and submitted. Please ensure that all blood is properly collected in anticoagulant tubes, per protocol requirements.
14Unacceptable-DamagedSample is broken, crushed, shattered, or otherwise physically damaged beyond recovery.AllAccession and Destroy with Director approvalContact the appropriate protocol coordinator to determine if a replacement specimen can be recollected and submitted. Please ensure that all specimens are properly packaged to avoid damage.
15Unacceptable-Delayed sample shipmentSample was held beyond the window of time allowed by study protocol and is no longer usable.BloodAccession and Destroy with Director approvalContact the appropriate protocol coordinator to determine if a replacement specimen can be recollected and submitted.  Please ensure that all specimens are shipped within the time period specified in the study protocol.
16Unacceptable-FrozenA sample intended to be received unfrozen has inadvertently been frozen and now can not be processed and is unusableAllAccession and Destroy with Director approvalContact the appropriate protocol coordinator to determine if a replacement specimen can be recollected and submitted. Please ensure that all specimens are properly packaged to avoid freezing.
17Unacceptable-HemolyzedBlood sample is hemolyzed; cannot be processed further, and is unusableBloodAccession and Destroy with Director approvalContact the appropriate protocol coordinator to determine if a replacement specimen can be recollected and submitted. Please ensure that all blood is properly collected and shipped per protocol requirements.
18Unacceptable-ID MismatchA sample has been received whose physical label has no imputable correspondence with the associated packing slip or the BioMS manifestAllReject; Do not accession; Resolve discrepancy with the Program Manager OR destroy with Director approvalPlease contact the appropriate biorepository and/or BioMS help desk IMMEDIATELY to resolve this conflict.  Please ensure that all specimens are accurately labeled per protocol in future submissions.
19Unacceptable-Improper collection containerA biospecimen (such as blood) was collected in the incorrect tube type or fixative type.  The specimen can not be processed per protocol (e.g. Plasma was collected in a plain glass / serum / clot tube rather than an EDTA or Streck tube).AllAccession and Destroy with Director Approval

Contact the appropriate protocol coordinator to determine if a replacement specimen can be recollected and submitted. Please ensure that all specimens are collected in the proper tube or container as specified in the protocol.

20Unacceptable-Incorrect SpecimenA sample has been received which is not an expected specimen for the study as per the study protocol.AllReject; Accession and triage to quarantined storage; Resolve discrepancy with the Program Manager OR destroy with Director approvalPlease contact the appropriate biorepository and/or BioMS help desk to resolve this issue. Please ensure that all specimens shipped are as defined by the study protocol in future submissions.
21Unacceptable-LipemicBlood sample is lipemic; cannot be processed further, and is unusableBloodAccession and Destroy with Director approvalContact the appropriate protocol coordinator to determine if a replacement specimen can be recollected and submitted.
22Unacceptable-No IDA sample has been received with no physical identification.AllReject; Do not accession; Destroy with Director approvalSpecimen will be discarded. Contact the appropriate protocol coordinator to determine if a replacement specimen can be recollected and submitted.  Please ensure that all future specimens are completely labeled, per protocol requirements.
23Unacceptable - Not in shipmentSample listed on BiomS packing slip is physically not in shipmentAllReject; Do not accessionContact the appropriate biorepository and/or BioMS help desk to resolve this conflict. Please ensure that all specimens are accounted for in future submissions.
24Unaccceptable-QNSQuantity not sufficient; Sample is too limiting to process and is unusableAllAccession and Destroy with Director approvalSpecimen quantity is less than requested and not usable. Please contact the appropriate protocol coordinator to determine if a replacement specimen can be recollected and submitted; ensure that the requested specimen quantity is collected in future submissions.
25Unacceptable-ThawedA sample intended to be received frozen has inadvertently been thawed and now can not be processed and is unusableAllAccession and Destroy with Director approvalContact the appropriate protocol coordinator to determine if a replacement specimen can be recollected and submitted. Please ensure that all specimens are properly packaged with sufficient dry ice to avoid thawing.

Color Coding

  • Acceptable - Green
  • Alert - Orange
  • Unacceptable - Red 
  • Newly Planned, not yet active - Blue

 

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