2 - Frequently Asked Questions

What is BioMS?

The Alliance Biospecimen Management System (BioMS) is a web-based application for registering and tracking shipment of patient biospecimens collected from any Alliance or legacy CALGB, ACOSOG, or NCCTG trial.  It serves a similar function as the previous CALGB specimen tracking tool, STS.  BioMS also provides access to a comprehensive inventory of all specimens collected across all Alliance group biorepositories.

What if I was previously using CALGB STS or completing biospecimen submission CRF forms?

When BioMS is live, all biospecimen submissions for Alliance trials and legacy CALGB, ACOSOG, and NCCTG trials should be registered in BioMS.  This is true even if you were previously using CALGB STS or CRF forms to complete biospecimen submissions.  Even if you previously used STS or paper CRF forms to submit an initial set of specimens for a trial participant, any further biospecimen submissions, even for that same participant, should be registered and shipped using the BioMS application.

I have entered data into RAVE; do I also need to enter data into BioMS?

Yes.  RAVE and BioMS are currently independent systems.  Regardless of what data or forms you are required to submit to RAVE regarding biospecimen submission, you still must register and ship biospecimens using the BioMS application.

What do I need to use BioMS?

You will need a computer (desktop, laptop, or tablet) with most any current version of a web browser (e.g. Internet Explorer, Safari, Firefox, or Chrome) and access to the Internet.

What information will I need to provide to BioMS?

You will need your CTEP ID and password to log into BioMS, even if you have already logged into the Alliance member web site.  You will need the patient study number and/or the protocol number corresponding to the biospecimens that you have collected, in order to locate the patient registration in BioMS.  BioMS will request that you indicate which of the required protocol biospecimens have been collected, the quantity of material collected, and the date of collection.  Some specimens for some protocols may require additional information to be entered into BioMS (see specific protocol instructions).

What if I cannot access BioMS?

BioMS will be activated for all Alliance trials after the Go-live date.   In cases where there is a temporary, planned outage of BioMS, you should receive a broadcast message by email. If you are able to access other Internet sites on your computer, but cannot access BioMS, call the BioMS Help Desk at 1-855-55-BIOMS (1-855-552-4667).  If you have no Internet access on your computer, please contact your local computer support desk. 

What if I cannot log into BioMS?

You will need your CTEP ID and password to log into BioMS, even if you have already logged into the Alliance member web site.  If you do not have a CTEP user ID or have forgotten your user ID or password, please visit https://eapps-ctep.nci.nih.gov/iam/ForgotPassword.do.  If you have a correct user ID and password but still cannot log into BioMS, please contact the BioMS Help Desk at  1-855-55-BIOMS (1-855-552-4667).

How do I use BioMS?

BioMS has a user interface and functionality very similar to the former CALGB STS system.  A full set of user manuals, FAQs, and training videos are available at the BioMS help site:  BioSpecimen Management System - BioMS.  For immediate answers to more specific questions, please contact the BioMS Help Desk at: 1-855-55-BIOMS (1-855-552-4667) or by clicking on the ‘Help’ link on the BioMS log in or application pages.

Who will be registering the study participants?

Participant registration will be performed in the OPEN system, not BioMS.  BioMS receives electronic messages from the OPEN system that will register the participant on the appropriate study(s) in BioMS without user intervention.

Do I need to register biospecimens in BioMS?

YES.  All biospecimens collected for any Alliance trial or legacy ACOSOG, NCCTG, or CALGB trial must be registered in BioMS prior to shipment to one of the Alliance biorepositories or assay laboratories.  BioMS will allow you to create aand print a packing list to be included with the biospecimen shipment.  BioMS can also provide you with collection and shipping instructions.  Note that in the future, sites may not receive credit for biospecimen submission unless biospecimens are first properly registered in BioMS prior to shipment to an Alliance biorepository.

 When do I register biospecimens in BioMS?

Biospecimens should be registered in BioMS after they are physically collected.  BioMS will require that you know the study, patient study number, collection time point, and date / time of specimen collection.  However, you can always review specimen requirements and collection instructions in BioMS prior to collecting or registering any specimen.  In all cases, biospecimens should be registered in BioMS, assigned to a shipment, and a packing list created and printed for inclusion in the shipment, prior to physically shipping specimens to an Alliance repository.  In the event that biospecimens were shipped prior to their registration in BioMS, please call the BioMS Help Desk for further assistance:  1-855-55-BIOMS (1-855-552-4667).

 What if I am sending a biospecimen to an ‘assay laboratory’ or some other location other than an Alliance biorepository?

Any biospecimen designated by the protocol to be shipped or transferred to another repository or laboratory location (with the exception of specimens collected for routine hospital laboratory testing) should be registered in BioMS.

What if I can’t find a study in BioMS?

All studies that involve biospecimen collection that are either actively accruing patients or are closed to accrual but require on-going biospecimen collection should be represented in BioMS.  This includes new Alliance trials as well as legacy CALGB, ACOSOG, and NCCTG trials.  If you can not find a study for which you are trying to collect and ship biospecimens, please contact the BioMS help desk:  1-855-55-BIOMS (1-855-552-4667).

What if I can’t find a patient in BioMS?

All patients registered to any Alliance or legacy CALGB, ACOSOG, or NCCTG trial involving biospecimen collection should be represented in BioMS.  This applies to any patient registered to a trial both before and after BioMS activation.  If you are unable to locate a patient in BioMS that is registered to a study and from whom you are trying to collect and ship biospecimens, please contact the BioMS Help desk: 1-855-55-BIOMS (1-855-552-4667).  You will need to provide your institutional affiliation, study name, patient study ID, and patient initials to the Help desk staff.  Alternatively, you may contact the Help desk by email by clicking on the ‘Help’ link on the BioMS application.

Why don’t I see specimens previously collected from a patient in BioMS?  Does this mean that I need to recollect the biospecimens?

Only specimens collected and registered in BioMS after the Go-Live date will initially appear in BioMS.  Data concerning specimens previously collected and submitted via the CALGB STS system or on paper CRF forms will not be visible in BioMS. Such specimens will still appear as ‘Not Collected’ in BioMS specimen logging screen.  This does not mean that these specimens need to be recollected.  Over time, legacy data from STS and each Alliance biorepository inventory will be integrated into BioMS and the complete inventory of all specimens collected from all patients will be searchable and viewable in BioMS.

What if I need to review previous specimens or shipments submitted using the CALGB STS system?

After Go-Live, STS will no longer be accessible.  If you require access to STS for the purposes of reviewing previous data and/or biospecimen submissions made before Go-Live, please contact the BioMS Help Desk by email.

 What if I don’t understand one of the BioMS data entry screens as I am registering or shipping a specimen?

Site staff are strongly encouraged to attend one or more of the informational webinars during the month of December or review the on-line manuals and training videos available on the BioMS website prior to using BioMS.  If immediate assistance is required while using BioMS to register and ship biospecimens, please call the BioMS Help Desk during its normal hours of operation: 1-855-55-BIOMS (1-855-552-4667).

What if I get an error message or have some other technical problem while using BioMS?

If you are experiencing other technical difficulties or receive an error message while using BioMS, please call the Help Desk during its normal hours of operation: 1-855-55-BIOMS (1-855-552-4667).

What are the BioMS Help Desk hours of operation?

For live support, the BioMS Help desk is open Monday through Friday from 8am to 7pm Central Time.  If assistance is required before or after these hours, please email the BioMS Help Desk (click ‘Help’ on the BioMS application screen) with your contact information and brief description of the problem you are encountering.  You will be contacted by phone or email within 8 working hours.

Will BioMS be used to order lab kits?   

No, BioMS is used to track specimens only.  Collection sites will need to call or email the Biorepository listed in the protocol to request kits.

Will BioMS be used to print Fed Ex labels provided by Alliance?

No, BioMS does not create air bills, but rather creates the packing slip that MUST be sent with specimens .  When the user selects manage shipments, the CRA indicates which courier is being used (in this case FedEx) and enters the Tracking number from the FedEx air bill that has already been created either via FedEx webpage or a pre-printed air bill. If a protocol has an approve pre-printed FedEx air bill, this air bill will be placed inside of the kit that is shipped to the site upon requesting the kit from the Biorepository.  Pre-printed air bills are not the same as a pre-paid air bill.  The Pre-Printed air bill contains information regarding the “ship to”  address and shipping method (ie priority overnight). 

Once we ship specimens, is it our responsibility to go back into BioMS to verify the specimen was received and usable, or will you send an email to confirm?

Yes.  Although the CRA sending samples will be notified by email if a sample received at the repository is unacceptable, it will be the responsibility of the CRA to verify the specimen status by logging into BioMs.

What are the certified browsers for the BioMs application?

The recommended Browsers for the BioMs application are IE 9.0 , Mozilla Firefox 10.0.1 and if you have a Mac, Safari 5.1.2.  If you notice that the BioMs application is appearing distorted on your screen, check to ensure you are using one of the recommended browsers.  If you are not allowed to download applications or updates on your computer, contact your local IT department.