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IDS5204 Cryo - Sample Management

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IDS5204 Cryo - Sample Management

Owned by Dragan Nedeljković (Deactivated)
Last updated: Sept 22, 2023 by Mhairi West
5 min read

 

Samples in the cryobank are managed using the controls found at the bottom of the cryostorage homepage.

In IDEAS V7 these options are found near the top of the homepage.

 

IDEAS keeps a record of all actions applied to samples in cryostorage. The audit trail for a selected sample is shown in the bottom section of the display and all actions are time and date stamped.

or V7 version;

 

Multiple samples can be selected by using CTRL Left Click or SHIFT Left Click to select a range of samples.

Ship

Use this procedure to revise the claim status of patient sample container(s) as recorded in IDEAS.

Select the appropriate patient sample container(s) from the upper right frame (pane).

Select the samples(s) being shipped and then select the Ship button at the bottom of the screen.

Select the reason for shipping.

 

This list is configurable in File>System configuration>List>ship reason (cryogenic storage), or right click > Edit List.

 

Select where the item is being shipped to.

 

This list is configurable in File>System configuration>List>ship destination (cryogenic storage) or right click > Edit List.

 

Select the practicing technician, complete the remark field if clinic procedures specify, and click Save.

 

The sample(s) being shipped will be removed from the tank but its history is retained by IDEAS. The record can be viewed by running the IDEAS cryogenic history report. ADD LINK HERE

Thaw

Select the appropriate patient sample container(s) from the upper right frame (pane).

Click the Thaw button to reveal the dialog form or use Thaw option under the edit menu.

Select the relevant reason for thaw.

This can be configured in File>System configuration>List> Reason for change (storage).

Select the the practicing technician, complete the remark field if clinic procedures specify, and click Save

 

Discard

Click the Discard button to reveal the dialog form.

Select the reason for the change and the practicing technician.

Complete the remark field if clinic procedures specify, then click Save.

Move

This operation is only available for patient sample container movements.

Select the appropriate patient sample container(s) from the upper right frame (pane).

Select the destination container.

 

Select the reason for the change and the practicing technician.

Complete the remark field if clinic procedures specify, then click Save.

Release

Donor semen or donor oocytes status is automatically set to quarantine when banked into cryostorage.

The release action allows the user to manually change the status to Released.

Samples can also be manually quarantined through this dialog.

Click the Release button to reveal the dialog form. You can optionally enter a remark then click Save.

Claim

Only samples that have been stored with the purpose of “donated for use by others” qualify for claiming.

Each item you selected is checked before further processing and you will be given the opportunity to exclude each that does not qualify.

  • items to be claimed must be in unclaimed status.

  • items to be unclaimed must already be in claimed status (which includes extensions)

  • items to have their claim extended must already be in claimed status.

Click the Claim button to reveal the dialog form.

The item can be claimed, unclaimed or extended.

If your selection iss "Claimed" or "Claim extended" then you may want to revise the content of the "Expiry date:" field, to set a specific period of time before the sample reverts to unclaimed. You can also set this to a default period of time in System Options

If you select the "Claimed" action then you will be required to specify the patient who has claimed it.

To do this click on to obtain the Open Patient file dialog (three dots) and select the patient who has claimed the sample. The "Save" button will only be enabled after a patient has been named.

Invoice is a fixed list and can’t be altered.

Fill in the invoice item and the practicing technician.

Invoicing can be set to bill the recipient

Complete the remark field if clinic procedures specify, and click Save.

Consent

The action is date and time stamped.

A new Consent expiry date can be entered into the box.

Fill in the Reason of change.

This list can be configured in File > system configuration > Lists > Reason for change (storage)

Select the technician, complete the remark field if clinic procedures specify, then click Save.

Note - if you have IDEAS Version 7.0.14 or above, you can change a consent expiry date to a date in the past. You will be asked if you are sure;

Purpose

Select the use/purpose of the selected item(s).

This is a fixed list and can’t be altered.

Select the reason for the change.

Select the type of invoice (is also a fixed list and can’t be altered) and invoice item.

Complete the remark field if clinic procedures specify, then click Save.Use the controls found at the bottom of the cryostorage homepage to manage samples within the cryobank.

Version Date Comment
Current Version (v. 12) Sept 22, 2023 15:11 Mhairi West
v. 11 Aug 09, 2023 18:52 Mhairi West
v. 10 Aug 09, 2023 18:51 Mhairi West
updated with notes on IDEAS version 7.0.14
v. 9 Apr 27, 2021 12:51 Mhairi West
v. 8 Mar 30, 2021 16:15 Mhairi West
v. 7 Mar 30, 2021 15:10 Mhairi West
v. 6 Mar 30, 2021 15:05 Mhairi West
v. 5 Mar 30, 2021 14:55 Mhairi West
v. 4 Mar 30, 2021 14:44 Mhairi West
Version published after converting to the new editor
v. 3 Mar 30, 2021 14:44 Mhairi West
v. 2 Jun 22, 2020 19:01 Chris Pollard
v. 1 Jan 25, 2018 15:01 Dragan Nedeljković (Deactivated)

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