In PRISM, this event is not associated with a treatment cycle. Gamete movement out is an event that has to be performed in the cryomodule exclusively - there is not a treatment cycle or lab event in the patient record.

Any eggs embryos or donor sperm to be removed from the cryobank, to either be exported to another location or to be discarded (e.g. at the end of a consented storage period) should be removed from the cryomodule directly, using the ‘Ship’ option.

For further help see also Gamete Movements In and Out & Donor registration

IDEAS Record types - Flow chart to determine the type of IDEAS file to create to allow you to perform a Gamete Out form submission in PRISM

Choose the type of patient/partner/donor whose gametes/embryos are being moved out/discarded from the top row of the chart and follow the route to ensure you have created the correct file types. If you need to convert your file type please contact Mellowood.

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Donor records in the wrong file format - how to convert

If your donor records are in the wrong format i.e. they are an external donor file rather than full patient record, and vice versa, you can use a query found in the picklist to convert the file. See screenshot for query titles;

Double click on the report in the picklist to convert the file in the appropriate manner - you will need to refresh the record afterwards to see the changes

If you have had to convert the donor file from ‘External donor to full patient file’ , you will need to enter the donors personal details (first name, surname, DOB etc) into IDEAS as if they were a recruited donor.

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Pre-requisites;

• the gametes/embryos must be present in the IDEAS cryomodule

• The fact that these gametes/embryo are in storage at your centre must have been reported to the HFEA, either by a Embryo Creation and Use form, or by a Gamete In form submission

Shipping gametes/embryos to another centre - IDEAS data

• Navigate to cryomodule by clicking the snowflake in the toolbar or clicking the items in storage from the patients homepage

• Select the embryos/donor gametes you wish to remove from the cryomodule

  • IMPORTANT - If you are shipping different DISTINCT batches of embryos/donor gametes (e.g. may be stored on different dates or from different cycles) - you will need to multi-select the batches of straws separately.

• 'Click ‘Ship’

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‘reason for shipping’ and ‘shipped to’ are not essential for HFEA reporting but you can complete them if you wish - the drop down lists are editable by you.

• Select ‘uk transfer’ or ‘international transfer’

• select the HFEA centre (if UK) or country (if international) from the drop down list

• Click Save

This will prompt a Gamete Out form to be available on the IDEAS PRISM Portal for this patient (if you have shipped multiple batches - you will see multiple Gamete Out Forms to report)

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Shipping gametes/embryos to another centre - IDEAS PRISM Portal Gamete Movement Out data submission

The Requirement for a Gamete - Movement OUT form can now be seen in the Registration & Movements Section of that patient record in IDEAS PRISM Portal

• Click ‘Add Form’

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• Select the appropriate options on the form

the transfer reason is autopopulated from the options you selected on the Shipping form

• Click ‘search inventory’

• the system will now search for PRISM for any gamete/embryo that have been reported to the HFEA through data submission as frozen for this patient.

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• In this example, the search of the inventory shows that this patient has 13 embryos which have been reported to the HFEA as frozen and not thawed

• You may not want to ship all of these - click thaw to collect the information about how many embryos you actually Shipped using the IDEAS event

• Click save to report to HFEA

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Discarding gametes/embryos i.e. not being shipped to another centre - IDEAS data

• Navigate to cryomodule by clicking the snowflake in the toolbar or clicking the items in storage from the patients homepage

• Select the embryos/donor gametes you wish to remove from the cryomodule

• Click ‘Discard’

• Enter a reason for change

• Click ‘Save’

 

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In this example we have discarded 2 embryos , from a total of 5 in storage

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Discarding gametes/embryos i.e. not being shipped to another centre - IDEAS PRISM Portal Gamete Movement Out data submission

The Requirement for a Gamete - Movement OUT form can now be seen in the Registration & Movements Section of that patient record in IDEAS PRISM Portal

• Click ‘Add Form’

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the transfer reason is autopopulated from the options you selected on the Discard event

• Click ‘search inventory’

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In this example, the patient had 5 embryos in storage and reported as such to the HFEA - this is why 5 are available to thaw

• Clicking ‘thaw’ uses the information from the discard event in IDEAS and populates the movement information with the 2 embryos that were recorded as discarded

• Click Save

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Update 2024

The gamete out forms now contains additional fields.

Moving samples out for a patient or donor

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Once you select from the inventory you will get a new drop down where you confirm the gamete source types i.e donor or patient.

Depending on what you choose you will get more fields.

Registration centre

For all movements out you will need to enter the registration centre (shown in green rectangle above - ignore the word ‘donor’ you will have to complete every time). this is the centre number where this person was registered - it may be your centre or, in the case of sperm donor samples you transported in from another HFEA centre) it may be the supplying centre number.

the fields will display with ‘undefined’ written in them - delete this and complete as appropriate. Remember if you registered the donor you don’t need to complete the donor registration number field.

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Registration number

You only need to complete the registration number if your centre has not registered this patient/donor - it will be the registration number used when the gametes or embryos where originally frozen. if you complete it and you didn’t need to you may get an error. In that situation, recollect the form and do not complete the reg number field.