tool batch shipping...the batch shipping tool will generate a unique manifest number for every...

Proprietary and Confidential — Not for distribution. 1

Batch Shipping Tool

Proprietary and Confidential — Not for distribution.

The purpose of the batch shipping tool is to track samples during transit between the collection site and the lab.

Samples are scanned at the collection site before they are placed in the shipping package.

The tracking number for a shipment is collected so that we know the contents of each shipment down to the individual barcode.

All of this data is stored as an electronic manifest in Color’s database.

When batches arrive, the lab checks them against the corresponding electronic manifests to ensure all samples have arrived.

Introduction

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Creating a New Shipment

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Answer some questions about the shipment

Overview: Creating a new shipment

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Scan Samples Add tracking numberPrint the manifest and label the box

Fill in shipping method and swab type.

Scan barcodes for samples going in this shipment.

Scan or type in tracking number for this shipment.

Print or manually fill out the manifest. Write the manifest ID on the outside of the box.

Proprietary and Confidential — Not for distribution.Proprietary and Confidential — Not for distribution.

1. Login

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If you have a Color accountEnter your email and password to log in.

If you do not have a Color accountClick “create account” and follow the instructions.

You need to have permission to use the batch shipping tool. If you are unable to login after creating an account, please contact [email protected]

mailto:[email protected]


2. Select the batch shipment tool

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Select a siteIn the dropdown menu, select a collection site. This is the site where you are currently working.

Select a toolIf you have access to multiple tools, select “sample shipment.”

If you do NOT have access to multiple tools, no selection is necessary. You will not see “select a tool.”

Continue.


3. Homepage

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The homepage of the batch shipping tool lists all batches that have been created at the site.

It includes information about each batch, such as:

● The date the batch was created

● A unique manifest ID

● Number of samples in a batch

● Contact person listed for a batch

● Tracking number


4. Create a new batch

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To create a new batch from the homepage, click “create batch” in the top right.


5. Answer some questions about the batch

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How will this batch be shipped? Select a shipment method.

What type of swab in this batch?Select the type of swab used at your site by examining a sample tube. If it contains fluid, it is a wet swab. → All CDPH sites, use “wet swabs”

Continue.

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Scan in sample barcodes one at a time.If it fails, you can type barcodes manually in the field and click “+” or press “enter” on your keyboard to add the barcode.

If the tool detects a sample that is missing a valid order, follow the instructions on the screen.

Click Finish Scanning When you have finished scanning all of the samples that will go in one container, click the red Finish Scanning button.

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Select tracking number option You can select “Yes” or “No” for whether the shipment has a tracking number.

Enter tracking numberIf you select “Yes,” you can either type or use a barcode scanner to scan in the tracking number.

Continue.

7. Adding a tracking number

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8. Print paper manifestIf you have a printer:Click the “print” button in the top right corner to print the paper manifest.

If you do not have a printer:Color will provide paper manifest forms for your site. Fill out the paper manifest with the information in the preview on this screen.

If you do not have a form, you can copy the information onto a blank sheet of paper.

Place the paper manifest in the shipping container.

Continue.


9. Label the package

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The batch shipping tool will generate a unique manifest number for every batch.

This manifest number will be used by the lab to identify the associated electronic manifest.

If possible, label the outside of the package with this manifest ID.

If this is not possible (for instance, if your site is using a bag instead of a box), you can skip this step.

Continue.


10. Final Confirmation

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Do a final check to make sure the shipment was created correctly.

● The paper manifest is in the package.

● The manifest ID is written on the outside of package (if possible).


Unsatisfactory samples

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Unsatisfactory samples (part 1)

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If a sample is: ● Leaking● Missing a cap● Tube is broken● Missing a swab

1. Scan the sample barcode2. Click on that sample from the

list3. Select “Mark as Destroyed”

You will be prompted to select the reason for destruction.


Unsatisfactory samples (part 2)

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Select the reason for destruction.


Samples without orders

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Samples without orders

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If the batch shipping tool detects a sample that is missing order information, it will not allow you to scan it into a shipment.

Do not put that sample in the shipping container.


Troubleshooting

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Appendix


I don’t see an option to access the batch shipping tool when I log in.

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You will need a Color account with the right permissions to use this tool.

To get a login with the right permissions, please email [email protected]

Troubleshooting


I need to undo a scan.

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You can click on the barcode that you want to un-scan.

You will see an option to “Undo scan.”

Troubleshooting


The tool won’t let me scan in a sample.

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This is because the sample does not have a valid order / valid patient information associated with it, and therefore cannot be processed.

Please follow the instructions and destroy the sample.

If you actually have valid information for this sample, you can add sample information in the Sample Collection tool. Instructions here.

Troubleshooting

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The tool is asking me to destroy a sample.

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This is because the sample does not have a valid order / valid patient information associated with it, and therefore cannot be processed.

Please follow the instructions and destroy the sample.

If you actually have valid information for this sample, you can add sample information in the Sample Collection tool. Instructions here.

Troubleshooting

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