An easy-to-use custom interface for receiving, boxing, and shipping specimens.

See MIGRATION on how to transition to version 2.

• If you identify any issues, please submit an issue on this GitHub repo or make a post on the forums and tag me (@chris.kadolph) and/or Leila Deering (@leila.deering).

• Comprehensive custom module configuration interface at the Project level
  • Only minimal configuration within the Control Center is necessary
• Specimen Entry Dashboard that includes:
  • Streamlined data entry through multiple pre-fill options
  • Detailed list of specimens in the current box
  • Interactive box preview for a quick at-a-glance look at specimens in the current box
  • Missing Data Code support
• Shipment Dashboard for creating and managing box shipments
  • A shipment manifest export (CSV) that supports customizable column headers
• Reporting Dashboard for a complete look at the data across all 3 projects
• All of it is fully-customizable!

• REDCap
  • Framework Version: 14
  • Minimum: v13.7.0
  • Latest: v15.4.0
• PHP
  • Minimum: Module scan tests compatibility v7.3+
  • Latest: v8.3.21

• redcap_every_page_top
  • Used to seamlessly redirect the user back to the custom pages of this module, after creating a new box.
• redcap_data_entry_form
  • Used to bridge the gap between @CALCTEXT and Secondary Unique Field in the Box project, this hook will look for a field called [box_name_calc] and every time it changes, copy the value into [box_name].

1. Create three projects

• [record_id]
  • Leave this the default name when creating the project
• [box_name] (Text Field)
• [box_size]
  • Can be any field type (text, dropdown), but the saved value must use the 9x9 format
  • Examples: 7x7, 9x9, 8x12, 44x7
• [box_status] (Dropdown Field)

available, Available
closed, Closed

• [shipment_record_id] (Text Field)

• [record_id]
  • Leave this the default name when creating the project
• [specimen_name] (Text Field)
• [box_record_id] (Text Field)
• [box_position] (Text Field)

• [record_id]
  • Leave this the default name when creating the project
• [shipment_name] Text field
• [shipment_status] Dropdown field

incomplete, Incomplete 
complete, Complete

NOTE: This section can only be completed by REDCap Administrators.

• If you have not already enabled this module, download and enable the module from the REDCap Repo.
• Once the module is enabled, select the appropriate projects for the project type.
• To do so, you must first be added to all 3 projects in the User Rights (a requirement for the project dropdown in the module config)
• Then assign each project to their respective option in the module config

NOTE: You can push the plus (+) button to support additional sets of configurations.

The module must be enabled in all three projects that were configured in the Control Center.

In the left hand toolbar section External Modules, click Manage, then enable a module. Look for Orca Specimen Tracking and push enable. If you do not see the module in this list contact your REDCap Administrator.

In addition to the required fields for each project, you may add any additional fields that your study/collection process requires.

• The order of the fields in the instrument will be the order they show on the dashboards and in the exports
• Fields marked required* will also be required on the Specimen Entry Dashboard
• Missing Data Codes are supported (if configured in the Specimen project) and can be enabled on a per-field basis in the custom module configuration page.

Once enabled, in the left hand toolbar under the External Modules section, push "Dashboard Configuration."

1. Enter the study name.
2. Enter the regular expression for the box name.
3. Enter the regular expression for the specimen name.

Then you can click the toggles on items you want to show on your project.

Specimen Entry Column

Toggle the variables you want to be on the specimen entry form.

Extras Column

Many additional customizations can be found here.

• Pre-fill by Nomenclature
  • Has the ability to configure how to find matching specimens and to pre-fill the Specimen Entry Form fields
  • Example: You have entered all the data for aliquot 1. If the pre-fill is enabled and you scan in aliquot 2, all the data such as dates, initials, volume etc., will fill in for you without extra data entry.
• Missing Data Codes
  • This option allows you to utilize the built-in Missing Data Codes functionality.
  • 
  • 
• Confirm
  • Allows you to set up a double-entry confirmation. This is useful on MRN's, or SUBJECT ID's to help ensure data entry accuracy.
• Not in the Future
  • A datetime validation ensuring the date cannot be in the future
• After Date
  • A datetime validation that ensures the date must be after another configured date field
  • You can also set time-based validations or warnings.
    • For example, you can require that the processed time be at least 30 minutes after collection time. If this condition is false, i.e. 25 mins after collection, a warning will appear, and the data entry staff will have to acknowledge. The warning will then be recorded in the comment field as a protocol deviation. If you leave the "Warning Only" option deselected, then the user cannot proceed until corrected.

Batch Mode

Batch mode allows the values you toggle on to persist during data entry, which is particularly useful when processing aliquots that were prepared at the same time. These values will remain unchanged when moving to the next sample, eliminating the need to re-enter them.

Specimen List

The lower section of the entry interface contains a specimen list. Toggle on specimen fields you want to display in the list. Best to keep concise. This is the best spot to take action on specimens.

Box Preview and Details

Displays a list of box information in a collapsible section above the Box Preview in the Specimen Entry Dashboard. Can display useful box fields like storage location.

Shipment list

The fields to be displayed when searching and displaying shipment information on the Shipment Dashboard

Shipment box list

Fields to be displayed when looking at the boxes that are added to the shipment.

Shipping Manifest

Toggle on the items you would like to display on your shipping manifest export.

Once you have all your configuration set, go to the Specimen Entry Dashboard and add a box. This will take you to a REDCap data entry form which you enter information about the box, then push save. You will then be taken back to the specimen entry dashboard where you can start to scan specimens into the box.